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Order Statuses & What They Mean

Every order in NotaryDash moves through a series of statuses as the signing progresses. This article explains each status, what it means, and what triggers the change.

The Order Lifecycle

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    A["New"]:::blue
    B["Notary Invited"]:::navy
    C["Notary Assigned"]:::navy
    D["Appointment Confirmed"]:::navy
    E["In Progress"]:::gold
    F["Completed / Closed"]:::green

    A --> B --> C --> D --> E --> F

Note: If a notary declines an invitation, the order returns to Notary Invited so you can invite another notary. Any order can be cancelled up until it is In Progress.

Status What It Means
New The order has been created but no notary has been invited or assigned yet.
Notary Invited An invitation has been sent to one or more notaries. The order is waiting for a response.
Notary Assigned A notary has accepted the invitation and is assigned to the order.
Appointment Confirmed The notary has confirmed the appointment date and time with the signer.
In Progress The signing appointment is underway or the notary has checked in.
Completed / Closed The signing is done, any required scanbacks have been uploaded, and the order has been closed. An invoice is generated at this stage.
Cancelled The order has been cancelled and will not proceed.

What Triggers a Status Change

Status changes happen automatically based on actions taken by you, your notary, or the platform:

  • New → Notary Invited: You send an invitation to a notary from the order.
  • Notary Invited → Notary Assigned: The notary accepts the invitation.
  • Notary Assigned → Appointment Confirmed: The notary confirms the appointment date and time with the signer, triggering the ApptConfirmed event.
  • Appointment Confirmed → In Progress: The order is active and not yet signed — the notary is at the appointment.
  • In Progress → Completed / Closed: The notary marks the signing complete (and uploads any required scanbacks), then the signing service confirms/closes the order.
  • Any status → Cancelled: A signing service user cancels the order manually.

Notifications

Both signing service users and notaries receive automatic notifications when key status changes occur:

Event Who is notified
Notary assigned Notary receives confirmation email with terms
Appointment confirmed Signing service team, order owner, client contact
Signing complete Signing service team and designated users
Order ready Signer receives confirmation email
Appointment rescheduled Notary receives SMS with new time and order link

Signing service notification recipients are configurable — your account settings control which team members receive which events.

Notes for Signing Services

  • You can view the current status of any order from your order list or the order detail page.
  • If a notary declines an invitation, the order returns to an unassigned state so you can invite another notary.
  • A Cancelled order cannot be reopened, but you can clone it to create a new order with the same details.

Notes for Notaries

  • Your assigned orders and their current statuses appear in your order list.
  • When your status changes — such as a new assignment or a cancellation — you'll receive an SMS and email notification.
  • Once you mark an order complete, the signing service will review and close it.
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