The statuses of a signature envelope
An envelope is "Sent" while it waits for signatures, "Completed" when everyone has signed and "Expired" if the deadline arrives and someone is missing. The status depends only on who has signed and on the date, so it changes on its own.
On this page
The key point. Nobody marks an envelope as completed or expired. Sttok looks at who has signed and what the deadline was, and the status follows from that.
The statuses#
An envelope is a document that has been sent for signature to one or more people, with a deadline. At any moment it is in one of these statuses:
| Status | What it means | What you can do |
|---|---|---|
| Sent | It has gone out and is waiting for signatures. It is still within the deadline. | Remind whoever is missing with "Send reminder". |
| Completed | Everyone has signed. The document is signed. | Nothing: the envelope is closed. |
| Declined | A signer has refused to sign. | See the reason and, if needed, send a new envelope. |
| Canceled | It was voided before everyone signed. | Send a new envelope, if needed. |
| Expired | The deadline arrived and at least one signature was missing. | Send a new envelope, if the document still needs to be signed. |
Declined, Canceled and Expired have one thing in common: the document is not signed. If it still needs signing, a new envelope is sent.
Which status wins#
What counts is who has signed. If everyone signed, the envelope is completed even if the deadline has passed since: the deadline only matters while someone is missing.
Minutes of the ordinary general meeting
Sent on 02/07/2026 to 2 signers
How it looks in the list#
In the Signatures section, each row is an envelope: its subject, the date it was sent, its status and the "Signed" column, which tells you how many have signed out of how many. At the top, four figures: "Envelopes", "Pending", "Completed" and "Expired".
You can search by subject, filter with "Filter: Statuses" and "Filter: Type", and click "Refresh" to see signatures that have just come in.
Inside the envelope you see when it was sent, when it "Expires" and its "Progress". Below, the "Signers" with the status of each one and the "Envelope timeline", with everything that has happened. "Refresh status" brings in signatures that have just arrived.
If you are the one signing#
If you are a shareholder, a director or anyone else who has been asked to sign, you receive an email with the document and a link. You sign through DocuSign, without printing anything. Sign before it expires; if the deadline passes, the company will have to send it to you again.
Frequently asked questions#
Why does it say "Sent" if almost everyone has signed?
Because at least one signature is missing. The envelope becomes "Completed" when the last person signs, no sooner and no later.
What do I do if the envelope expires?
An expired envelope can no longer be completed: the deadline cannot be extended. If the document still needs to be signed, send a new envelope. Remind whoever still has to sign explains how.
Can I change the status by hand?
You don't need to: the status changes when someone signs or when the deadline passes. If you have just received a signature and can't see it, click "Refresh status" in the envelope.
Related
- Send a document for signature A document is sent for signature in an envelope. In Signatures, "New signature" asks you for the document, the role and the person who signs, and a message. From a general meeting, the minutes are sent with "Request signature". Each signer receives an email to sign, and in Sttok you see who has signed and who is missing.
- Remind whoever still has to sign While an envelope is waiting for signatures you can send a reminder to whoever is missing with "Send reminder", from the envelope's own page. The deadline is not extended: if the envelope expires without all the signatures, a new one is sent.