New to electronic signatures? This guide explains the key terms you'll come across when using Xodo Sign — so you can get started with confidence.
Document Terms
Document
Any file — usually a PDF — that you upload to Xodo Sign for signing. Documents move through a workflow from draft to completed.
Draft
A document that has been created but not yet sent for signature. You can save a draft at any time and return to it later to continue editing.
Template
A reusable document with pre-set fields and recipients. Templates save time when you send the same type of document repeatedly, like contracts or NDAs.
Completed Document
A document where all required signers have signed. Xodo Sign locks the document and attaches an Audit Trail to confirm the signing process.
Sending Terms
Guided Send
The document sending flow in Xodo Sign. When you create a new document, you are guided through three steps: Edit (upload files, add recipients), Prepare (place signature fields), and Review (confirm and send).
Sender
The person who uploads a document and sends it for signature. This is usually you.
Signer
A person who is required to sign the document. You can add multiple signers to a single document.
CC Recipient
A person who receives a copy of the document by email but is not required to sign. They can view the final completed document.
Signing Order
When enabled, this controls the sequence in which signers receive and sign the document. For example, Signer 1 signs first, then Signer 2 is notified.
Quick Send
A fast way to send a document for signature with minimal setup. Ideal for simple documents that don't need custom fields or a specific signing order. Xodo Sign automatically attaches a signature page at the end of the document.
Signing Terms
Electronic Signature (eSignature)
A legally valid way to sign documents digitally. Xodo Sign supports multiple signature types including typed, drawn, and uploaded signatures.
Initials
A shortened version of a signature, often used to acknowledge individual pages within a document.
Signature Field
A designated area in a document where a signer places their signature. Senders add these fields during the Prepare step.
Required Field
A field the signer must complete before they can submit the document. Required fields are marked distinctly in the signing view.
Security Terms
Audit Trail (Audit Log)
A detailed, tamper-proof record of every action taken on a document — including who viewed it, when it was signed, and what IP address was used. Xodo Sign attaches this to every completed document.
Signer Authentication
An added layer of security that requires signers to verify their identity before accessing a document. Xodo Sign supports two methods: SMS (a one-time code sent by text) and PIN (a code you set and share with the signer).
Signing Certificate
A digital certificate embedded in completed documents that confirms the document was signed using Xodo Sign and has not been altered since signing.
Long-Term Validation (LTV)
A feature that ensures a document's signature remains verifiable for years — even after the signing certificate expires.