How can I manually change the status of my documents?

Focus: The focus of this self help guide is to provide an overview and steps in order to change the status of your documents manually.

What is a manual status change? When would I use this?

  1. 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.”
  2. Payment Completed Offline: Recipient completes a document with a payment field it it but pays outside of PandaDoc. Use the manual status change to move the document status from “Waiting for Payment” to “Paid.”
  3. 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.

Feature availability:   This Feature is available for all PandaDoc plans.  

Manual Status change matrix:

Step 1: Enable in Add-ons Store. Access the Add-ons Store and then go to the Workflow Category, find Manual Status Change and click on it. Use the “Add to PandaDoc” button to add to your account.

Example Below: In the same below, we will be discussing a document that is currently in the
“Sent” Status.

Step 2: Find a document. Go to Documents on the left and find your document.

Step 2a: Change status from listview Using the listview, it is easy to change the status. Use the context menu on the right and click on “Change Status.”

Step 2b: Changes status from inside of the document. Open the document. Then click on “More > Settings > Find Status and use the context menu and click on “Change Status”.

Step 3: Change the status. Click on “Change Status” and options will be presented to you to change the status manually.

Step 3A: Status From/To: Here you can change the status of the document manually to your desired status, per the “status matrix” above.

Step 3B: Private Notes: Here you can provide “private notes” regarding the manual status change.

Step 3C: Attach a file….You can also attach a file that will be accessible by the Author and the recipients when the manual change is completed. Please note: You can add files that are up to 25 MB in size.

Step 3D: Setup Notifications. Here you can enable notifications for your status change. When this is used, all recipients of the document will receive an email about the status change.



Step 4: Completion of change… Once you have made the change, added notes and an attachment (optional), you can review at anytime the changes by clicking the “See Details” button. This will take you to Activity > Audit Trail, where you can see the changes to the document including the Private notes and attachments.

Step 5: Example Email notification. If you have setup the manual changes to notify your recipients in Step 2D, below is an example of this email that will be sent to your recipients of the document.

Step 6: Manually Changed, recipients view.  Example below…When the recipient of the document has opened the document, they will see the following due to the manually status change.

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