Two of these users, A and B, work together in a team and share responsibilities in handling paperwork. Therefore, it would benefit each of them to have access to the other person's documents as well for keeping track of their entire team's paperwork. In this scenario, the admin can now share A's documents with B and vice-versa for better collaboration.
Previously, all the four users in the organization, irrespective of their team or department, could view and use the templates created by the admin. A and B work together in a team, and the other users, C and D, work together in a different team. In this scenario, the admin can now create templates for each team and share them separately with only the users of the respective teams. This way A & B can't see or use the templates shared with C & D, and vice-versa, offering better segmentation in template access.
Frequently asked questions (FAQs)
Are these sharing enhancements available across all subscription plans?
No, these enhancements are not available across all subscription plans. The document sharing enhancement is available only in the Zoho Sign Enterprise Edition. The template sharing enhancement is available in the Professional Edition and above.
Where can I enable this?
If you are an admin of your Zoho Sign organization, you can enable sharing of documents between users from the Users
section, and share templates with users from the Templates
section. For step-by-step instructions, please refer to our help documentation here
As an existing user of Zoho Sign, what has this changed in my organization?
No changes have been made to the sharing permissions and setup of existing users. Admins can follow our help documentation
to enable sharing across their Zoho Sign organization and tweak the permissions to suit their collaboration needs.
Can a user share their documents with another user?
No, only the admins can access and enable document and template sharing across users. If a user needs to share their documents or a template they have access to with another user, they would have to contact their admin to do so. Also, do note that template creation and management can still only be performed by admins and users are simply allowed to view and use the templates shared with them.
Can documents be selectively shared from one user or admin to another?
No, the share functionality when used shares all the documents belonging to a user or admin with another user. Individual documents cannot be shared at the moment but their ownership can be transferred to another user or admin.
This is the first among many steps we will be taking towards offering fine-grained role-based access in Zoho Sign. We truly hope that these enhancements will enable fast-growing organizations to stay on top of their deals and paperwork. Do follow this space for more updates soon.
Feel free to try out these enhancements and let us know your feedback. If you are having trouble and need assistance, or for further details, comment below or write to firstname.lastname@example.org
. We look forward to hearing from you.
Happy Zoho Signing!