E Signature- Adobe Sign

E Signature- Adobe Sign

Integrating with Adobe Sign

Follow the steps given below to integrate with Adobe Sign.

  • From your home page, go to Settings (gear icon) > Integration > Services
  • Click on 'Configure' under Adobe Sign with your Adobe credentials and click 'Authenticate'

  • Enter your Adobe credentials again and click 'Sign in'

You will now be integrated with Adobe Sign. In order to revoke the integration, click on 'Revoke'

Sending an Agreement

Follow the steps given below to be able to do this.

  • From your home page, go to Files > Files > Agreements
  • Click on Send Agreement 

  • Attach the desired agreement from your desktop or from cloud

Note: The list of supported services are given below.

  1. Zoho Docs
  2. GDrive
  3. Dropbox
  4. One Drive
  5. Box
  6. Evernote
  • Under Recipients, enter the email id(s) of the recipient(s)
  • If you would like to have a copy of the same agreement sent for the view of someone else, include the email id under Send email copies To
  • Give a name for the Agreement
  • Enter a message and Last date if needed
  • Under Category, select an existing category or add a new category
  • Check the Reminder box, if you would like to have a reminder sent
  • Check the 'I have to sign the agreement' box, if you would like to have your e signature to be on the agreement

When you chose this, you have two options - My sign - First and Last. Select First, if you would like to have your signature first (i.e - before being sent to the recipient) and select Last, to have your e signature completed after the recipient.Check 'Preview Document' if needed.

  • Under 'Preferred Language', Select the language in which the agreement should be in

  • Click Send

The agreement will now be sent to the recipient(s) for esignature.

Relative Usecase

We are covering here steps to get done some of most common HR tasks like sending probation confirmation letters to employees for e-signature, sending offer letters using Adobe Sign.

Sending Probation Confirmation Letters for E-sign

In case of mass recruitments, you will come across a situation, where in you will have to send probation confirmation letters for a set of employees at one go.

This should be done in two levels.

1. In your employee form, you will have to first get e signature enabled. Follow the steps given below to do this.

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms
  • Go to the respective form 

  • Under 'Form Properties' check 'Enable Adobe Sign'

Note:  You should also ensure that the form has a file upload field in order to upload the probation confirmation letters for the concerned employees.

 Tip :Click here to know how to customize Forms.

2. The next step is to have the probation confirmation letters upload for the respective employees.

  • From your home page, go to Organization > Employee
  • Click on the employee name to go to the Employee form
  • Click on the edit icon and upload the Probation Confirmation Letter from desktop or cloud
  • Click Submit

The Probation Confirmation letter gets uploaded for the employee. Follow the same method and upload the letter for other employees too.

3. The next step is to have the Probation Confirmation Letter sent to employees for e signature.

Follow the steps given below to do this.

  • From your home page, go to Organization > Employee
  • Select the employees for whom the Probation confirmation letter should be sent for e signature

  • Click on 'Send Agreement to the selected recipients for e signature'
  • Select the File to be sent

Note:  The drop down will display the agreements that are available for the selected records. These agreements (whether they are created as a Form or as any other file) are uploaded to the Employee Form by creating a File upload field.

  • Under 'Recipients', select the email Id to which the agreement should be sent

Note: In case there are more than one email ID fields in the employee form, you can select the one which is relevant by choosing from this drop down.

  • Enter details for other fields like 'Send email copies To', 'Agreement Name', 'Message', 'Last Date', 'Category' etc
  • Check the Reminder box, if you would like to have a reminder sent
  • Check the 'I have to sign the agreement' box, if you would like to your e signature to be on the agreement

When you chose this, you have two options - My sign - First and Last. Select First, if you would like to have your signature first (i.e - before being sent to the recipient) and select Last, to have your e signature completed after the recipient.

  • Check 'Preview Document' if needed
  • Under 'Preferred Language', Select the language in which the agreement should be in

  • Click Send

The Probation Confirmation document will now be sent to the recipient(s) for e signature. Once the signed copy is received, the agreement will be updated in the record automatically.

To view the agreement details:

  • From your home page, go to Organization > Employee
  • Click on the ellipsis icon on the left side of the employee name

  • Select Agreement details

You will be able to see the agreement details.

Sending Offer Letter for e-signature

You need to first create a form with details like candidates' name, email id etc. Once this form is created, you can select the candidates' names and send them the offer letter at one go.

Follow the steps given below to create the form.

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms
  • Click Add New Form


     
  • Give a name for eg - Candidates List and place it under any tab of your wish
  • Drag and drop fields for Name (Single Line), email id (email id field) and offer letter upload (File Upload field)

Note: Ensure that you have checked the 'Enable Adobe Sign' box under Form Properties.

Now you have created a form wherein, you can add the list of candidates by clicking on 'Add Record' in the Candidates list form from the tab where you have listed the form. 

Once this is done, you can send the offer letter to the desired set of candidates.

Follow the steps given below to do this.

  • From your home page, go to the tab where you have the form 'Candidates List' listed
  • Select the candidates to whom you need to send the offer letter

Note: You can either attach the offer letter from the form or from the mail merge template. If you have already uploaded the Offer letter in the records, then you can simply click on 'Form' and select the respective 'File upload' field in the form. You can also have the offer letter template generated with the help of mail merge. In this case, you can select 'Mail Merge' under 'From' and select the mail merge template that you would like to use.

 TipClick here to know how to use Mail Merge Template

Note: You can either attach the offer letter from the form or from the mail merge template. If you have already uploaded the Offer letter in the records, then you can simply click on 'Form' and select the respective 'File upload' field in the form. You can also have the offer letter template generated with the help of mail merge. In this case, you can select 'Mail Merge' under 'From' and select the mail merge template that you would like to use.

 TipClick here to know how to use Mail Merge Template

  • Click on 'Send Agreement'
  • Attach the offer letter
  • Under 'Recipients', select the email Id field to which the agreement should be sent

Note: In case there are more than one email ID fields in the offer letter form, you can select the one which is relevant by choosing from this drop down.

  • Under 'Agreement', select the agreement (Offer letter)

Note: The drop down will display the agreements that are available for the selected records. You can select the agreement/document that you need to send - in this case, the Offer Letter.

  • Enter details for other fields like 'Send email copies To', 'Agreement Name', 'Message', 'Last Date', 'Category' etc
  • Check the Reminder box, if you would like to have a reminder sent
  • Check the 'I have to sign the agreement' box, if you would like to your e signature to be on the agreement

When you chose this, you have two options - My sign - First and Last. Select First, if you would like to have your signature first (i.e - before being sent to the recipient) and select Last, to have your e signature completed after the recipient.

Once the agreement is signed, it will get automatically updated in the record.

The video below explains Adobe Sign integration with Zoho People along with the use cases. 

 

Downloading Agreements

You can download the signed copy of an agreement by following the steps given below.

  • From your home page, go to Files > Files > Agreement
  • Click on the download icon of the agreement which you want

The agreement gets downloaded.

Deleting an Agreement

To delete an Agreement,

  • From your home page, go to Files > Files > Agreement
  • Click on the delete icon of the agreement that you would like to delete

The agreement gets deleted once you click 'Confirm'.

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