Xodo Sign's Guided Send experience walks you through sending a document in three clear steps: Edit, Prepare, and Review. Each step has a focused purpose, making it easy to set up and send professional documents without missing anything.
A Document Progress bar at the top of the page always shows where you are in the flow: 1. Edit → 2. Prepare → 3. Review.
Step 1: Edit
The Edit step is the starting point for every new document. This is where you set up everything before sending.
On the Edit step, you can:
- Enter a Document Name to identify your document later
- Upload one or more files in the Files section (left panel)
- Add signers and CC recipients in the Recipients section (right panel)
- Set recipient roles, notification language, and authentication
- Configure signing order and other document options
- Apply a saved template using Use A Template
- Adjust document expiry, reminders, and email messages using Document Settings
Once you've added at least one file and one signer, you have two ways to proceed:
- Quick Send — Sends the document immediately. A signature page is automatically added to the end for any signer without a manually placed field.
- Prepare > — Moves you to the Prepare step to place fields manually.
You can also click Save Draft at any time to save your progress and return later.
Step 2: Prepare
The Prepare step opens the Document Editor, where you place signature fields and other form elements directly on your document pages.
During Prepare, you can:
- Place signature fields, initials fields, date fields, text fields, checkboxes, and more
- Assign each field to the correct signer
- Drag fields to the exact position you need on the document
- Preview how the document will look to each signer
When you've finished placing fields, click Next to move to the Review step.
Step 3: Review
The Review step gives you a final chance to check everything before the document is sent.
On the Review step, you can confirm:
- The document name and files
- The recipient list, roles, and authentication settings
- Document settings such as expiry and reminder schedule
- A preview of the document with fields placed
When everything looks correct, click Send. A confirmation message appears and all recipients receive their signing invitations by email.
After Sending
Once a document is sent, you can track its progress from the Document List. The document will show a status such as Waiting for Others (signers haven't signed yet) or Completed (all signers have signed). See Track Document Status for more details.
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