Tip of the fortnight 4 - Best practices for building your e-signature workflow using forms
Hello fellow form builders,
It's another fortnight - ah, time flies, doesn't it! Recently, we rolled out our integration with Zoho Sign (read our announcement post here), and it can be incredibly useful in collecting secure e-signatures from your form respondents.
Getting your agreements, contracts, waivers, etc. legally bound through this e-signature workflow is easy, yet every use case needs a distinct workflow setup. That's why today, I want to share a few of the best practices you can follow to get your various deals signed hassle free!
Let's start by discussing the two types of signers your e-signature workflow can involve and the recipient setup that needs to configure for them. Assume a situation where the name and the email of one of the signers are known (say, the Landlord) whereas the other signer is your form respondent (say, the Tenant) whose name and email is not known until the form submission. For this, you need to configure the recipient details in both Zoho Sign and Zoho Forms. I'll break it down for you.
- In the Zoho Sign template setup, enter the role, action, name and the email address of the Landlord. Add only the role and the action for the form respondent in the same setup when you create the template.
- In the Zoho Forms integration setup, the landlord's details will be prefilled from the Zoho Sign's setup (Click the Recipient List to view this). Under the Recipient Details, choose the Tenant's Name and Email from the form fields and finish the remaining setup.
Get signatures automatically from verified respondents
As discussed above, in the e-signature workflow using forms, the signer of the document can be a form respondent, a person of your organization, or even yourself. When you want to instantly send the document, and request a signature when the form submission is made, choose
Send the document's link to recipients email inside the integration set up in your form, while also configuring the template and the field mappings.
Now each recipient has to login into their email to access the link of the signing document before signing it. This way, each signing recipient is verified using their email address to ensure the authenticity of the recipient's signature. A preview of a completed
Sales
Agreement is shown below where the seller and buyer have signed the document agreeing to the stated norms.
Get signatures from certain form submitters
At times, when you wish to analyze the form submission and request e-signatures only when they meet a set of criteria, you can set up a manual workflow. So now, from the pile of form submissions you receive, you can analyze and manually select the desired entries and trigger the signing document to them. For this, choose
None, I will send the document manually while setting up the integration.
Collect signatures in the same device
From a fitness service waiver to an event participation agreement, it's ideal to get signatures from your clients, employees or customers in-person, right after the form submission. To perform this, add only the role of the signer and mark it as
Needs to Sign inside your Zoho Sign template. You don't need to fill out the email address or the name here.
Inside the form integration setup, pick out the email and the name from the form fields and choose
Redirect to Zoho Sign document.
In the big picture, when the form is submitted, the document appears on the same device requesting for signature. On signing it, the respondent can click on the "message" icon to send themselves a copy of the signed document. (It is sent to the email address chosen under
Recipients
Details). Note that the in-person signing is intended for single signing recipient only. To have more than one signers, try adding a host to perform the in-person signing (read more on how to set up this in Zoho Sign template
here).
And, that's a wrap! You can get started with the Zoho Sign template creation
here. Once you get the hang of it, read our
help document to get started. For further queries, or to share your experience with us, comment below - we'd love to hear from you.
