Sending, reminding, cancelling

Every signing package goes through one canonical Review & Send step. After that, you can remind, cancel, or wait for the client to sign.

Review & Send

From the package detail, click Review & Send. You land on the review screen.

This is your last chance to confirm before the email goes out. The screen shows:

The big Send button at the bottom is disabled until:

• At least 1 signer exists.
• Every signer has at least 1 signature field assigned to them.
• Every field has a recipient.
• Package name is set.

Settings on the Review & Send screen

Signing mode

• Parallel — everyone gets it at send.
• Sequential — only signer #1 gets it; subsequent signers are triggered when the previous person signs.

See Recipients & signing modes.

Expiry

Default: 30 days from send. Change to whatever fits your engagement.

• Tax season is tight — set 7–14 days for engagement letters going out in March.
• Pre-engagement consultations can be 30 days or more.
• Once expired, status flips to Expired and the client can no longer sign. Send a new package to re-engage.

Reminder cadence

Default: 3 days between automated reminders.

Automated reminders only fire while the package is in Sent, Viewed, or Partially signed status. If a signer signs, reminders to them stop.

How to send

Click Send. Assure Pro:

1. Marks the package as Sent.
2. Emails the first signer (sequential) or every signer (parallel).
3. Posts a portal notification per signer.
4. Logs the send in the audit trail.
5. Schedules the first automated reminder for the cadence you set.

You arrive back on the package detail with the new status. The action bar shows Send Reminder and Cancel.

How to send a manual reminder

When the package is Sent, Viewed, or Partially signed, the action bar has Send Reminder.

Click it. Assure Pro:

1. Sends a fresh email and portal notification to every recipient who hasn’t yet signed.
2. Logs the reminder in the audit trail per recipient.
3. Refuses (with an error toast) if the 8-hour cooldown hasn’t elapsed since the last manual reminder.

The 8-hour cooldown

Assure Pro waits at least 8 hours between manual reminders on the same package. The cooldown counts from the most recent send activity — which covers both the original send and any manual reminders.

If you try too soon:

Reminder cooldown active — last reminder X.Xh ago, cooldown is 8h.

Wait it out. Automated reminders bypass the cooldown (they’re scheduled, not user-triggered) but respect their own cadence.

How to cancel

The action bar’s Cancel button is available when status is Draft, Sent, Viewed, or Partially signed. Click it.

A confirmation dialog appears: “Cancel (package name)?” with an optional cancellation reason.

On confirm:

• Status flips to Cancelled.
• Recipients lose portal access to it.
• The audit trail records the cancellation with your user and reason.
• Email recipients are not auto-notified (no “cancelled” email goes out by default).

Use cancel when:

• Wrong client, wrong template — start fresh.
• Outdated content — author a new version.
• Client called to say “we’re not engaging” — cancel and close.

How to delete a draft

If the package is still in Draft (you never sent), the action bar shows Delete Draft. Confirm, and the package is permanently removed.

You can’t delete a sent package — you can only cancel it.

Expiry

A package expires automatically if it hits its expiry date without all signers signing. Assure Pro flips the status to Expired on a schedule:

• All signers stop seeing it in the portal.
• The package detail shows status Expired and any in-progress signatures are preserved (for forensics, not for use).
• Automated reminders stop.

To “renew” an expired package, send a new one. There’s no “extend expiry” in V1.

What clients see when you remind

The email is the same shape as the original send, with the addition of “This is a reminder”:

Reminder: Please sign (package name)

[Firm name] sent you (package name) on (original send date). It expires on (expiry date). Sign now → (link to portal)

The portal notification refreshes too. Multiple reminders update the same notification in the bell — they don’t pile up.

Common patterns

”Sent the wrong template”

Cancel and send a fresh package with the right template.

”Need to fix a typo in a sent letter”

You can’t edit a sent package. Cancel and re-send. The typo lives in the audit trail’s snapshot, but the new package has the fix.

”Client signed declined accidentally”

You can’t undo a decline. Send a new package. The original stays in the audit trail as Declined.

”Chase the package weekly, automatically”

Set the reminder cadence to 7 days when you send. Automated reminders fire every 7 days up to 5 reminders. After that, you’ll need to send a manual reminder if they still haven’t signed.

”Some packages got stuck in ‘Viewed’ — client hasn’t finished signing”

Partially signed means at least one signer is done but others aren’t. Click the package to see who’s outstanding. Send Reminder targets only un-signed recipients.

”What if the email bounces?”

The audit trail records the send event. If the email provider bounces, there’s no automatic re-route in V1. You’ll see no engagement on the package, no Viewed event. Reach out via Communications — text or a secondary email — and either re-send or re-key the recipient with a new email (cancel and new package).

Permissions

Next

• Countersigning & certificate — after every signer signs.
• Recipients & signing modes — who gets what notifications.
• E-sign overview — the package statuses.