Cases to use manual status change:
- Documents completed offline: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.”
- Payment Completed Offline: Recipient completes a document with a payment field, but pays outside of PandaDoc. Use the manual status change to move the document status from “Waiting for Payment” to “Paid.”
- Immediately Expire Document: 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.
Plan availability: all plans.
Manual Status change matrix:
a Draft document can be changed to Paid if it contains a payment block.
Change status from listview
Go to Documents on the left and find your document. Use the context menu on the right and click “Change Status.”
signature certificate won't be generated for manually completed documents
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).
Change status from 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 setup 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: