Creating a signature request

A request is the container: one document, a set of signers, and the fields each signer must complete.

Start a new request

Go to E-Signatures → New. Upload a PDF/document or select one from Documents / a linked contract.

Add signers

Add each signer’s name and email, and set a signing order if it matters (e.g. counterparty first, then your executive).

Place fields

Drag signature, initials, date, and text fields onto the document, assigning each to a signer.

Send

Click Send. Each signer receives an email link to sign from any device.

When to use

Use a signature request whenever a document needs a recorded, verifiable signature: a contract, an order, a payslip or a timesheet. You can start it from /signatures/new or directly from the source record, and XBuddy keeps the signed result linked to that record.

Before you start

You need the signatures:write permission to create a draft. Sending, resending and reminding signers are covered by a separate permission, signatures:send.
The source can be one of 22 supported record types (for example contract, quotation, sales order, purchase order, payslip, leave, timesheet) or a document.
If you plan to use an external provider (DocuSign, Viettel eSign, VNPT eSign), the PDF must already be in Documents.

Request lifecycle

Status	Meaning
`draft`	Created but not sent yet.
`sent`	Sent to signers.
`in_progress`	At least part of the signing is under way.
`completed`	All signers have signed.
`declined`	A signer declined.
`cancelled`	The creator cancelled the request.
`expired`	The request passed its expiry date unsigned.

Tips & common mistakes

Place every field before sending; the content of the document is fingerprinted when you send, and a file that has changed since then is rejected at signing time.
Start from the source record (contract, order) when possible so the signed copy and status flow back to it.
If a completed request is missing its signed file, open the request at /signatures/[id] and regenerate it.
Cancel a request you no longer need instead of leaving it open until it expires.

E-Signatures — Request builder with signers and fields

Overview Tracking signature status