Monitoring and Retrieving Signed Documents
This page explains how to monitor e-signature status and retrieve signed documents in the SharePoint Connector.
E-Signature Overview Page
Accessing the Overview
- Search for "e-Signature Overview" in Business Central
- The list page shows all documents sent for signature
Information Displayed
| Column | Description |
|---|---|
| Name | Document name |
| Sent Date | When sent for signature |
| Adobe Status / DocuSign Status | Current signing status (free-text from the service) |
| Signed Date | When completed (if done) |
| Receivers | Signer name(s), space-separated. Populated only for documents sent via DocuSign; blank for Adobe Sign |
| Signed Document Name | File name of the retrieved signed PDF |
The underlying table (SharePoint File Details EFQ) also stores SourceTable and SourceId pointing back at the originating BC record, but those columns are not shown on the e-Signature Overview page.
Filtering and Sorting
Filter the list by:
- Status (Sent, Completed, etc.)
- Date range
- Signer
Checking Status
Manual Status Check
To update status for a document:
- Select the document in e-Signature Overview
- Click Check DocuSign Status or Check Adobe Sign Status action (depending on the service used)
- System queries e-signing service
- Status is updated
Status Refresh
| Status | Action Available |
|---|---|
| Any pending status | Check DocuSign Status / Check Adobe Sign Status |
| completed (DocuSign) / SIGNED (Adobe Sign) | Check DocuSign Status / Check Adobe Sign Status (auto-downloads signed document) |
Batch Status Check
The page actions work on the current record only -- there is no multi-select batch status check from the page. To check all pending documents at once, run the e-Signature Checker report (or schedule it as a Job Queue entry); it refreshes the status of every pending e-signature.
Status Tracking
Status Lifecycle
The status fields are free text populated from each service, and the two services use different value sets and casing.
DocuSign (lowercase values from the API):
sent → delivered → completed
↓
declined / voided| Status | Description | Action |
|---|---|---|
| sent | Envelope sent to signer | Wait |
| delivered | Signer received/opened envelope | Wait |
| completed | All signatures collected | Signed PDF downloads on status check |
| declined | Signer declined to sign | Review, resend |
| voided | Envelope cancelled | None |
Adobe Sign (uppercase values from the API; the initial Sent to Adobe is set by the connector):
| Status | Description | Action |
|---|---|---|
| Sent to Adobe | Agreement sent (connector-set) | Wait |
| OUT_FOR_SIGNATURE | Waiting for signature | Wait |
| SIGNED | Document signed | Signed PDF downloads on status check |
| CANCELLED | Agreement cancelled | None |
| EXPIRED | Signing period expired | Resend |
Only two values trigger connector behavior: the DocuSign status completed and the Adobe Sign status SIGNED. When a status check returns one of these exact values, the signed document is downloaded to SharePoint.
Retrieving Signed Documents
When to Download
Signed documents can be downloaded when:
- DocuSign status is "completed"
- Adobe Sign status is "SIGNED"
Download Process
- Open e-Signature Overview
- Select the completed document
- Click Check DocuSign Status or Check Adobe Sign Status - signed documents are automatically downloaded when the status is "completed" (DocuSign) or "SIGNED" (Adobe Sign)
- System retrieves from signing service
- PDF saved to SharePoint
- "Signed Document Downloaded" flag updated
Where Documents Go
Signed documents are saved to:
- Original document's SharePoint folder
- Named
<original name> Signed.pdf - Example:
Contract Signed.pdf
How Retrieval Works
There is no fully automatic retrieval. The e-Signature Checker report (which can run on a Job Queue) only refreshes statuses -- it never downloads signed documents.
Signed documents are downloaded via the page actions:
- Monitor e-Signature Overview (statuses can be kept fresh by the scheduled checker)
- Select a document whose status is
completed(DocuSign) orSIGNED(Adobe Sign) - Run Check DocuSign Status or Check Adobe Sign Status -- on the e-Signature Overview page or the file details page
- The action downloads the signed PDF to SharePoint as part of the status check
Working with Signed Documents
After Download
Once in SharePoint:
- Document visible in FactBox
- Can be viewed/opened normally
- Archived with other documents
- Metadata applied (if configured)
Signed Document Properties
| Property | Value |
|---|---|
| Format | |
| Content | Document with signatures |
| Metadata | The source record's mapped metadata columns (if configured on the table mapping) -- not signing information |
| Location | Original folder |
Troubleshooting Retrieval
Download Fails
| Issue | Check |
|---|---|
| Not ready | Verify status is completed (DocuSign) or SIGNED (Adobe Sign) |
| API error | Check connection |
| Permission | Verify SharePoint write access |
Document Not Appearing
| Check | Resolution |
|---|---|
| Download completed? | Run download again |
| Correct folder? | Check expected location |
| FactBox refreshed? | Refresh the view |
Status Not Updating
| Issue | Resolution |
|---|---|
| Stuck on Sent | Run Check DocuSign Status or Check Adobe Sign Status |
| API timeout | Retry later |
| Service down | Check service status |
E-Signature Checker Report
Running the Report
The e-Signature Checker is a processing-only report -- it produces no printed or previewed output. It queries the signing services and refreshes the status of every pending e-signature (DocuSign documents not yet "completed" and Adobe Sign documents not yet "SIGNED"):
- Search for "e-Signature Checker"
- Run the report (or schedule it as a Job Queue entry)
- Review the refreshed statuses on the e-Signature Overview page
Best Practices
Regular Monitoring
| Frequency | Action |
|---|---|
| Daily | Check for completed documents |
| Weekly | Review pending items |
| Monthly | Audit e-signing activity |
Follow-Up Procedures
| Status | Follow-Up |
|---|---|
| Sent > 3 days | Contact signer |
| Delivered, not signed | Send reminder |
| Declined | Investigate, possibly resend |
Record Keeping
| Practice | Benefit |
|---|---|
| Download promptly | Ensure you have copy |
| Keep tracking info | Audit trail |
| Archive appropriately | Compliance |
Integration with Workflow
After Signing
Once document is signed:
- Update related BC records (if applicable)
- Proceed with next business step
- Archive appropriately
Notifications
Currently:
- Manual monitoring required
- Consider external notifications
- Check overview regularly