Track signature and acknowledgement status

Every document you send for signature or acknowledgement creates an assignment. The Assignments tab in Documents is where you track all of them in one place.

Open the assignments view

Sidebar then Documents.
Assignments tab.

You see one row per document per assignee. Each row shows:

Document title
Assignee (employee)
Type (signature required, acknowledgement only)
Status (issued, viewed, awaiting signature, awaiting acknowledgement, signed, acknowledged)
Sent date
Last activity (when they viewed, signed, etc.)

Filter and search

Filter by status to find what’s still outstanding (“awaiting signature”).
Filter by document type (warnings, contracts, policies).
Filter by assignee to see everything one person owes you.
Search by title to find a specific document.

Chase outstanding items

For each outstanding row:

Click the row to open the document.
Resend to fire the email reminder again.
Or Manual mark complete if you have an offline signature you need to record (admin only, the action is logged).

The platform also has automatic reminders. By default outstanding acknowledgements get reminders at 3 days and 7 days, then no more. Admins can adjust this in Settings then Notifications.

Bulk actions

Select multiple rows for:

Resend reminders in bulk
Cancel assignment if a document was sent in error
Export the list to CSV for offline tracking

Exports for audit

For Fair Work, board, or insurance audits, you’ll occasionally need proof that someone signed something. Click into a signed assignment and Download audit pack. The PDF includes:

The document at the version they signed
The signature image (if e-signature was used)
The IP address and timestamp of signing
The full chain of custody (issued, viewed, signed)

Status hierarchy

When a document has multiple states (e.g. it’s been viewed but not signed), the status that displays is the most recent one in this order:

Signed > Acknowledged > Awaiting signature > Awaiting acknowledgement

Viewed > Issued.