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Question

Only store 1 Document with signatures

  • August 24, 2024
  • 6 replies
  • 57 views
R
Conversation Starter
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Good morning.

I am working on a DocuSign Template for our HR department and they have a clear demand and that is that they only want 1 DocuSign document will existi with all signatures without those provided a signature having a copy of what they have signed? If this possible within DocuSign.

So, for example:

  1. HR department fills in a PDF with fields
  2. Document is send to department head (for signing)
  3. Department head signs and using Specify Recipient 
  4. The new recipient (will always be someone from our company) will get the document to sign
  5. He signs
  6. Document comes back to HR and HR is finally signing

Now the wish of HR is that by the end only one document (number 6) exist in Docusign without having any copies of those signed previously the document. Seems to me impossible to achieve but……

Thanks.

6 replies

Hengfeng Ge
Hero
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Do you mean the two recipients before hr not receive the email notification of the envelope after they signed?Maybe can integrate HR system with DocuSign and use embedding sign for these two recipients. What you HR system.

 

FreeLink/甫连信息
🌍 DocuSign Partner | Partner Profile
🏆 2024 APAC Reseller Growth Partner of the Year
🔧 First globally to pass DocuSign eSignature Technical Consultant certification
🚀 Expertise in DocuSign integrations with in-house systems for leading enterprises across various industries.

Feel free to reach out for collaboration opportunities.

Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.
R
Conversation Starter
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  • RobbedoesConversation Starter
  • Author
  • Conversation Starter
  • August 24, 2024

Thanks for your feedback. No, what I mean is that for this envelope HR only wants that there is one final document in the DocuSign database and that is the one with all signatures. All previous documents (e.g. the one signed by department head or the recipient the department head specified) should not have any signed document available anymore in their account.

To be frank, I find it a rather strange request but HR London is very clear in their request. There should be only 1 final document left in DocuSign database and all previous versions should not be available anymore so deleted by the system. Apparantly HR only wants to own the final version with all signature files.

Hengfeng Ge
Hero
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You can enable watermark for the signing settings. 

https://admin.docusign.com/signing-settings/watermark

so if the envelope is not complete, it will show wathermark with in progressing. 

the recipient will receive the documents by email when the envelope is completed.

And they only can download the final completed document after the Envelope is completed.

Hope clarified your question.

 

FreeLink/甫连信息
🌍 DocuSign Partner | Partner Profile
🏆 2024 APAC Reseller Growth Partner of the Year
🔧 First globally to pass DocuSign eSignature Technical Consultant certification
🚀 Expertise in DocuSign integrations with in-house systems for leading enterprises across various industries.

Feel free to reach out for collaboration opportunities.

Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.
N
Community Moderator
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  • nathaly.mongeCommunity Moderator
  • Community Moderator
  • October 24, 2024

Hello @Robbedoes ,

If you found the provided response to be a useful solution to your question, please mark it as the best answer by clicking “Select as Best” to make it easier for other users to find.


Best regards,

Nathaly | Docusign Community Moderator
"Select as Best" below if you find the answer a valid solution to your issue!

J
Newcomer
  • JosieCamachoNewcomer
  • Newcomer
  • November 20, 2025

Will this feature be available in the near future?  My management is asking the same question, and the watermark feature isn’t working.  The demand is still to have control of the document distribution.  Therefore, the hope is to have only one final signed document for the Sender.  ~looking forward to developments for this feature.

J
Community Moderator
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  • Jenny.MartinCommunity Moderator
  • Community Moderator
  • November 21, 2025

Hello ​@JosieCamacho,

Thank you for your feedback—it’s appreciated. We recognize these limitations.

Currently, no enhancement request submitted related to this. You might consider submitting an idea post on our dedicated ideas page (https://community.docusign.com/ideas). It’s a great way to highlight specific enhancements and helps ensure these suggestions are considered for future development.

 

Best Regards,

Jenny | Docusign Community Moderator

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