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When you complete documents or make payments offline, it is handy to be able to make your PandaDoc records reflect this change. Being able to change the document status is important for keeping all of your signed contracts in one place.
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While there are eight document statuses, there are only three statues you can manually change your document to: Completed, Expired or Paid.
Manual Status change matrix:
To keep your documents legally binding, all of our signed and recipient-completed documents will provide a Signature Certificate when the document is Finalized. If you manually change a document to the “Completed” status, there is no Signature Certificate generated.
Example Use Case: You send a PandaDoc document and your recipient prints it, signs it, scans it and sends it back to you as an email attachment. The deal is closed but the document is stuck in your PandaDoc dashboard as “Sent” or “Viewed.” Manually change the status in order to move the document from “Viewed” to “Completed.”
If you have a document that is no longer valid and doesn’t need a Signature Certificate, you can manually Expire the document.
Example Use Case: You send a PandaDoc document and the recipients don’t sign it. You no longer want the recipients to have access to the document (terms of the deal have expired, etc.) so you want to Expire the document right away.
If you have a document with a payment block, and the client completes the document (filled in, signed and finalized), but did not complete the payment, the document status will be “Waiting for Payment”. In the event the client pays with an alternative payment method, you can manually change the document to “Paid.”
Note:a Draft document can only be changed to Paid if it contains a payment block.
Example Use Case: Recipient completes a document with a payment field, but pays in cash or mail-in check, you can use the manual status change to move the document status from “Waiting for Payment” to “Paid.”
How to Manually Change the Status
You can change the status 2 different ways, from the listview or inside the document.
If you don’t find the feature, please ask your Account Owner to enable it in the Add-on store (found in the bottom left of your PandaDoc account).
Go to Documents on the left and find your document. Use the context menu on the right and click “Change Status.”
Inside of the document
Open the document and click More > Settings > Find Status, use the context menu and click “Change Status”.
Status change options
When you click “Change Status” you'll see the options:
Status From/To: change a document status per the “status matrix” above.
Private Notes: Provide “private notes” regarding the manual status change.
Attach a file: Attach a file that will be accessible by the Author and the recipients when the manual change is completed. Useful when document was signed or paid offline and a receipt/signed copy was sent to you via email.
You can add files that are up to 25 MB in size.
Notifications: Send a notification email about the status change to all recipients.
Complete the status change
Once you have made the change, added notes and an attachment (all optional), you can review the change by clicking the “See Details” button. This will take you to Activity > Audit Trail, where you can see the changes including Private notes and attachments.
Example of a notification email
If you have set up the manual changes to notify your recipients in, here's the example of this email below.
When the recipient opens the document, they will see the following popup: