How can I setup my documents to auto-expire?

Focus: The focus of this self help is guide to providing an understanding how to use “automatic expiration” for documents sent through PandaDoc.

What is auto-expiration?: Auto expiration is an option that you can set for your templates and documents. This will make your documents automatically expired when the document is not completed. The status of these types of documents is “Voided”.

How many days can I set the expiration?: You can set the expiration time up to 180 days.

Availability: The option is enabled automatically on the Business and Enterprise PandaDoc plans and can be disabled/enabled by going to the Add-ons store, “Workflow Section.”

Template level enablement:  You can set up auto expiration on templates. All new documents created from that template use your expiration settings. Please note existing templates created before November 11, 2016 will require you to manually set it on those specific templates.

Options included for auto-expiration as of November 11, 2016:

  • Set and change auto expiration by X days before and after the document is sent.
  • Turn on/off warning notification 1 day before the document’s expiration date before and after the document is sent. The notification is only turned on for signers and recorded under Activity > Actions.
  • Expiration countdown appears in “Documents” if it is under 5 days
  • Document status changes to “Voided” once the document has expired. No longer available for access by recipients
  • Changes in expiration settings tracked under Activity > Actions
  • Expiration countdown restarts when a document is edited and resent.

Step 1: Auto Expiration Setup for all templates and documents.  Go to Settings on the lower left > Settings >  Auto expiration. Here you can set “# of days” and “warn signers 1 day prior to expiration”. Please click on “Save changes.”

Expiration - Settings - Settings

Step 2a: Template setup. You can also setup auto-expiration at the template level. Open any template, then go to More… > Settings. Please note that this is a unique setting for this particular template. It will not affect other templates you have in your account. Use this step to for templates created before November 11, 2016.

Expiration - Template - More - Settings

Step 2b: Click on the “Gear” icon to show the options for auto expiration. Options include “# of days” and “recurring reminders” until completed or voided.

Expiration - Template Options

Step 3a: Document setup. You can also setup each document for auto-reminder. Open any document, then go to More…. > Settings. Please note that this is a unique setting for this particular document. It will not affect other documents you have in your account. Use this step to for documents created before November 10, 2016.

Expiration - Document - More - Settings

Step 3b: Click on the “Gear” icon to show the options for auto expiration. Options include “# of days” and “recurring reminders” until completed or voided.

Expiration - Document Options

Step 4: Sending Document: Notification of setup of auto-expiration. After you click on “Send” and modify the name of the document, you will be presented with the “Send Document “Dialog. If you have “Auto-reminders” enabled, you will a small notification letting you know that it is has been enabled and the number of days the expiration has been set.

Expiration - Sending - Notification

Step 5: Review and change the auto expiration after the document has been sent. Once you sent out the document to your recipients, you can modify the expiration by click on More… > Settings > Expiration.

Expiration - After Sending - More options

Step 6: Notifications of auto expiration. When the document is automatically expired, this will also be recorded under Activity > Actions.

Expiration - Actions - Notification

Step 7: Review of documents that have been expired. When the document has expired, it will show up in your documents list as “Voided”. If you need to remove the “Void” status, you will need change the document back to draft. To do so, to open the document, click on “Edit.” Change your content (if desired) and click on “Send” to your recipients.

Expiration - Documents - Notifcation of Voided

Step 8: Example email message when a document is about to expire.  Shown below is an example of this email message, that your recipients will receive when the document is about to expire.

Expired - email notification - document about to expire

 

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