Until next fortnight,
Prasana
Access your files securely from anywhere
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Prasana Lakshmi
Sticky Posts
Tip #10: Automatically add tags to Zoho CRM records using form responses
You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include aTip #2: Prefill forms automatically with existing Zoho CRM data
How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRMTip #8: Pass Adwords data (GCLID) and UTM parameters to Zoho CRM using forms
When you are using forms to capture leads, you may wonder: " How did they find me? Which marketing campaign worked best?" You can answer this question by capturing the Google Adwords data (GCLID) or the UTM parameter details in your CRM using forms. This can be a great way to gauge the effectiveness of your campaigns and identify the most effective ways to capture leads. Capturing GCLID parameters How it works If a person finds your form by clicking an ad, a GCLID gets created. When they fill outZUG (Zoho User Group) In-person Meetups - Maximize Data Efficiency with Zoho Forms & Beyond
Hello Zoho Community, Join us for our upcoming meetups in ANZ, where we'll dive into seamless data handling and maximizing efficiency through Zoho Forms and beyond. Explore the potential of Zoho Forms customization and integration, from mastering theTip #9: Modify deal properties in Zoho CRM using form responses
How to modify deal properties of Zoho CRM records using form responses? Deal properties in Zoho CRM records are constantly modified based on the status of the deal. You can automatically modify deal properties (like the deal closing date, or deal name) and even update the deal stage, using form inputs. This can drastically reduce the work your team would otherwise do to search and change individual record details manually. How it works This works by integrating the form with the Deals module of Zoho
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Custom Status for Purchase Orders
Currently Zoho books has functionality to create custom statuses for Sales Orders. Can this be extended to include custom status for purchase orders as well? It was a great decision to add this functionality to sales orders. Our use case is for trackingMy workflows not working
Hi I have created my first workflow I want it so when a customer responds to a ticket that the status is changed to "reopened" We want this so its clear there is a ticket to deal with again. We only have 2 agents responding to tickets and do not haveWaiting Room
Is there any plans to implement a Virtual Waiting Room for Attendees on Meetings and or Webinars?Error AS101 when adding new email alias
Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.Global Sets for Multi-Select pick lists
When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.What's New - January 2025 | Zoho Backstage
Hi there! As we step into a brand-new year, we’re thrilled to bring you some exciting updates to make event management more enjoyable and efficient. Here’s what we rolled out in January to kick off 2025: Backstage 2.0 now enforced for all users We'veHow do you do ticket add ons in Backstage?
Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace RobinRe-create auth token
I need to re-create a self-client auth token, with the same scopes (and additional ones) as the current token. Is there a way to view the scopes assigned to the current token to ensure that no scopes are missing when creating the new one?Writing on sketch cards is bugged when zoomed in
When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.Doesn't let me test my newsletter.
Hello, I click "Preview and Test". I select the email address to send the test (usually my own email). I send the test email, appears the message "Your test email has been sent", but nothing happens. I mean, there is nothing in my inbox. I also triedCustom Related List anchor tag with tel protocol
The following code worked great for about a year to create clickable tel and mailto links in a related list in the Deals module. Just this morning, it started displaying the HTML as text. For example: <a href='tel:8882490100'>8882490100</a> Zoho supportreset of user password
User forgot her password, so she requests a password rest, but never gets the email. How do I reset her password, since that function is not an option, even for an administrator?In what case it's better to use Developer Console? Only for marketplace?
As I can see from the documentation, the limitations are challenging. No Custom API No Page Variables No Custom Connections.commision tracker
I am after a zoho developer to finish my commission tracker as I hired someone on oDesk that started but now will respond to my emails.I really need to get It finished as it is holding up my plans Thanks Budget : $500 | Duration : a.s.a.p To leave a private message, please click the link for private response in post Action section.Generate a Zoho Sign link
From time to time I get a response "I never received your you e-document for electronic signature" is there a way to generate a Zoho Sign link to share.Error 403: Forbidden When Updating Email Signature via API
Hi Zoho Desk team, First, congratulations again on the excellent Zoho API. But, I’m encountering an issue while attempting to update an email signature via the API. Whenever I make a request to update the signature, the response returns an HTTP 403 ForbiddenQueues Management ?
I need to assign the new requirements equally between my support agents. How I can configure this feature in Zoho? ThanksClient Can't View Ticket
Hi, I created a ticket for my Client since he had an issue. I added him as a Contact as well. My client got a notification in his email that the ticket has been created. When he went to view the ticket on his desktop, the screen was blank. He then viewedAutomating Custom Web Link Messages to Customers via Instant Messaging in Zoho Desk
Hello, I am looking for assistance with Zoho Desk's Instant Messaging feature. Is there a way to automate the sending of a custom web link to customers every day at 6:30 PM? Any guidance or suggestions on how to achieve this would be greatly appreciated.How do you apply field validation to a date field?
