DocuSign Void vs Delete: Key Differences Explained

Navigating the differences between voiding and deleting envelopes in DocuSign can be confusing. When should you void an envelope, and when is deleting the better choice? In this comprehensive guide, we'll break down the key distinctions and share best practices for managing your DocuSign envelopes effectively. Plus, discover how AI agents like Bardeen can automate repetitive tasks, saving you time and hassle. Want to streamline your contract management process and avoid costly mistakes? Read on to become a DocuSign envelope pro!

When Should You Void or Delete an Envelope in DocuSign?

There are times when you need to cancel or remove an envelope from DocuSign. Voiding and deleting are two options, but they have different effects. Here's when to use each one:

1. Voiding an Envelope

Voiding an envelope is best when you need to cancel the signing process entirely. This makes the envelope null and void, so no further action can be taken. Common scenarios to void include:

• Correcting errors in the document or envelope before it's signed
• The signer changes their mind about signing and you agree to cancel
• You decide you no longer need the envelope signed at all

Voiding keeps the envelope in your account for record-keeping, but puts a "VOID" watermark on it. Signers are notified that the envelope has been voided.

2. Deleting an Envelope

Deleting an envelope is best when you want to completely remove it from your DocuSign account. This is permanent and can't be undone. Reasons to delete:

• Removing a draft envelope you no longer need
• Clearing out your Sent items of completed or voided envelopes
• Removing any envelopes you want no record of in your account

Note that deleting an in-process envelope does not void it for the signers - they can still sign unless you void it first. Deleting only removes it from the sender's view.

In summary, void an envelope to cancel the signing process, but keep a record. Delete an envelope to permanently remove it from your account. The next section will cover how voiding impacts senders and signers. For more on managing documents, learn how to integrate Google Drive with other apps.

The Impact of Voiding a DocuSign Envelope on Senders and Signers

Voiding an envelope in DocuSign has different effects for senders and signers. It cancels the signing process, but keeps a record for the sender while notifying recipients. Here's what happens when you void an envelope:

1. Envelope Becomes Null and Void

Once an envelope is voided, it becomes null and void. This means it can no longer be edited or signed by anyone. The entire signing process is cancelled at this point.

For example, if you send a contract to a client to sign but later realize there are errors in it, you can void the envelope. This will cancel the signing request and the client will not be able to sign that version of the contract.

2. Voided Envelopes Remain Visible to Sender

When you void an envelope as the sender, it remains visible in your DocuSign account. The envelope shows a "Voided" status and has a watermark indicating it is void. This allows you to keep a record of the original envelope, even though it is no longer active. You can see what was sent and when, which is useful for record keeping and auditing purposes.

3. Recipients Are Notified of Void Status

DocuSign notifies all recipients when an envelope is voided by the sender. They receive an email letting them know the envelope is now void and no longer requires action. However, this can sometimes cause confusion for signers. They may wonder why the envelope was voided and if there was an issue. It's a good idea for senders to communicate with signers about why an envelope needed to be voided.

4. Voided Envelopes Remain in Signer Accounts

If recipients have DocuSign accounts, voided envelopes remain visible in their account as well. The envelope shows a "Voided" status so signers can see it is no longer active. While this maintains a record for signers, it can clutter up their DocuSign inbox with envelopes that no longer need attention. Signers may want to delete voided envelopes to keep their account tidy.

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Voiding an envelope effectively cancels it while still maintaining a record for senders and notifying signers of the void status. Next, we'll look at what happens when you delete an envelope in DocuSign instead of voiding it.

The Effects of Deleting a DocuSign Envelope

Deleting an envelope in DocuSign is different from voiding it, though there are some similarities. Deleting removes the envelope from the sender's view but does not fully erase it from DocuSign. Here's what happens when you delete an envelope:

1. Deleting an In-Progress Envelope Voids It

If you delete an envelope that is still in progress and hasn't been completed yet, it essentially voids the envelope. This means the envelope becomes null and can no longer be signed or acted upon by anyone.

For example, if you send out a contract for signature but then delete the envelope before the recipient signs, the contract is voided. The recipient will not be able to access or sign that envelope anymore. Cold outreach can be a better approach for re-engaging such prospects.

