Creating Signature Requests¶

Learn how to send documents for signature using GxPSign.

Prerequisites¶

Before creating a signature request, you need:

• A PDF document uploaded to GxPSign
• The email addresses of signers
• Appropriate permissions (Requestor role or higher)

Creating a New Request¶

Step 1: Upload or Select a Document¶

Option A: Upload a new document

1. Go to Documents > Upload
2. Enter the document title
3. Select the PDF file
4. Click Upload

Option B: Use an existing document

1. Go to Documents
2. Find your document
3. Click Create Signature Request

Step 2: Configure the Request¶

1. Enter a Title for the request
2. Add an optional Message to signers
3. Set an Expiration Date if needed

Step 3: Add Signature Fields¶

For each signature needed:

1. Navigate to the page where the signature should appear
2. Click Add Signature Field
3. Position the field by clicking on the document
4. Resize if needed by dragging the corners

Step 4: Configure Each Field¶

For each signature field:

Step 5: Send the Request¶

1. Review all fields and signers
2. Click Send Request
3. Confirmation emails are sent to all signers

Internal vs External Signers¶

Internal Signers¶

• Members of your organization
• Select from dropdown list
• They sign in with their account

External Signers¶

• People outside your organization
• Enter their email address
• They receive a secure link (no account needed)
• Their identity is verified by email

Signature Order¶

You can require signatures in a specific order:

1. When adding fields, set the Order number
2. Signers with order 1 sign first
3. Next signer is notified only after previous completes
4. All signers with the same order can sign simultaneously

Example:

Tracking Requests¶

View Request Status¶

1. Go to Signature Requests
2. See status for each request:
3. Pending - Waiting for signatures
4. In Progress - Some signatures completed
5. Completed - All signatures done
6. Expired - Deadline passed
7. Cancelled - Request was cancelled

Send Reminders¶

For pending requests:

1. Open the request
2. Click Send Reminder
3. Selected signers receive a reminder email

Cancelling a Request¶

To cancel a request before completion:

1. Open the request
2. Click Cancel Request
3. Confirm cancellation
4. All signers are notified

Request Completion¶

When all signatures are collected:

1. The PDF is digitally signed with the organization's certificate
2. Trusted timestamps are added (if enabled)
3. Long-term validation data is embedded
4. The requester receives a completion notification
5. All signers receive a copy of the signed document

Templates¶

For frequently-used documents, consider using templates:

1. Create a document with pre-positioned fields
2. Save as a template
3. Quickly create new requests from the template

See Document Templates for more information.

Best Practices¶

1. Clear titles - Use descriptive request titles
2. Helpful messages - Explain what signers are signing
3. Reasonable deadlines - Give signers enough time
4. Verify emails - Double-check external signer emails
5. Logical field placement - Place signature fields where they make sense on the document