---
title: "Track and manage Smartdocs"
description: "Learn how to manage Smartdocs after sending them"
url: https://support.hubflo.com/en/articles/15255848-track-and-manage-smartdocs
collection: "Smartdocs"
updated: 2026-09-22
language: en
alternates: [fr]
---

# Track and manage Smartdocs

Learn how to manage Smartdocs after sending them

Once a Smartdoc is sent, you can track its progress, follow up with clients, and keep your Smartdocs list organized from the Smartdocs page.

Search for a Smartdoc by name from the list, or press **Cmd+K** (**Ctrl+K** on Windows) to pull one up quickly.

## Track completions

Go to **Smartdocs → Completions** to see the status of every Smartdoc you've sent.

Each signer shows their status—pending (yellow), waiting (grey), or completed (green)—so you can see at a glance who's holding things up.

![](https://staticfiles.gleap.io/ghelparticle/mIS3tGgz82B69PTVztpB8oYsNWXp6nRy77lhLd4WWapzjAq5TIAtFIw7lcaDhTWyue6fSzuaS4r.png)

**Waiting** means the signer is next in a signing order but hasn't received a smartdoc yet. Each party also shows how many of the two automatic reminders they've received, and when.

![](https://staticfiles.gleap.io/ghelparticle/60tKg0BhrV1d46qUAP7f6eH2O10ICNqMyr5D9Du1A4kiwxv81YWKGFvfdHicKQJ8dqxHKGGr8al.png)

Hubflo automatically sends up to **2** reminder emails to clients who haven't completed their Smartdoc, so you don't have to follow up manually.

> **Info:** Progress entered by a client is not saved unless they complete the Smartdoc, so clients should finish the document before closing it.

## Duplicate a Smartdoc

**To duplicate a smartdoc:**

1.  Navigate to **Smartdocs** in your Hubflo admin.
    
2.  Find the smartdoc you want to duplicate.
    
3.  Click the **three-dot menu icon** (⋯) on the left side of that smartdoc.
    
4.  Select **Duplicate** from the dropdown.
    

A new copy of your smartdoc will be created with the same name followed by "(clone)".

> **Warning:** **Important:** Field mappings are not automatically copied. You'll need to reconfigure all field mappings in the duplicated smartdoc before it's ready to use.

## Download completed documents

Once a client completes and signs a Smartdoc, you can download the signed document and a completion certificate. The certificate, provided by [DocuSeal](https://www.docuseal.com/), confirms when the document was signed and by whom.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133149_2980.png)

1.  Go to **Smartdocs → Completions**.
    
2.  Find the Smartdoc and click **Show Document**.
    
3.  Click **Download Document** to save the signed copy, or click the signature icon next to it to download the completion certificate.
    

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133149_3963.png)

> **Info:** On a Smartdoc with multiple signers, you don't have to wait for everyone to finish, each signer's completed document becomes available to download as soon as they've signed their part.

## Delete a completion

You can delete a completion, but only if it is still pending and has not yet been signed. **Completed and signed documents cannot be deleted.**

> **Info:** If you need to make changes to a signed document, you'll need to create a new Smartdoc with the updated content and send it to the relevant parties.

## Archive a Smartdoc

**Smartdocs cannot be deleted**, but you can archive ones you're no longer using to keep your list clean. All completed docs remain accessible after archiving.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133149_6433.png)

-   **To archive**: click **Archive** next to the Smartdoc.
    
-   **To unarchive**: go to the **Archived Smartdocs** tab, find the document, and click **Unarchive**.