E Signature-Zoho Sign

E Signature- Zoho Sign

Integrating with Zoho Sign

If you have an active account in Zoho Sign, follow the steps below to integrate.

  • From your home page, go to Settings (gear icon) > Integration > Services
  • Click on 'Enable' under Zoho Sign

Your Zoho People account has now been integrated with Zoho Sign.

Note: An active account in Zoho Sign is necessary for this integration.

 

If you do not have an account in Zoho Sign, follow these steps to integrate.

  • From your home page, go to Settings (gear icon) > Integration > Services
  • Click on 'Enable' under Zoho Sign

You will be taken to the Sign up page of Zoho Sign inorder to create a new Zoho Sign account

  • Type in your organization's name and click on 'Save and Proceed'

Your new Zoho Sign account has been created.

You will be re-directed to the Zoho People's integrations page.You can find your Zoho People account to be automatically integrated with Zoho Sign.

Sending a Document

To send a document for e-signature using Zoho Sign,

  • From your home page go to Files > Files > Documents
  • Click on 'Send Document'
  • Upload the respective file to be sent for e-signature
  • Type in the the email id(s) of the recipient(s), under Recipients
  • Provide the email Ids of those, to whom you would like to send a copy of the document under 'Send email copies to'
  • Type in the subject of the Document to be sent
  • Enter a message if you would like to have a note to be added along with the document
  • Under Category, select an existing category or add a new category
  • Check the Reminder box, if you would like to have a reminder sent
  • Set an Expiry date if needed

  • Click 'Send'

A new Zoho Sign panel will open, wherein you can view the recepients, document name and all other details listed

  • Click on the add icon(+) to add any more recepients or delete icon(-) to remove mail IDs of recipients

Note: It is not possible to interchange the sender of the document and the viewer of the marked copy in the Zoho Sign panel.

  • The message incase if you have typed any would be automatically populated as 'Notes' , and the given subject as 'Description'. Click 'Continue'

The Zoho Sign panel with the uploaded document will open

  • Drag and place the signature field in the document that needs to be sent. Drag and drop other required fields from the right side

  • Click on 'Send'(right top)
  • Confirm the details to be sent by clicking on 'Confirm'

You have successfully sent the document for e-signature using Zoho Sign.

Supported Formats

Zoho Sign is supportive of the following file formats:

  • pdf
  • jpg 
  • jpeg
  • doc
  • docx
  • png
  • off
  • rtf
  • dots
  • txt
  • tex
  • saw

Please ensure that the document you upload falls under any one of these file formats.

Relative Use cases

In this section, we are covering steps to get done some of the most common HR tasks like sending probation confirmation letters and offer letters for e-signing.

Sending Probation Confirmation Letter

To send probation confirmation letter to employees for e-signature using Zoho Sign, follow the steps below.

To do this,the e-signature field should have been enabled in the respective form here the Employee form

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms​
  • Go to the respective form - In this case, the Employee form
  • Under 'Form Properties' check 'Enable Zoho Sign'

Note: The form should have a 'File upload' and Email ID field to enable the e-signature option

 

To send the letter to the respective employees,

  • 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 Document' to the selected recipients for e signature
  • Select the File to be sent
  • Under 'Recipients', select the email Id to which the file should be sent
  • Fill in details like 'Send email copies To', 'Message' etc
  • Pick from an existing category or create a new category if required
  • Check the Reminder box, if you would like to have a reminder sent
  • Check 'Expiry' and give the expiry date along with date for expiry notification to be sent

  • Click Send

The Probation confirmation letter with e-signature option enabled will be sent to the selected set of employees.

Sending Work Certificate

You can have your employee conduct certificate/work certificate stored under HR files in the files module.

To send the conduct certificate/work certificate from HR files,

  • Go to Files > Files > HR files
  • Select the work certificate file by checking the box icon at the left side

  • To send the document for e-signature, click on the 'Send document' (blue box icon).You will find the selected file to be listed automatically
  • Fill in details like recepients, subject, message etc
  • Pick a category or create a new category if required
  • Set a reminder and expiry date
  • Click 'Send'

A new Zoho Sign panel will open, wherein you can view the recepients, document name and all other details listed.

  • Click on the add icon(+) to add any more recepients or delete icon(-) to remove mail IDs of recipients
  • Type in a note if necessary
  • Click 'Continue'

The Zoho Sign panel with the uploaded document will open.

  • Drag and place the signature field in the document that needs to be sent
  • Drag and drop other required fields from the right side

  • Click on 'Send'(right top)
  • Confirm the details to be sent by clicking on 'Confirm'

You have successfully sent the HR file for e-signature using Zoho Sign.

Sending a letter generated from Mail Merge

Yes. Follow the steps given below to do this.

  • From your home page, go to Organization > Employee
  • Select the employees to whom you need to send the letter for e-sign
  • Click on 'Send Document'

  • Under 'Send From', select 'Mail Merge'
  • Select the respective template from the drop down
  • Fill in other details. Click Send

Revoking Integration with Zoho Sign

It is not possible to revoke the integration once done with Zoho Sign.

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