How to Send a Document for Signature

Sending a document for signature in Xodo Sign takes just a few steps. The new guided flow walks you through three stages: Edit, Prepare, and Review.

Step 1: Open a New Document

1. Log in to your Xodo Sign account.
2. From the Dashboard, click New Document. You can also click Document List in the left navigation and then click New Document.
3. The New Document page opens at the Edit step. You will see a progress bar at the top: 1. Edit → 2. Prepare → 3. Review.
4. The page is split into two panels: Files on the left and Recipients on the right.

Step 2: Add Your Files

1. In the Files panel, click Upload Files to select a file from your computer, or drag and drop a file directly into the Files area.
2. Supported formats: .pdf, .docx, .txt, .png, .jpg, .ppt
3. The panel shows your total Document Size (limit: 500 MB). You can upload multiple files.
4. Each uploaded file shows a File Uploaded checkmark. Click Remove to delete a file.

Tip: PDF files are recommended for the best signing experience.

Step 3: Add Recipients

1. In the Recipients panel, click Add Signer or CC to add a recipient.
2. An inline form appears. Enter the recipient's Name and Email. As you type, Suggested Contacts appear below the name field.
3. Set the recipient's role: Signer (must sign) or CC (receives a copy only).
4. Select the Language for the recipient's signing email.
5. Click Save Changes to add the recipient. They will appear as a row in the Recipients list showing their name, email, role, authentication status, and language.
6. To add yourself as a signer, click Add Myself.
7. To add more people, click Add Signer or CC again.

Options in the Recipients panel:

• Save new contacts — Automatically saves new recipients to your contacts.
• All signers required to complete document — All signers must sign for the document to be completed.
• Sign in Order — Toggle this on to set a signing order. Recipients will sign one after another in the order listed.

Step 4: Name Your Document and Configure Settings

1. Enter a name for your document in the Document Name field at the top of the page.
2. Click Document Settings to configure expiry dates, automatic reminders, and signature frames.
3. Click Use A Template to apply a saved template to your document.

Step 5: Save or Prepare the Document

Once you have added your files and at least one recipient, you have two options:

• Save Draft — Save your progress and come back later.
• Quick Send — Send the document immediately without placing signature fields. A signature page will automatically be added to the end of the document for any signers without a field. Click Quick Send, confirm the action in the dialog, and the document will be sent right away.
• Prepare > — Click this button to move to the Prepare step, where you can open the Document Editor to place signature fields, text fields, date fields, checkboxes, and more on your document pages. Assign each field to the correct recipient. When you are done, click Next to move to the Review step.

Step 6: Review and Send

On the Review step, you can confirm all details before sending:

• Preview Document and Email Message — View a thumbnail preview of your document. Optionally edit the email Subject and Message that recipients will receive.
• Signers and CCs — Review your recipient list. Click Edit next to any recipient to make changes.
• Document Settings — Confirm the Reminders and Expiration settings are correct.

When everything looks correct, click Send Document. A Document Sent confirmation appears. You can click View Document to track it, or Start New Document to begin another one.

Step 7: Monitor Document Status

After sending, you can track your document in the Document List. Common statuses include:

• Waiting for Others — Signers have been notified and the document is awaiting signatures.
• Completed — All parties have signed. A copy is automatically sent to everyone.

Signers receive an email with a link to sign. They do not need a Xodo Sign account to sign.

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