Introducing Automated Signing Workflows in Zoho Writer using Zoho Sign

Introducing Automated Signing Workflows in Zoho Writer using Zoho Sign

Hello,


We take immense pleasure in announcing the launch of an enhanced Zoho Sign integration within Zoho Writer to help automate signature collection.

Earlier, you could only sign and send documents on Writer, or upload Writer documents to Zoho Sign and operate on them from the Sign UI to collect signatures. This latest enhancement, however, makes it simpler and much more convenient by enabling you to create documents, add signers, insert and customize signature fields, send documents for signatures, and track the documents sent - all on Writer, from just the document editor screen. Additionally, you can now add text tags for automatic field-mapping and build custom signing workflows for your documents from Writer itself. 

Start using this updated integration and say 'no' to spending time on printing documents, writing multiple emails, uploading and sharing documents through other complex software, or running up and down, when you need to obtain signatures. Initiate and automate signing workflows directly from the document, to collaborate efficiently and give your productivity a significant boost. 

Wondering how it works? Here's a quick run-through.


Prerequisites:

All you need is a Zoho Account with access to Zoho Writer and Zoho Sign.

Note: Users using older versions of the Writer web app must upgrade to Writer 5 to access these enhanced integration features. To upgrade, open any document from the Writer app, and click UPGRADE TO WRITER 5 at the bottom of the page.

Steps to send documents for signatures from Writer:
  1. Log in to the Writer application.
  2. Create or upload the document which you would like to send for signatures.

  3. Once you finish drafting the document, open the left pane and click the AUTOMATE option.
  4. Click Start new sign workflow under the SIGN COLLECTION section.

  5. Upon clicking, the SIGN WORKFLOW section opens up in the left pane.
  6. Add the required number of signers using the ADD SIGNER option.
  7. Add the fields for each signer by selecting the respective signer from the Signers List. To insert a field for the selected signer, place the cursor in the desired position within the document and choose the required field under INSERT FIELD FOR SIGNER. An equivalent text tag will be added to the document wherever a field is inserted, which will be automatically mapped to the corresponding form field when the document is sent for signing.

  8. Once the fields for each signer have been inserted, click Setup Sign Workflow under SEND FOR COLLECTION.
  9. In the dialog box that opens, enter the signer details, email title, subject and message under the SIGNER DETAILS tab. You can also enforce a signing order to send the document to the signers in the order specified. Additional attachments can also be added to be sent along with the document.

  10. In the same dialog box, set the document expiry duration, reminder frequency and storage or sharing action to be performed on the signed document under the ADVANCED SETTINGS tab.

  11. Upon setting up the sign workflow, click Send for Sign to send the document out for signatures.
Steps to monitor the status of documents sent for signatures:
  1. Log in to the Writer application.
  2. Open the document that has been sent for signatures.
  3. Open the left pane and click the AUTOMATE option. 
  4. Click Start new sign workflow under the SIGN COLLECTION section.
  5. Click View Signer Status under MONITOR COLLECTION.
  6. Upon clicking, the SIGN COLLECTION LOGS dialog box opens showing the progress of the signature collection activity for each signer. If the signature collection is complete, you can download the signed document by clicking Download Signed Document.


Leveraging Text Tags:

Alternatively, you can insert signer fields without initiating a sign workflow by just adding the equivalent text tags in your documents as you type, wherever required. As stated earlier, Zoho Sign can detect these tags and automatically map the corresponding form fields when the document is sent for the signing process. 

In long documents, you might waste a lot of time when setting up the signing workflow, as you scroll up and down looking for suitable positions to insert the signer fields. Inserting these fields in the middle of pre-formatted text using the workflow UI might also change the shape and orientation of the document. By using text tags to place signer fields in the document, you can save all this trouble and just directly proceed to sending the document for signatures.

Fields supported by text tags are: Signature, Initial, Company, Full Name, Email, Sign Date, Job Title, Textfield, and Checkbox. 

Format: {{<Field type>:Recipient<n>:<Field name in case of text field>*}}

{{Signature}}
A signature field added to the first recipient
{{Company:Recipient2}}
A company field added to the second recipient
{{Textfield:Recipient3:Address}}
A text field added to the third recipient with the field name address
{{Textfield:Recipient1*}}
A mandatory text field added to first recipient
{{Jobtitle}}
A job title added to the first recipient
{{Initial}}
An initial field added to the first recipient
{{Signdate}}
A date field added to the first recipient
{{Checkbox}}
A checkbox field added to the first recipient
{{Fullname}}
A full name field added to the first recipient

To learn more about text tags usage, click here.

Note: All branding associated with your Zoho Sign account will also be associated with the signature request emails for the documents you send to signers directly from Writer. Click here to learn more about branding in Zoho Sign. 

Go ahead and try this new integration. For any queries, please feel free to write to us at support@zohosign.com or comment below.

Happy Zoho Signing!

Regards,
Sai Anand N


    Zoho Marketing Automation
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