We are using Sign for remote e-signature of liability waivers. The signer must enter a date of birth, and if they are a minor their legal guardian must sign for them. However we have had numerous problems with signers returning an invalid date of birthImplement Regex in Layout and Validation rules
Hello all, We are excited to announce that users can now implement Regular Expressions (Regex) in our layout and validation rules. This new functionality allows for more flexible rules to be created when designing and validating forms. What is Regex?Zoho Desk Validation Rule Using Custom Function
Hi all, I tried to find the way to validate fields using custom function just like in Zoho CRM but to no avail. Is there a way to do this?Editing landing page after signup for a webinar
Hi, how can I edit the landing page after signing up for a webinar. I personalized the email "registration confirmation", which is working fine. Nevertheless after submitting the form, the participant gets redirected to a page, which looks like the standardKiosk GetRecords can't compare formulas
(submitted as a help request by accident - should have been a topic) Scenario: I have an "email domain" formula whose value is "@xyz.com" if the e-mail address is brent@xyz.com . I have the same field in Leads and Contacts. So, theoretically, I shouldKiosk can't merge picklist or multiselect
There is no ability to load a multiselect or picklikst field into a kiosk with the values that have been previously selected. So, I essentially have 3 unacceptable options: 1.)Load the value into a text string and include instructions like this: "PicklistFillable template with dynamic tables?
Is there a way to build a fillable template so that users can add rows to a table? To describe what I'm trying to accomplish the table has 3 sections; a header row, some number of rows with custom information, and a summary row with totals. I can't figureTip of the Week - Timeline User Filter for Dashboard
Does the Date User Filter in your Dashboard leave out a few reports from filtering? This happens when the reports are not created over the same table and the (time) column over which the user filter is created. To solve this, Zoho Reports has a Timeline User Filter. This filter applies the criteria on all reports, matching it with the best possible date column associated with a report. i.e., if your reports are based on a date column, then it will filter it for that data column. To know more onZoho Forms Webhooks - Only sends on submission not on edit.
Hi There, We have a slightly unique use case for Zoho Forms. We used Zoho Forms for the collection of Guest Lists. When a customer submits their guest list they get an email confirmation. Within this is a link for them to update their guest list beforeAdd Knowledge Base KB Articles to multiple categories
Greetings, Love you help center system. One item that would be incredibly helpful to many of us would be able to add a single Knowledge Base KB article to multiple categories in our system. It seems it could be quite easy to use a checkbox form, insteadWhat does "Tickets for Review" do?
What is the purpose of the va nilla view " Tickets for Review?"Report of Leads/Accounts/Deals with no open activities
How can we replicate the option in filter to only show Leads/Accounts/Deals with no open activities ? The option is present in the filters (please find screenshot) but I am unable to find them in the report. ThanksCannot set Subform Multiline field to read-only using Client Script
I am using client script to set different subform fields as read-only It works for Single Line Fields, but when I try to set a Multiline field as Read-only it doesn't work var subform = ZDK.Page.getSubform("Subform_1"); var item_Code_old = subform.getField('Item_Code_Old').setReadOnly(true);Changing Color Theme of Guided Conversations
Hello, We have recently added Guided Conversations to one of our websites, but I am wondering if there is a way to customize the color scheme so it matches the appearance of the website? Thank you in advance!Lost the ability to sort by ticket owner
Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?Can't login to Zoho mail
I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a fewSocial Media Simplified with Zoho Social: Bridge sales and social media marketing
Social media marketing has become the go-to strategy for most businesses who are trying to boost awareness of their product/service, create a brand image in the minds of their audience, increase website traffic and engagement, and generate leads. PostingThis domain is not allowed to add. Please contact support-as@zohocorp.com for further details
I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is theWork Orders / Bundle Requests
Zoho Inventory needs a work order / bundle request system. This record would be analogous to a purchase order in the purchasing workflow or a sales order in the sales cycle. It would be non-journaling, but it would reserve the appropriate inventory ofCreate Quote does not show the "Product Description" entered as part of the Product setup.
The product description created as part of the product setup page, does not show in the Create Quote module; The module allows for an additional description to be added but without access to the original stored description. By selecting the product from the "Product Name Lookup" pop-up, the "Product Description" part should be populated from the product record where the user is allowed to further modify it.Allow Itemization for Recurring Expenses
For whatever reason, one cannot itemize a Recurring Expense. This capability should be added. The use cases to support this is largely the same as what they were to allow for itemization in Expenses. Anything that would need to be itemized for a regularNext Page