Understanding Transaction Statuses and History – Proof Help Center
The Proof Help Center explains that the History tab within each transaction provides a real-time activity timeline for clients, while the Status column on the All Transactions page offers a quick overview of transaction progress, with detailed definitions for statuses such as Active, Attempted (indicating incomplete notarization due to issues like ID verification failure or technical problems), Canceled, and Completed, helping users determine when and how to re-engage with transactions.
The short answer: The History tab inside any transaction shows a real-time activity timeline for your client, and the Status column on the All Transactions page gives you a quick read on where things stand. Use both to decide when and how to re-engage.
For more detailed status information on orders sent to Closing Operations for real estate transactions, see the relevant support article.
1. View transaction history
- 1.Log in to your Proof account.
- 2.Select Transactions from the left menu.
- 3.Click a specific transaction to open Details.
- 4.Select the History tab.
2. Transaction status definitions
When viewing transactions from the All Transactions page, you'll see a status in the Status column. You can also see the most recent status at the top of the History tab in the Transaction Details window. Below is an alphabetical list of statuses and their definitions.
Status Definitions
- Active: An event in the History log indicating you selected either:
- Title Agents: Send transaction or Place order
- Lenders: Send transaction or Send to Title Agency
- Attempted: Indicates that your client began the notarization process but was unable to finalize the session. Because the transaction remains unfinished, the signer must re-access the platform to complete their request.
- Common Reasons for an "Attempted" Status Include:
- Identity Verification (IDV) Issues: The signer started the ID verification or KBA (Knowledge-Based Authentication) process but closed the browser or timed out before finishing.
- Technical Difficulties: The signer encountered hardware issues while testing their camera and microphone or experienced a dropped internet connection.
- Session Abandonment: The signer exited the setup flow prematurely for any reason.
- Common Reasons for an "Attempted" Status Include:
- Canceled: The reason for cancellation can be found on the History tab of the Transaction Details window.
- Completed: The transaction is complete. You can view and download completed documents if payment has been made successfully.
- Completed with Rejections: A subset of documents is complete. Typically seen when signers upload their own documents and include an unnecessary file (such as a photo of their ID). The notary may reject the unnecessary document and complete only the intended one.
- Expired: The transaction date or window set at creation has expired. Choose a new transaction date or window to proceed.
- In Progress: Indicates that the signer is actively moving through the Proof platform's required steps. Unlike a static status, this is an expandable category that tracks real-time technical milestones.
- When you expand the In Progress section, you will see specific "Events" such as:
- Identity Verification In Progress: The signer is currently capturing their ID or answering security (KBA) questions.
- Meeting Requested: The signer has passed verification and is now waiting in the queue for the next available notary.
- Meeting Started: The signer and the notary have successfully connected, and the live video session is underway.
- When you expand the In Progress section, you will see specific "Events" such as:
- Order Placed: Your closing package has been sent to the Proof Closing Operations queue for preparation.
- Partially Complete: At least one signer has completed a multi-signer transaction, but at least one has not.
- Received: Your client has received the transaction email but has not taken any action yet.
- Sent: The transaction has been sent. Your client has received an email from noreply@proof.com with a link to start their transaction.
- This status will not appear if your account has signer emails disabled.
- Viewed: Your client selected the link in the transaction email and viewed their transaction on the Proof platform, but has not taken further action.
Summary Checklist
- Select Transactions → Transaction Details → History to view the activity timeline.
- Use the status definitions table to understand where your client is in the process.
- Re-engage customers as needed based on their current status.
If you are still unsure, the support team is available to help.
Related
Fully Online Closing Overview
A fully online closing allows you to complete all signing and notarization steps remotely using a device with camera and microphone, requiring identity verification via SSN/ITIN or photo ID, a U.S. address, and a live video session with a notary, all facilitated through the Proof platform without any printing or in-person appointments.
Fees for Notary-Sourced Transactions
Proof charges notaries sourcing their own transactions a $10 base fee per transaction (covering first seal, signers, credential analysis, KBA, recording, and document custody), $3 for each additional seal, and $7.50 per on-demand witness, while allowing notaries to set their own customer prices and offering incentives like a free first transaction and one free transaction for every ten meetings completed.
Identity Verification Overview – Proof Help Center
Proof's identity verification for notarizations varies by notary commission state and transaction type, offering four methods: IAL2-compliant verification (credential analysis plus selfie comparison), multi-step verification (combining knowledge-based authentication, credential analysis, and/or selfie comparison), personal knowledge of identity (notary personally knows the signer), and credible identifying witness (a verified witness vouches for the signer).
U.S. Postal Service Form 1583 Supplement
The U.S. Postal Service Form 1583 Supplement outlines additional terms for Subscribers using Proof's platform to enable their Customers to connect with a Notary for online notarizations of PS Form 1583 in compliance with USPS Domestic Mail Manual 508, detailing definitions of Customer, Acknowledgement, and Verification of Fact, and incorporating updated USPS guidelines on acceptable primary and secondary photo identification for identity verification.
Audit Trails Overview
Proof generates two audit trails for every completed transaction: a transaction-level audit trail providing a high-level summary of key signing events (such as signer details, ID verification, and seal application) reflecting only the most recent transaction, and a more detailed, tamper-sealed document-level audit trail embedded within the document itself that records all actions on the document and is viewable in Adobe Acrobat, with both accessible to anyone who has access to the document.
Skip Identity Verification if Notary Personally Knows Signer – Proof Help Center
The Proof Help Center explains that for single-signer transactions where the notary personally knows the signer, Notaries Sourcing Transactions (NST) and enabled In-House Notaries (IHN) can use the Personally Known to Notary (PKN) method to bypass Knowledge-Based Authentication and Credential Analysis, streamlining the process by selecting the "Personally known to notary" option during transaction setup, though this method is restricted to new, internal transactions with single signers and is unavailable to On-Demand Notaries (ODNs) or overflowed transactions.