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Signature Request

December 18, 2025
Contributed by: 
P

When to Use Signature Request

Overview

A Signature Request within Projects allows users to initiate and manage document signing workflows directly inside a project workspace. This integration eliminates the need to switch between ShareFile’s standalone signature tool and the Projects module, ensuring a seamless, structured workflow for collecting approvals, signed contracts, or compliance forms tied to a specific project.

Key Use Cases

  • When contracts, agreements, or approvals are part of your project workflow.
  • To request client or team signatures on deliverables, onboarding documents, or statements of work.
  • When you want all signed documents to remain organized and auditable within the associated project.
  • To maintain a single source of truth for collaboration, request management, and document execution.

Key Benefits

  • End-to-end signature workflow embedded within Projects.
  • No need to navigate to the standalone Signature app.
  • Signed files automatically linked back to the project for traceability.
  • Supports both blank requests and template-based workflows.
  • Consistent experience for senders, reviewers, and signers.

How to create a signature request

To create a signature request from within a project, you can follow the steps given below:

  1. Navigate to the Project Space

    a. From the ShareFile web app, go to Projects in the left navigation pane.

    b. Open the project where you want to initiate the signature workflow.

  2. Access the Request Tab

    a. On the project dashboard, select the Requests tab.

    b. Click on Create Request to open the request creation panel.

  3. Choose the Signature Request Option

    a. From the list of available request types, select Signature Request.

  4. Select How to Create the Request

    a. You’ll see two options:

    • Create from Blank
    • Create from Template

Option 1: Create a Signature Request from Blank

  1. Select Create from Blank.

  2. Upload or select the document you need to get signed.

  3. Once uploaded, open the document editor to configure fields.

  4. Add all required elements as listed below:

    a. Signature Field(s) – where signers will place their signature.

    b. Date Field(s) – auto-filled with signing date.

    c. Text / Initials / Checkbox Fields – optional, depending on the document’s requirement.

  5. Review the layout to ensure all fields are correctly placed.

  6. Click on Send for Signature to dispatch the document for e-signing.

  7. Each recipient receives an email notification with a secure signing link OR they can do it from their client dashboard.

Signature Request 1

Option 2: Create a Signature Request from Template

  1. Select Create from Template.

  2. Choose a pre-defined document template from your template library.

  3. Review the document and pre-configured fields (signature, date, initials, etc.).

  4. Add or modify Signer Details (name, email, role).

  5. Click on the Send for Signature option to initiate the workflow.

Signature Request 2

Templates are ideal for repetitive signature requests such as NDAs, onboarding agreements, client approvals, or recurring service contracts.

What happens when the document is signed

Once all signers have complete the signature process, the finalized signed document is automatically returned to the same project where the request originated.

Post-Signing Workflow

  1. Automatic Return to Project Files

    a. As soon as the final signer completes the request, ShareFile automatically generates a signed copy of the document.

    b. This signed copy is uploaded back into the Files tab of the originating project.

    c. The document appears under the Files tab section as well, ensuring visibility to all project collaborators.

  2. Access and Permissions

    a. The signed document inherits the same access permissions as other files within the project.

    b. All project members with file access can view or download the signed copy.

    c. Clients (if part of the project) can access the signed file according to their permission level — typically file view access.

  3. Notifications

    a. The sender (request creator) receives an email confirming the document has been signed and uploaded.

  4. Audit Reference (If Applicable)

    a. The system automatically associates the signature completion details (date/time, signer names, status) with the request record inside the file that is signed.

    b. This ensures that users can trace when the signature request was initiated, completed, and who signed it.

  5. Further Actions

    a. The signed file can now be shared, downloaded or moved to a shared folder.

    b. You can also move or copy the signed file to another folder within the same project or move it to a personal or shared folder section within ShareFile for organization purposes.

Signature Request
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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