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Monitor the status of your documents

Monitor the status of your documents

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Mathilde Skytt
Written by
Mathilde Skytt
Updated
September 1, 2020

Learn how to get an overview of your documents' statuses and how to use filters and tags.

Learn how to get an overview of your documents' statuses and how to use filters and tags.

In the Documents tab, you can get an overview of all your documents. This means you can find all your drafts and contracts here regardless of whether the contracts are pending, signed, or rejected.

We sort documents like this to provide you with the best possible overview of all of your contracts and enable you to quickly take action when and where it is needed.

How to tell if a contract has been sent, opened, or signed?

If you are signing a contract yourself, it will automatically be sent to the first recipient after you sign it. Once the contract has been signed by all signees you will receive an email telling you that your contract has been signed. If you would like to know if recipients have opened the contract or how many have signed it (if there are multiple recipients) you can see this here:

  • Arrow: If the arrow is green it means that the contract was sent to the next signee. 
  • Eye: The eye will change colour from grey to green if the recipient has opened the contract. 
  • Padlocks: The padlocks indicate whether a contract has been signed. They will change colour from grey to green if the contract has been signed by the recipient they appear by.

If you hover your cursor over any of these symbols they will show you when the event in question took place.

If you would like more detailed information about who viewed and signed the contract and when you can open the contract and scroll to the very bottom:

All contracts you can see on Contractbook, regardless if they are your own or team members' contracts that have been shared with you will display who has seen and signed them and when.

Categories

Categories can help locate specific documents based on their status (pending/sent/received/uploaded).

Filters

Filters can help you locate documents based on their type (sent/received/uploaded), tag, or date of signature. You can combine categories and several filters for a very granulated document overview.

Type

Here you can choose between Received, Sent, and Uploaded documents.

Tags

To avoid too many folders within folders, you can use tags. You can add tags to individual documents like this:

Your tags will appear under filters where you can use them to filter your documents.

You can add several tags to a document. If you apply several tags in a search, only documents with all the chosen tags will be shown.

Examples of how to use tags:

  • Quarters: Q1, Q2, Q3, Q4
  • Year: 2017, 2018
  • Month: January, February, March
  • Type: HR, Sale, Administration etc.

Here is a short video showing you how to create a tag and filter by tags

Date of signature

This option allows you to filter signed contracts by when the last signature was made.

Team specific filters

If you have access to team documents, you can sort these by team member in addition to the options shown above.

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