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Document statuses

Every document Portant generates has a status. The status tells you where the document is in its workflow: still being generated, waiting for review, out for signature, finished, or stopped by an error.

You see statuses in three places, and each place uses a slightly different set of names:

  1. The Outputs tab in Portant.
  2. The Document Status property in HubSpot.
  3. The Portant webhook events.

This page lists every status in each place and what it means.

How a document moves through its statuses

A document only passes through the statuses for the steps its workflow has. A typical run looks like this:

  1. Pending. Portant is generating the document.
  2. Draft. The workflow has a review step, and the document waits for someone to approve it.
  3. Approved. A reviewer approved the draft, and the workflow continues.
  4. Signature Requested. The workflow has a signature step, and the signing request went out.
  5. Partially Signed. In a request with more than one signer, some signers have signed and others have not.
  6. Signed. Every signer has signed.
  7. Sent. The workflow has an email step, and the email went out.

A workflow with no review, signing or email step goes from Pending straight to Completed. If a step fails, the document moves to Error.

Statuses in the Outputs tab

The Outputs tab shows the status of each run, and the Status filter lets you show only one status. See Search and filter outputs.

Status What it means
Pending The document is still being generated.
Draft The document is waiting to be reviewed and approved.
Signatures Requested The document was sent for signing but is not yet fully signed.
Completed The document finished every step in the workflow without error.
Completed with Error The document hit at least one error along the way. It shows a yellow status icon.

The Outputs tab also shows the names of the reviewers for documents that go through a review step. See Review and approve documents.

Statuses in HubSpot

When a workflow runs from HubSpot, Portant writes the status to the Document Status property. You find it in the Portant property group on the deal or contact, and on the Portant Document record (internal name a1323181_document_status). Portant updates it as the document moves through the run.

Status What it means
Pending The document is being generated.
Draft A draft was created and needs review and approval.
Approved A reviewer approved the draft.
Signature Requested A signature request was sent and no signer has finished yet.
Partially Signed Some signers have signed, and the request waits for the others.
Signed Every signer has signed the document.
Sent The workflow sent the document by email.
Completed The workflow finished, and it had no review, signing or email step.
Error Something went wrong while Portant generated or processed the document.

You can use these values to trigger HubSpot workflows, add deal tags and build reports:

Statuses in webhooks

The Portant webhook events for signatures carry a status for each recipient:

Value What it means
PENDING The recipient has not signed yet. The Signatures requested event always sends this value.
COMPLETED The recipient signed. The Signatures completed event sends this value for every recipient.

For the full event list and payloads, see Listen to events from Portant via webhooks.

When a status does not change

A document that stays on Pending or Signature Requested for a long time is usually waiting on something: an output folder that is not shared, a review step, or a signer who did not submit their signature. See Documents stuck on Pending or Signature Requested.

If a document shows Error or Completed with Error, see Error messages.