Sometimes a person is asked to sign an assessment and later no longer needs to. For example, they've changed role or were added by mistake. Instead of leaving the request outstanding, a Superuser can cancel it. The request is kept as history, but it no longer counts as outstanding and the person is no longer reminded.
Who can cancel a request
Superusers can cancel requests. Any Superuser in the company can do this, whichever location the assessment is at.
Only unsigned requests can be cancelled. Completed signatures are never changed or removed.
Cancel a request from the assessment
Open the assessment and go to Assessment Signees.
Click the three-dot menu next to the person and choose No longer required to sign.
Enter a Reason for cancelling. A reason is required (up to 500 characters). It is included in the cancellation email to the person, but not shown in the published assessment.
Click Cancel sign-off request. To leave the request as it is, click Keep request.
Cancel a request from the Digital Signees Report
Go to Reports → Digital Signees Report and open the person's view.
Find the unsigned assessment, choose No longer required to sign, then follow steps 3 and 4 above.
What happens when a request is cancelled
The request shows as No longer required. It isn't counted as outstanding or as signed.
Reminders stop for that request, including Send all reminders.
The original sign-off link stops working. If the person opens it, they see: "You are no longer required to sign this assessment revision."
The person receives an email titled Sign-off request cancellation. It shows the assessment, the revision, who cancelled it and the reason.
For Task, COSHH and PUWER assessments, the published PDF is updated so the person no longer appears as awaiting signature. Copies that were already downloaded can't be changed.
Nothing is deleted. The request is kept with its cancellation details.
If the person has already signed by the time you confirm, the cancellation is refused and their signature is kept.
See cancelled requests
Cancelled requests are hidden by default. To see them, turn on Include no longer required in Assessment Signees or in a person's view of the Digital Signees Report.
Click View cancellation details to see who cancelled the request, when and why.
In the person's view, the Excel export follows the toggle. With it on, the export includes the Status, Date cancelled, Cancelled by and Reason columns.
Cancelled requests never count as outstanding, even when they're shown.
Asking the person to sign again
Add them as a signee again in the normal way. This creates a new request, and the cancelled one stays in the history.
Older revisions
Only a person's latest request on an assessment counts. If you cancel that request, any older unsigned requests they have on earlier revisions don't become outstanding again.
Archiving a user who has pending requests
When you archive a user, the confirmation lists any sign-off requests they still owe.
Confirming archives the user and cancels those requests together. Each cancelled request is marked No longer required with the reason User archived. No email is sent for these.
If one of the requests is signed while you're reviewing the list, nothing is saved. You'll see the updated list to confirm again.
Archive Selected won't archive users who have pending sign-off requests. Archive them one at a time so their requests can be reviewed.
See also: Digital Sign Off and Digital Signees Report.