When you delete a user from GetAccept, their active documents remain fully functional and accessible. Understanding what happens to those documents,and how to manage them,is essential for maintaining document workflow continuity.
Recipient Signing Is Not Affected
Pro-tip: Assign documents to another user before deletion to maintain direct ownership and control.
Deleting a user does not impact recipients' ability to sign documents. Recipients who have been sent documents by the deleted user can continue to open, review, and sign those documents without any interruption. Their signing links remain valid, and they experience no change in the signing process. The deletion of the sender's account is completely transparent to recipients,they see no notification or error, and they can sign at any time.
Admin Access to Deleted User's Documents
All documents created and sent by t
Note: Only admins can access and manage documents from deleted users.
he deleted user remain visible and accessible to administrators. Admins can view, track, and manage these documents from the Documents tab, where they can filter by status (Active, Sent, Reviewed, Signed, Expired). Admins can also access the full engagement history, timeline, and analytics for each document. This ensures that no document is lost and that your organization maintains a complete audit trail even after a user is removed from the account.
What You Cannot Do After User Deletion
Once a user is deleted, you cannot add new recipients or signers to documents they created and sent. If you need to add a new recipient to an active document whose original sender has been deleted, you must first reassign ownership of that document to an active user. After ownership is reassigned, the new owner can modify the document and add recipients as needed.
Reassigning Document Ownership
To maintain control over a deleted user's documents, reassign ownership to an active team member. Navigate to the document → click the three-dot menu → select **Change owner** → choose the new owner from the active user list. The new owner gains full edit and management permissions over the document and can make any necessary changes, including adding new recipients if the document has not yet been fully signed.
Important: Ownership reassignment is recommended before you delete the user account. This prevents documents from becoming orphaned and ensures continuity of your sales process.
Deactivate vs. Delete , Best Practice
GetAccept offers two options for removing a user: **deactivate** and **delete**.
Deactivate: The user's account is disabled, and they cannot log in. However, admins retain the ability to manage their documents, and documents they previously created remain under their name. This approach preserves document history and ownership while preventing the user from accessing the platform.
Delete: The user account is permanently removed from the system. Admins can still view and manage the user's documents, but the user cannot be reassigned as an owner. If you later need to add recipients to an active document, you must first reassign ownership to a currently active user.
For most scenarios, deactivating is recommended over deleting. Deactivation provides a cleaner audit trail, prevents orphaned documents, and allows you to manage the user's documents without reassignment complications.
Signed Documents and Contract Management
Documents that have been fully signed by all recipients are permanently stored in Contract Management (also called the Archive). These signed documents are immutable,they cannot be edited, and no new recipients can be added. The signed PDF and signature certificate are retained indefinitely with the complete audit trail, including all signer information, timestamps, and activity logs. A deleted user's signed documents remain in Contract Management and are accessible to admins for review, verification, and compliance purposes.
Summary of Document Status After User Deletion
Recipients can continue to sign active documents without interruption.
Admins retain full visibility and access to all documents (active and signed).
New recipients cannot be added to active documents unless ownership is reassigned to an active user.
Signed documents are permanently stored with full audit trails.
Deactivating a user is recommended as an alternative to deletion to avoid ownership complications.
Learn how to change document ownership or manage user roles and permissions for more details.