2. Deleted Envelopes Disappear from Sender's View

When you delete an envelope as the sender, it is removed from your Sent items folder in DocuSign. The envelope will no longer be visible in your account.

This is different from voiding, where the envelope remains visible to the sender but shows a "Voided" status. Deleting completely removes the envelope from the sender's view. Learn more about buying signals to avoid such situations in the future.

3. Recipients Still Receive Notifications and Copies

Even if you delete an envelope, recipients will still receive any expected email notifications and copies. Deleting the envelope on the sender's side does not recall or prevent the normal email communications.

For example, if you delete an envelope after the recipient has signed, they will still get the final signed copy by email as usual. The recipient's experience is not impacted by the sender deleting the envelope. This makes it essential to enrich your data to maintain clear communication.

4. Deleting Removes Sender's Record, Voiding Preserves It

The key difference between deleting and voiding an envelope is the impact on the sender's record. Deleting removes the envelope completely from the sender's DocuSign account, leaving no trace of it.

In contrast, voiding leaves the envelope visible in the sender's account but marks it as "Voided". This preserves a record of the original envelope, which can be useful for reference or record keeping.

Deleting an envelope removes it from the sender's view in DocuSign but does not completely eliminate it or recall any recipient copies. Next up, we'll look at some best practices around voiding and deleting envelopes. But first, pat yourself on the back for making it this far - your DocuSign knowledge is growing by leaps and bounds!

Best Practices for Voiding and Deleting in DocuSign

When managing DocuSign envelopes, there are times when you may need to void or delete them. Voiding cancels an envelope while preserving a record, whereas deleting removes it from your view. Here are some best practices to keep in mind when voiding or deleting envelopes:

1. Void Envelopes to Preserve Records

If you need to cancel an envelope but want to keep a record of the original agreement, voiding is the way to go. Voiding an envelope makes it null and void, preventing any further signing or editing. However, the voided envelope remains visible in your DocuSign account.

For example, let's say you send out a contract for signature but then realize there's an error in the document. Rather than deleting the envelope entirely, you can void it to keep a record of the original while sending out a corrected version.

2. Delete Envelopes to Remove Records Entirely

In some cases, you may want to completely remove an envelope from your DocuSign account. That's where deleting comes in handy. When you delete an envelope, it is removed from your Sent items and no longer visible.

For instance, if you accidentally send an envelope to the wrong recipient and catch the error quickly, you may want to delete it to avoid any confusion. Just keep in mind that deleting removes the record from your account.

3. Communicate with Signers About Voided Envelopes

If you need to void an envelope that has already been sent to signers, it's a good idea to communicate with them about the situation. Signers are notified when an envelope is voided, which can cause confusion if they're not expecting it.

A quick email explaining why the envelope was voided and what will happen next (like sending a new version for signature) can go a long way in keeping everyone on the same page. Clear communication prevents misunderstandings in the signing process.

4. Encourage Signers to Complete Signing in DocuSign

To maintain the integrity of your DocuSign records, it's best to have signers complete the signing process within DocuSign. If signers print, sign, and upload documents outside of DocuSign, the envelope status may not accurately reflect the agreement's state.

Whenever possible, encourage signers to follow the DocuSign signing steps to ensure everything is properly captured and recorded. It may be tempting for a signer to take a shortcut, but sticking with DocuSign's process results in a clearer audit trail.

The key takeaway is to void envelopes when you need to cancel but preserve a record, and delete when you want to remove an envelope entirely. Communicate with signers to keep everyone informed. Congratulations, you're now a DocuSign voiding and deleting pro! Give yourself a pat on the back for sticking with it and expanding your DocuSign knowledge. For more on how to build a prospect list, check out our guide.

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Conclusions

Understanding the differences between voiding and deleting DocuSign envelopes is crucial for effectively managing your documents and agreements. In this guide, you discovered:

• When to void or delete an envelope based on your needs
• How voiding impacts both senders and signers
• What happens when you delete a DocuSign envelope
• Best practices for voiding and deleting envelopes

By mastering the art of voiding vs deleting in DocuSign, you'll avoid potential confusion and keep your documents organized. For more tips on managing documents, learn how to integrate Dropbox with other apps. Don't let mismanaged envelopes haunt your DocuSign nightmares!