Track E-Signature Status in Salesforce with Dochly
Where to track signature status
Dochly provides three places to track signature status, each suited to a different need:
The Dochly signature tracking panel on the Salesforce record (Opportunity, Account, Contract, etc.) shows the status of every signature request sent from that specific record. This is the primary place sales reps check signing status during a deal.
Dochly app → E-Signature → Overview. Shows all outstanding signature requests across the entire org — filterable by status, sender, template, or date. Used by admins and operations teams to monitor org-wide signing activity.
Dochly adds e-signature status fields to Salesforce objects — you can build Salesforce reports that show signing status across any record set. Useful for pipeline reviews and forecasting based on contract status.
The sender receives email notifications at key events — document opened, document signed, all parties completed. These are configured in Dochly → Settings → E-Signature → Notifications and can be enabled or disabled per event type.
Status reference — every status explained
Each signature request and each individual signer has their own status. Here is every possible status value and what it means:
Request sent — waiting for signer to open
The signature request email has been delivered. The signer has not yet opened the document. This is the initial status after sending.
Document opened — signer is reviewing
The signer clicked the link and opened the document in their browser. They are reviewing but have not yet signed. Useful for following up — if a document has been opened multiple times but not signed, the signer may have questions.
This signer has completed signing
An individual signer's status — they have signed their signature field(s). If more signers remain, the overall request status is still In Progress until all parties sign.
All parties have signed — document is complete
The overall request status when every signer has completed signing. The signed document is stored on the record and completion emails are sent to all parties.
Signer declined to sign
A signer actively clicked "Decline" in the signing interface. The signing workflow stops. The sender is notified. A new request must be sent after resolving the signer's concerns.
Signing link has expired — time limit reached
The signature request was not completed within the configured expiry period. The signing link no longer works. A new request must be sent to restart the signing workflow.
Request cancelled by sender
The sender manually voided the request from the tracking panel. All signing links are deactivated. The voided request remains in the audit trail but cannot be reactivated — a new request must be sent if signing is still needed.
The signature tracking panel
The signature tracking panel appears on every Salesforce record that has a signature request associated with it. Here's what each part of the panel shows:
The panel updates in real time — refresh the Salesforce record page to see the latest status. You don't need to poll or manually check a separate system. Key information at a glance:
- Document name and expiry date — confirms which document was sent and when the signing link expires
- Per-signer status and timestamp — shows exactly who has signed and when, and who is still outstanding
- Action buttons — Resend, View Document, and Void are available directly in the panel without navigating away
The audit trail
Every e-signature request has a detailed audit trail recording every event — from when the request was created to when the final signature was submitted. Click View Audit Trail in the tracking panel to access the full log.
The audit trail includes the document hash — a unique fingerprint of the document at the moment of each signature. This confirms the document content has not been modified between signings, which is important for legal enforceability of multi-party sequential agreements.
Actions from the tracking panel
The tracking panel on the Salesforce record gives you direct control over outstanding signature requests without navigating to a separate system:
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Resend
Sends a new notification email to the current outstanding signer — useful when the signer says they didn't receive the email or when you want to prompt action on a request that's been sitting idle. Resend does not reset the expiry timer or void the original request — it sends a new notification link for the same request.
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View Document
Opens the document being signed — showing the current state including any signatures already applied. Use this to confirm the document content is what you intended before following up with a signer.
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Download Audit Trail
Downloads a PDF version of the complete audit trail — useful for legal proceedings, compliance reviews, or when you need to share proof of signing activity with a third party.
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Void
Permanently cancels the signature request — all signing links are deactivated immediately. The voided request and its partial audit trail remain on the record for reference. Use void when the document needs to be corrected or when the deal falls through. Void cannot be undone — a new request must be sent if signing is needed.
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Change Signer
If the wrong email address was used for a signer, use Change Signer to update the recipient for the outstanding signing request — without voiding and resending. Available only for signers who haven't yet signed. The new recipient receives a fresh notification email.
Org-wide signature visibility
For admins and operations teams managing signatures across the entire org, Dochly provides an org-wide view beyond individual record tracking:
E-Signature Dashboard
Dochly → E-Signature → Overview. All active requests across the org — filterable by status, sender, and date range.
Salesforce Reports
Build reports on Signature_Status__c and Signed_Date__c fields that Dochly adds to Salesforce objects. Filter your pipeline by signing status.
Overdue signing alerts
Configure a Salesforce report showing requests sent more than 7 days ago with status = Sent or Opened — use this for sales manager review in weekly pipeline calls.
Signature status in Salesforce fields
Dochly writes signature status back to Salesforce fields on the originating record — making signing status available in Salesforce reports, List Views, dashboards, and automation.
A picklist field updated automatically as the request progresses — values: Sent, Opened, Partially Signed, Completed, Declined, Expired, Voided. Available in Salesforce reports and List Views for pipeline tracking.
Populated with the completion date when all parties have signed. Useful in reports, expiry calculations, and as a trigger field in Flows — e.g. start a 30-day countdown for contract kick-off when Signed Date is set.
A simple checkbox that is set to TRUE when signing is complete. Use this in Flow conditions, validation rules, or page layout visibility rules — e.g. show a "Contract Kick-off" button only when Is Signed = TRUE.
The email address of the most recent signer — useful for audit and reporting purposes, and for populating completion notification templates with the signer's identity.
These Salesforce fields make e-signature status a first-class part of your pipeline. Add the E-Signature Status field to your Opportunity List View so sales managers can see at a glance which deals have contracts out for signature — without opening each individual record.
Frequently asked questions
You now have full visibility into every signature request across your org. Next in this series: Set up signature fields in a document template with Dochly — place signature, initials, date, and text fields precisely in your template layout.
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