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Retrieve is pulling back documents that have already been downloaded

  • July 24, 2025
  • 5 replies
  • 54 views
Wendi Barker
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I am having an issue with retrieve pulling in duplicates of what was already pulled in.  Not sure what setting I am missing to stop this from happening.  I have retrieve set to run every 60 minutes.  When I ran a test the document I signed pulled in.  When the process fired 60 minutes later it pulled it back in again causing a duplicate to be in our CRM system.

In settings under the Select tab I have Type = PowerFroms Only, Filter = PowerForm and Equals the name of my form.  Status = Completed and Date Range = Last 24 hours. 

Under the Format tab I have the box checked to include the CSV file, I have a file name (BalanceConsolidation.csv), Index File Option = Row per envelope, no boxes checked under Columns section. 

Under the location tab I have Name By = Custom File Name.  Custom File Name = %f (Document Name).  Location has the desired folder and Format = combined PDF for each envelope with the box checked to include certificates of completion.

Thank you!

 

Wendi

Best answer by Ma.Cubio

Hello ​@Wendi Barker 
Thank you for reaching out, and welcome to the Docusign Community! We appreciate your question and assure you that we are fully committed to providing you with the best service possible.
Are you clearing out the folder after each run? If so, clearing it will create duplicates, specifically deleting the .downloaded folder.
You can check the article below for your reference.
Retrieve .downloaded Folder

When Retrieve exports envelopes, it creates a folder called .downloaded in the Retrieve folder. Retrieve stores an XML file in this folder for each envelope ID that it processes for a filter query. All envelopes that are within the date range of the query are reflected in this folder. An XML file is created for each envelope, regardless of whether the envelope is exported or skipped because it doesn't match the filter criteria.

For this reason, you may find that the number of XML files in the .downloaded folder does not match the number of envelopes exported.

The following screenshots show the location of the .downloaded folder and an example of the XML file contents.

Screenshot of the location of the .downloaded folder within the Retrieve folder.

Screenshot of Example xml files within the .downloaded folder.

To reduce API calls and enhance performance, when Retrieve re-runs jobs, it does not re-export envelopes with matching IDs inside the .downloaded folder.

If you need to export an envelope again, for example, when you manually remove it from the output folder, clear the contents of the .downloaded folder before running the export so the envelope is exported again.

If you found the 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. Thank you!

 

Best regards,

Ma. Cassandra | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue

 

5 replies

M
Community Moderator
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  • Ma.CubioCommunity Moderator
  • Community Moderator
  • Answer
  • July 25, 2025

Hello ​@Wendi Barker 
Thank you for reaching out, and welcome to the Docusign Community! We appreciate your question and assure you that we are fully committed to providing you with the best service possible.
Are you clearing out the folder after each run? If so, clearing it will create duplicates, specifically deleting the .downloaded folder.
You can check the article below for your reference.
Retrieve .downloaded Folder

When Retrieve exports envelopes, it creates a folder called .downloaded in the Retrieve folder. Retrieve stores an XML file in this folder for each envelope ID that it processes for a filter query. All envelopes that are within the date range of the query are reflected in this folder. An XML file is created for each envelope, regardless of whether the envelope is exported or skipped because it doesn't match the filter criteria.

For this reason, you may find that the number of XML files in the .downloaded folder does not match the number of envelopes exported.

The following screenshots show the location of the .downloaded folder and an example of the XML file contents.

Screenshot of the location of the .downloaded folder within the Retrieve folder.

Screenshot of Example xml files within the .downloaded folder.

To reduce API calls and enhance performance, when Retrieve re-runs jobs, it does not re-export envelopes with matching IDs inside the .downloaded folder.

If you need to export an envelope again, for example, when you manually remove it from the output folder, clear the contents of the .downloaded folder before running the export so the envelope is exported again.

If you found the 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. Thank you!

 

Best regards,

Ma. Cassandra | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue

 

JohnSantos
M
Community Moderator
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  • Ma.CubioCommunity Moderator
  • Community Moderator
  • August 6, 2025

Hello ​@Wendi Barker 

How are you? I'm checking in to see if you still need assistance. If yes, kindly reply here with more context or confirm if the issue has been resolved. 

If you run into any problems, we're happy to help with those here. Wishing you a smooth rest of your day!

 

Ma. Cassandra | Docusign Community Moderator
Mark as “Best Answer” if this helped clarify things.

Wendi Barker
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  • Wendi BarkerTroubleshooter
  • Author
  • Troubleshooter
  • August 12, 2025

Hi ​@Ma.Cubio!  I am not clearing out the .download folder.  Now that I have the setting to create the CSV file it seems to not be duplicating.  the issue now is the CSV file is being pulled into my CRM system.  I will have to do some digging to see why that is happening and if there is a setting on my side I need to update.

M
Community Moderator
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  • Ma.CubioCommunity Moderator
  • Community Moderator
  • August 14, 2025

Hello ​@Wendi Barker 

It’s nice to know that it’s no longer duplicating. However, for the issue you’re facing, Retrieve doesn't natively interface with any CRM systems; whatever is copying the CSV is something we can't investigate.
We appreciate that you’re working to find anything that would help you resolve this.

Best regards, 
Ma. Cassandra | Docusign Community Moderator
Mark as “Best Answer” if this helped clarify things.

M
Community Moderator
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  • Ma.CubioCommunity Moderator
  • Community Moderator
  • August 29, 2025

Hello ​@Wendi Barker 

How are you? I'm checking in to see if you still need assistance. If yes, kindly reply here with more context or confirm if the issue has been resolved. 

If you run into any problems, we're happy to help with those here. Wishing you a smooth rest of your day!

 

Sincerely,

Ma. Cassandra | Docusign Community Moderator

If this helped, feel free to Like👍and click "Best Answer"

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