Understanding Document Lifecycle

Understand the document lifecycle from draft to sealed, including how to update sent documents, when new versions are needed, and how lost, deleted, and recalled statuses differ.

June 17, 2026

1. Lifecycle Stages in GetAccept

Active

Documents currently in progress.

Includes all documents that are Sent, Viewed, or Reviewed, and still awaiting actions from Recipients.

Draft

A document being prepared.

• All content, recipients, roles, and settings can be edited.
• No recipients have access.
• Editor blocks and structure are fully editable.

Sent

The document has been delivered to recipients.

• Recipients receive unique access links.
• Sender can still adjust certain details (value, expiration, recipients, signing order).
• Editor content can still be updated depending on the document type.

Reviewed

A recipient has opened or interacted with the document but has not signed yet.

• Appears once the document has been viewed.
• Helps track early-stage engagement before signature events.

Signed

All required signers have completed their signatures.

• The document becomes legally binding.
• A signed PDF and certificate are generated.
• Final content is locked.

Document expiration

Expiration is not a status. It is determined by the document's expiration date alone. When the expiration date passes:

• Recipients can no longer sign or access the document.
• The document keeps whatever status it already had (such as Sent or Reviewed). GetAccept does not change the status to "Expired".
• The sender can extend the expiration date or create a new version to reopen the process.

Rejected

A recipient has explicitly declined the document.

• The signing flow stops.
• Sender can follow up, adjust content, or create a new version if needed.

Deleted

A document removed from the Documents or Dealboard lists.

• Moves to the Deleted tab but is not permanently removed.
• To fully delete it, permanently delete it again from the Deleted tab.
• Prevents accidental loss of important documents.
• Some documents (e.g., signed) may be restricted from permanent deletion.

2. Updating Send-outs (Editor-first Logic)

GetAccept allows flexible updates after sending, especially when using the Editor.

Editing a Send-out using the Editor

If a document contains Editor blocks, you can update it without creating a new version:

• Modify text
• Update images, video, and links
• Publish changes instantly
• Send an update message that appears in email, chat, and audit logs

This keeps the signing flow active and does not restart the process.

Non-signable documents

• Existing Editor blocks can be edited
• New Editor blocks can be added

Signable documents

• Editor content within existing blocks can be changed
• New Editor blocks cannot be added once sent
• Adding new blocks requires creating a new version

3. When a New Version Is Required

Create a new version when:

• Working with a PDF-based document
• You need to add structural changes or new blocks
• Recipient roles or signing flow need a full reset
• Substantial content changes require new signatures

New versions maintain full version history and require signers to sign again.

4. Lost vs Deleted vs Recalled

Lost

Marks a document as no longer active.

• Used when a deal is closed-lost or abandoned.
• The document cannot be restored.
• To continue the process later, create a new version.

Deleted

Documents deleted from the Documents or Dealboard lists move to the Deleted tab. They are not permanently removed until deleted again from that tab.

Behavior:

• Soft delete → moves to Deleted tab
• Permanent delete → delete again from Deleted tab
• Signed/critical documents may have restrictions
• Prevents accidental permanent deletion

Recalled

Pulls back a Send-out into a draft-like state.

• Recipients immediately lose access
• Sender can edit roles, content, or settings
• The document can be resent after updates

Recalled documents can be corrected and reused without losing progress.

Summary

GetAccept documents follow a clear lifecycle:

Active → Draft → Sent → Reviewed → Signed → Rejected → Deleted (expiration is controlled separately by the document's expiration date, not by a status)

With flexible update options:

• Use the Editor to update Send-outs without restarting the signing process
• Use new versions only when structural changes or PDF updates require re-signing
• Control final states with Lost, Deleted, and Recalled actions

These lifecycle rules ensure documents remain accurate, controlled, and adaptable throughout the entire signing journey.