Overview
Every Smart Document in Wedy Pro moves through a clear set of statuses as it travels from creation to completion. Understanding where each document stands — and what that status means — lets you prioritize follow-ups, identify stalled clients, and close bookings with confidence.
Status is visible from the document list page, the document editor header, and the File summary page for every sent document. All four Smart Document types — Proposals, Invoices, Contracts, and Questionnaires — share the same status system.
Time to complete: 5 minutes to read. Status updates automatically as your client interacts with the document — no action required on your part.
The six document statuses
Wedy Pro tracks every Smart Document through six statuses. Each one gives you an immediate read on where your client stands and what — if anything — you need to do next.
Draft — Created but not yet sent. The document is visible only to you. Clicking a Draft document opens it directly in the editor for further editing.
Sent — Delivered to your client via email. They have received the message but have not yet opened the document link.
Viewed — Your client has opened the document at least once. They have seen it but have not yet signed, paid, or submitted any responses.
In Progress — Your client has begun interacting with the document — entered information, started signing, or initiated a payment. They are partway through.
Completed — All required actions are done: all signatures collected, all payments made, all questionnaire responses submitted. Nothing further needed.
Expired — The document's expiration date has passed while it was still incomplete. Your client can no longer interact with it. You retain full access in your account for your records.
How to filter documents by status
Every document list page — Proposals, Invoices, Contracts, and Questionnaires — has a row of status tabs that let you instantly focus on a specific stage of the pipeline.
Navigate to Documents in the sidebar and select the document type (e.g., Contracts).
Click a status tab at the top of the page: All, Drafts, Sent, Viewed, In Progress, Completed, or Expired.
The list updates to show only documents in that status.
To narrow further, type in the Search by title bar while a status tab is active.
For example, click Viewed to see every contract your clients have opened but not yet signed — your highest-priority follow-up list for the day.
What each status means for your follow-up
Status is your action signal. Here is how to read each one as an event professional:
Draft — Finish building and send when ready. Drafts are invisible to clients until you send.
Sent — Your client has not opened it yet. If it has been more than a day or two, a brief personal follow-up or reminder call can prompt them to open it.
Viewed — They have seen it but not acted. This is the warmest lead in your pipeline — reach out to answer questions and close. An Automation trigger can handle this follow-up for you automatically.
In Progress — They are actively working through it. Give them space, but stay available. A quick check-in if they stall for more than a day often closes the loop.
Completed — Confirmed. No document follow-up needed. Move forward with the next phase of the project.
Expired — The window closed. Reach out to the client. If they are still interested, open the document in the editor, update the expiration settings, and resend.
How status changes automatically
You never need to update document status manually. Wedy Pro advances it automatically based on real client activity.
Draft → Sent: You click Send and the document is dispatched from your connected email account.
Sent → Viewed: Your client opens the document link and completes identity verification (OTP code).
Viewed → In Progress: Your client begins interacting — enters a field, initiates a signature, or starts a payment.
In Progress → Completed: All required actions on every page are finished — all signatures, all payments, all questionnaire responses submitted.
Any → Expired: The document's expiration date passes regardless of current status.
Because status updates in real time, your document list always reflects the true state of each client relationship — no manual effort required.
How to view full status details on a sent document
For every sent document, Wedy Pro provides a File summary page with a complete breakdown of status, client access, and action progress per page.
Navigate to the document list for the relevant type (e.g., Contracts, Invoices).
Click any document that is not in Draft status. Wedy Pro opens the File summary page automatically.
The Status section shows the current status badge — SENT, VIEWED, IN PROGRESS, or COMPLETED — along with the sent date and expiration details if applicable.
The shared with section lists every recipient and shows whether their document access is currently enabled. From here you can toggle access or generate a share link.
The action summary section shows a per-page breakdown: which contract pages have been signed, which invoice pages have been paid, and whether questionnaire responses have been submitted.
How to manually update document status
In most cases, status updates automatically. However, Wedy Pro lets you manually set a sent document's status from the File summary page — useful when an action happened outside of Wedy Pro (for example, a signature collected in person or a payment arranged offline).
Open the sent document from the document list to reach the File summary page.
In the Status section, click the desired status option: SENT, VIEWED, IN PROGRESS, or COMPLETED.
Manually setting status to Completed updates the badge only — it does not collect any outstanding payments or signatures. Use this only when the underlying actions have been completed outside of Wedy Pro.
Set document expiration to create urgency
Expiration dates give proposals and contracts a natural deadline — a powerful tool for event vendors managing limited availability on peak dates. Configure expiration while building any document in the editor.
Expiration can be set three ways:
Absolute date — expires on a specific calendar date (e.g., January 15)
After sent — expires a set number of hours, days, weeks, or months after you send the document
After viewed — expires a set time after the client first opens the document link
You can write a custom message to show your client when they open an expired document, and choose whether to display a countdown notice within the document itself. Configure these in the editor's right panel under the Documents tab.
When a document expires, its status automatically moves to Expired. To re-engage the client, open the document, update the expiration in the editor's Documents tab, and click Send to resend.
Automate follow-ups based on document status
Rather than manually checking for documents stuck at Viewed or Sent, use Wedy Pro Automations to trigger follow-up emails or tasks at the right moment — automatically.
Automation triggers fire directly on document status changes. For example, you can set up a contract signed trigger to automatically send a "Thank you for signing" email the moment a client signs, or use a document completed trigger to create a task to prepare event materials once a proposal is fully completed. See how to create an automation for a step-by-step walkthrough.
Frequently asked questions
Can I manually change a document's status?
Yes — for sent documents, you can manually select SENT, VIEWED, IN PROGRESS, or COMPLETED from the Status section on the File summary page. This updates the status badge only. It does not collect payments or signatures — use manual override only when the actual actions were completed outside of Wedy Pro.
Why does my document show Sent but my client says they never received it?
Sent status means the document was dispatched from your connected email account — it does not guarantee delivery to your client's inbox. Ask your client to check their spam or junk folder. You can also generate a direct share link from the shared with section on the File summary page and send it to them manually.
What happens when I edit a document I've already sent?
Editing a sent document creates a private draft layer — your client continues to see the published version and the document's status remains unchanged. The status only changes again when you click Send (or Update) to publish your edits. Minor text changes give you the option to notify the client (Notify Changes) or publish silently (Send Without Notifying). Changes that affect invoice amounts or contract terms are material changes — your client must re-approve those before previous signatures remain valid.
What happens to an expired document?
An expired document's status moves to Expired automatically. Your client's link becomes inactive — they see a custom expiry message if you set one. The document remains visible in your account under the Expired tab. To re-engage the client, open the document, update the expiration settings in the editor's Documents tab, and resend.
Can team members see document status?
Owners and admins have full access to all documents and their statuses across every project. Team members with the Member role can only access documents tied to projects they have been assigned to — they will see a "Document Not Accessible" message for projects they are not part of. If a team member cannot find a document, have the Owner or admin confirm their project assignment. Bookkeepers may also access documents if the account Owner has granted them document access under Account > Team > Permissions.
Does status work the same for all document types?
Yes — Proposals, Invoices, Contracts, and Questionnaires all follow the same Draft → Sent → Viewed → In Progress → Completed / Expired progression. The action that triggers Completed differs by type: for contracts, all required signatures must be collected; for invoices and proposals, all payments must be made; for questionnaires, all responses must be submitted.
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