Setting Up Document Expiration in Your CRM
About Document Expiration
Document Expiration is a feature that allows you to set a specific time limit for documents sent for signature. Once this period ends, the document automatically becomes unavailable for signing or form completion. This helps maintain control over time-sensitive materials like contracts, onboarding paperwork, and compliance forms.
Benefits of Using Document Expiration
This feature provides several advantages for managing your documents effectively:
- Ensures agreements are signed within a valid timeframe
- Prevents action on outdated documents
- Automatically flags expired documents, eliminating manual tracking
- Displays expiration status clearly in your dashboard
- Shows expiry notices directly on the document for recipients
- Offers optional reminder notifications to prompt timely signing
How to Enable Document Expiration
You can activate document expiration settings at the location level to apply consistent rules across all documents.
- Go to Payments > Documents > Settings > Documents
- Find Document Settings in the left menu
- Scroll to Expiration Settings and toggle the switch to enable the feature
- Enter the default number of days before documents expire (this can be changed for individual documents)
- Optionally, enable reminder notifications to be sent to recipients one day before expiration
The expiration countdown begins when the document is sent and uses your location's timezone.
What Happens When a Document Expires
When a document reaches its expiration date, the following occurs:
- The document status changes to Expired in your document list
- Recidents see a notification that the document has expired when they try to access it
- Signing and form completion are disabled
- You can resend the document or contact recipients as needed
Notification and Customization Options
You can choose to send recipients a reminder email one day before a document expires. These notifications help prevent delays and incomplete submissions.
Customization options include:
- Email subject line
- Email body content
- Branding and sender identification
Reminders can be enabled globally for all documents or individually for specific documents.
Frequently Asked Questions
Can I change the expiration date after sending a document?
No. Once a document is sent, the expiration date cannot be changed. You would need to create and send a new document.
Are reminder emails sent automatically?
No. You must manually enable reminder notifications either in the global settings or for individual documents.
What happens to documents after they expire?
Expired documents remain visible in your dashboard for reference but cannot be signed or edited by recipients.
Do recipients get notified when a document expires?
Recipients see an expiration message when they try to access the document, but no automatic email is sent unless you configure one separately.
Can I turn off document expiration after enabling it?
Yes. You can return to the settings and disable the feature at any time.
Is expiration based on the recipient's timezone?
No. Expiration timing uses your location's timezone for consistency.