Every document in Signing has a version state. It tells you where the document stands, for example V2 Execution. The version number (V1, V2 and so on) goes up each time you upload a new version. The state is one of Draft, Agreed form, Execution or Signed.
How state works
The state belongs to the document and applies to its current version.
You can move a document in any direction between Draft, Agreed form and Execution.
When you upload a new version, it takes the state of the version before it.
Older versions do not show a state.
To change a state, click the version state in the Documents list and choose the new one.
Where state matters
A Whole documents pack and a document pack only accept documents in Execution.
A Signature pages pack accepts documents in any state. That is how you collect pages from a draft.
When a state is locked
Note: While a document is in a Whole documents pack or a document pack that has not been sent, it cannot be moved out of Execution. Remove the document from the pack, or delete the pack, to change its state. Once the pack has been sent, the state stays locked until you void the pack.
[Screenshot: The version state dropdown, showing the lock reason.]
Signature pages in a Signature pages pack do not lock the state, because the pages remember the version they came from.
What Signed means
You never choose Signed from the state list. Legatics sets it:
A counterpart document becomes Signed when you collate it.
An entire document becomes Signed when its DocuSign envelope completes.
You can also set a document to Signed by hand. Legatics asks you to confirm, because a document set to Signed by hand is final too. You cannot change it afterwards. No new version is created. The current version is marked as the signed one, whereas collating or a completed DocuSign envelope produces a new signed version.
Until a counterpart document is collated, it is still open. You can add a party or signatory, which moves the document back to Partially sent. See Collecting signature pages before the final document and adding a late signatory.
Caution: Once a document is Signed it is final. You cannot upload a new version, add or remove parties and signatories, or tag signature pages. If the document changes after signing, upload the amended document as a new document and send it for signing again.
Frequently asked questions
Why can't I change the state of my document?
Why can't I change the state of my document?
It is in a pack. The message names the pack. Remove the document from it, delete the pack or, if it has been sent, void the pack.
Why can't I upload a new version?
Why can't I upload a new version?
The document is Signed.
I uploaded a new version in my list, but Signing did not update.
I uploaded a new version in my list, but Signing did not update.
If the document in Signing is already Signed, it stays Signed and does not take the new version. Otherwise Signing takes the new version and gives it the current state.
What happens if I upload a new version after I have sent a pack?
What happens if I upload a new version after I have sent a pack?
The pack shows a warning that documents have newer versions than the ones in the pack. Signatures are matched to the version that was sent.