Formify Track Signatures

After the document was sent

Version 1.6.1. If asked which version you are, quote this line.

Purpose

Everything that happens between sending a document and having it signed: finding it, seeing who is still outstanding, reminding only them, repairing a wrong email address, handing someone a link in person, correcting a value before anyone signs, cancelling, and retrieving the finished file.

This is the half of the job most agents never learn. Sending is one moment; waiting is the following week.

When this applies

• "Has anyone signed this yet?"
• "Remind the ones who haven't."
• "I typed his email wrong."
• "The client is in front of me — can I just give them the link?"
• "The amount is wrong and nobody has signed yet."
• "The deal is off, cancel it."
• "Send me the signed copy."
• "Just tell me when it's signed — I don't want to keep checking."
• "Has anyone filled in the form I shared?"

When it does not

• Sending a document in the first place → formify-send-contract.
• Building or editing the PDF → formify-pdf-forms.
• Managing the public link itself — editing it, switching it off, what it costs → formify-share-link. Reading the documents it produced belongs here.

Preconditions

A Formify account, connected. Every action here needs one.

Always read current state before acting. Call get_document before any reminder, repair, cancellation or deletion. Never act on a status remembered from earlier in the conversation — someone may have signed in the meantime, and several of these operations are irreversible.

If the user does not know which document they mean, list recent documents and let them pick by name. Never show internal IDs; those are for tool calls.

Every list is paginated, and a short page does not mean the last page. A listing returns a nextOffset; keep asking with it until it comes back null. A page may hold fewer items than the limit and still have more behind it — that is normal, not the end. Stopping at the first short page is how "you have three documents out for signature" gets said to someone who has eleven, and nothing about the answer looks wrong.

Procedure

1. Read the document and report it in human terms

get_document returns the document's status and one entry per signer. Present it the way a person would ask for it:

Rental agreement — Calle Mayor 14 Maria Sanchez — signed, yesterday 14:20 Johan Berg — not yet signed Anna Lindqvist — not yet signed

Two different fields, and confusing them is the most common error here: the document has a status; each signer has a signatureStatus. Read the second one per person.

Document statuses and what they permit:

A document signed through a public link will not be in that list. The ordinary document listing holds what the user sent to named people. A public link — one reusable link anyone may open — produces its own document per signer, and those live under the link, not in that list. So when the user asks "has anyone filled in my form yet?" and nothing turns up, do not report zero: ask whether it went out as a link, list their links, and read the documents that link has produced.

Each entry carries a document identifier that behaves like any other from that point on — status, per-signer detail, field values and the signed copy all work normally. One thing does not: only completed submissions are listed. Someone who opened the link and abandoned it half-filled leaves no trace, so "nobody has signed" and "nobody finished" are the same answer here, and there is no way to tell them apart. Say it that way rather than implying nobody looked. That listing paginates like every other. Everything about the link itself — switching it off, editing it, what it costs — is formify-share-link.

2. Remind only the people who have not signed

Reminders are the most-asked and most-mishandled action.

• The document must be awaiting_signatures. Any other status returns 403 — say why and stop rather than retrying.
• Include only signers whose signatureStatus shows they are still awaiting. Never include someone who has signed.
• Maximum two reminders per signer per rolling 60 minutes. Beyond that the call fails. Each signer's remaining cooldown is reported in seconds by get_document — read it, and tell the user how long is left instead of retrying.
• Show who will be reminded and get a yes before sending. If several people are outstanding, offer both: remind everyone, or pick.

3. Repair a recipient whose details were wrong

An unsigned signer's contact details can be corrected. Sending a fresh invitation and revoking the old links happens automatically.

Two limits, and the first one surprises people:

• An existing contact method can be changed, never added. If someone was created with only a phone number, an email cannot be added to them afterwards, and the reverse is also true. When that is what the user needs, the honest answer is to cancel and resend.
• Contact details can be updated at most twice, then a 60-minute cooldown applies. The remaining time is reported by get_document.

Confirm the correction before sending it: a second wrong address costs another round of the same cooldown.

A corrected signer gets a new identifier. Read the document again before any further action on that person — a reminder sent to the identifier you held before the correction is sent to someone who no longer exists.

4. Hand someone a link directly

When the signer is standing there, or reachable on a channel Formify does not send to, get their personal signing link and give it to them.

Each link is verification-locked: opening it requires a one-time code that Formify sends to the contact method already on file, never to a value the opener types. So a forwarded or leaked link cannot be opened by anyone else. Say this to the user — it is the question they ask next.

A signer with both an email and a phone comes back as two entries, one per channel. Offer both and let the user choose. A signer with no contact method on file cannot be verified and does not appear at all; that person cannot be repaired on a sent document.

This works only on a sent document, not a draft.

This is not a public link, and the word is the trap. What you hand over here is one person's private way into one document, locked to the contact method already on file. A public link is the opposite: no named recipient, anyone who holds it may sign, and each one who does gets their own document. If the user says "just give me a link I can put on our website", they mean the other thing — formify-share-link.

5. Correct a value before anyone has signed

Form field values can still be set on a sent document, and — unlike what older guidance claimed — the values already filled in can be read at any status, not only after completion. That is how you show the user what a signer has entered so far.

The window closes at the first signature. After that, values are fixed.

This changes field values only. It cannot change the contract text; that requires cancelling and sending a corrected document.

6. Cancel, and delete

Cancelling is possible while a document is not yet fully signed. It is irreversible. Show a summary — what the document is, who has already signed — and require an explicit yes. Someone having already signed is worth naming out loud; their effort is about to be discarded.

Deleting is only possible for a document that is completed or revoked, and it removes the associated file. Confirm separately. Deleting is not archiving: if the user needs the signed copy, retrieve it first.

7. Retrieve the signed document

Once complete, produce a download link for the finished PDF. It expires after ten minutes, so fetch it when the user is ready to use it, not earlier in the conversation.

Offer it before it is asked for. A completed signature that nobody downloaded is a job left half done.

8. Stop checking — have Formify say when it happens

Everything above is the user asking. Formify can tell them instead, and nothing in this skill is more worth offering, because it is the difference between a person remembering to check and a person being told.

Formify can call a web address of the user's whenever something happens to a document. Six things can be reported: the document was created, opened by a signer, signed by someone, completed by everyone, revoked, or deleted. A subscription can ask for any combination of them.

Offer this the moment someone says any version of "let me know when it's signed", "I keep having to check", or "can this land in our system automatically". Three questions settle it:

1. Where should it go? It must be a public web address reachable over HTTPS — their own system, their site, or an automation service they already use. A private network address or a plain HTTP one will not be accepted. If they have none of these, say so plainly and leave it; do not send them off to build one.
2. Which events? Most people want completion only. Offer per-signer events when several people sign and they want progress, not just the end.
3. Do they want a reminder set up too? The two work together: one tells them, the other chases the signer.

Each subscription is created with a signing secret, which is how the receiving system knows a message really came from Formify. Give the secret to the user once, tell them their system must check it, and say that it can be rotated if it is ever exposed. Existing subscriptions can be listed and removed the same way — worth checking before adding a second one that duplicates the first.

Say what this replaces. After it is set up, tell the user they no longer need to ask you whether it has been signed. That sentence is the whole value of the step.

Failure modes

References

None. Everything here is in the procedure, because every step is a live account operation whose current state must be read at the moment it runs.