Introducing enhanced document collaboration in Zoho Sign
Hello,
We are delighted to introduce a couple of highly-requested collaboration enhancements in Zoho Sign. Efficient collaboration is undoubtedly the key to ensuring quick turnarounds in digital paperwork, and is often the difference between business deals that have been won and lost. Zoho Sign already offers collaborative e-sign workflows to collect signatures from multiple signers automatically.
Today, we are building on that with the following additions:
- Sharing documents for collaboration
- Sharing templates for reuse
As you may already know, Zoho Sign offers a role-based access system for document management with two roles - admins and users.
Previously, only the admins could access all the documents within a Zoho Sign organization, and the users could only access the documents they owned. With this update, admins can enable document sharing between users across the organization, allowing users to access and track the documents of other users that have been shared with them.
Also, previously, though only the admins could create templates, all the users could see and use them to send documents out for signatures. With this update, the admins must now choose the users whom they want to share particular templates with. Any newly-created template will not be readily accessible to the users unless shared with them specifically by the admins.
These enhancements, thus, allow for streamlined document collaboration, usage, and segmentation without compromising on internal data security and privacy. To understand how these enhancements work, let's consider this example:
You have four users and one admin in your Zoho Sign organization.
Sharing documents for collaboration
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.
Sharing templates for reuse
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 support@zohosign.com. We look forward to hearing from you.
Happy Zoho Signing!
Cheers.
Sai Anand
Access your files securely from anywhere
New to Zoho Recruit?
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
Sai Anand N
PJ
Taylor Tedesco
Sticky Posts
Free webinar! Build smarter apps with Zoho Sign and Zoho Creator
Hello, Bring the power of digital signatures to the apps you build in Zoho Creator! Connect Zoho Sign as a microservice and enable seamless e-signature workflows in your applications. This integration allows you to automate signing tasks using Deluge.
New to Zoho TeamInbox?
Zoho TeamInbox 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
Function #53: Transaction Level Profitability for Invoices
Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.Prevent Unapproved Quotes from Exporting to Zoho CRM Finance Module
Is it possible to prevent unapproved quotes in Zoho Books from being exported from Zoho Finance module inside Zoho CRM?Bug in Zoho Cliq Signup Flow – "%s" Placeholder Visible Instead of Product Name
Hi Zoho Team, I would like to report a UI bug in the Zoho Cliq signup/enable flow. During the step where Cliq asks to enable the product for the company, the following text appears: Great! Your company is already available in Zoho, so you just have toZoho Invoice Customer Login Portal
Are there any plans for a customer portal to Zoho Invoice, ala Freshbooks? I would like customers that I invoice to be able to login to review invoices and invoice history. I have not switched from Freshbooks for this very reason.Exporting tickets
I went to Setup -> Organization -> Import/Export in order to export tickets but found 2 issues: 1. The email body never gets exported. 2. There are some large numbers (like 5.57E+16) under certain columns of the exported CSV file. I could not find any export options. Please can you help with this?Editing the Ticket Properties column
This is going to sound like a dumb question, but I cannot figure out how to configure/edit the sections (and their fields) in this column: For example, we have a custom "Resolution" field, which parked itself in the "Ticket Information" section of thisCopy field information to clipboard
I need to be able to transfer some field information in to the clipboard, so that I can then paste it in to our helpdesk system. Is there a way I could add a button to a detail report that does this?Issuing reconciling a bank statement
HELP! I'm trying to reconcile a bank statement. The prior month reconciled perfectly. Beginning balance is correct yet I'm off by the same amount each time. Both myself and my office manager, separately and together, have tried to complete this reconciliationCan you inject JS in an HML+CSS+Deluge Page?
I have an HTML + CSS + Deluge page and need just a little vanilla JS functionality. However, it seems like Zoho Creator does not allow that. I'm required to create a JS widget. Is this correct? If so: 1. Won't this quickly consume my API limit if thereUse the searchBy parameter to find user by email address
I'm trying to find a user is Zoho Desk via the Api. In the documentation I see that there is the possibility to add a searchBy parameter in the request. But I can't find how the search values should be formatted. I've tried multiple things and get eitherCorrelated subqueries not supported in Zoho Analytics. This creates huge limitations
Running into a major limitation in Zoho Analytics: correlated subqueries simply don’t work, even in completely standard SQL patterns inside a JOIN. Example: LEFT JOIN "Bills" b ON d."Id" = b."Deal ID" AND EXISTS ( SELECT 1 FROM "BillUnknown table or alias 'A1'
I would like to create a subquery but i am getting the following error: Unknown table or alias 'A1' used in select query. This is the sql statement: SELECT A1.active_paying_customers, A1.active_trial_customers, A1.new_paying_signup, date(A1.date_active_customers),Detect and ignore bots in visitors
The SalesIQ visitor numbers are basically useless to us because there is no bot detection. We get the same bots coming in from the same countries looking at the same pages every day. It can't be that difficult to tell the difference between an actualZoho CRM - Rename "Estimates" in CRM Finance Suite Integration to "Quotes"
I'm not sure if it's been 2 or 3 years now since Zoho Books renamed Estimates to Quotes. I still see "Estimates" in the Zoho CRM integration. Could this be added to Translation settings so that some customisation could be made on an account by accountAdd Real-Time Microphone Audio-Level Indicator During Screen Recording
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an important enhancement to the Zoho WorkDrive screen-recording experience. Current Limitation: During a recording session, there is no visual indication that the microphone isProperly Capture Dropdowns & Hover Elements When Recording a Window/Tab
Hi Zoho WorkDrive Team, Hope you are doing great. We encountered a limitation when recording a selected window or browser tab: Certain UI elements, such as dropdown lists, hover menus, and overlays, are not captured unless we record the entire screen.Allow Recording Only a Selected Portion of the Screen
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request a more flexible recording option in Zoho WorkDrive. At the moment, we can record either the entire screen or a specific window/tab — but not a custom selected portion of the screenAdd Camera Background Blur During Recording
Hi Zoho WorkDrive Team, Hope everything is well. We would like to request an enhancement to the video recording feature in Zoho WorkDrive. Currently, the camera preview displayed during a recording does not support background blur. This is an essentialMake Camera Overlay & Recording Controls Visible in All Screen-Sharing Options
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an improvement to the screen-recording experience in Zoho WorkDrive. Current Limitation: At the moment the recording controls are visible only inside the Zoho WorkDrive tab. WhenDisplay Client Name in Zoho Creator Client Portal Dashboard
Hello Zoho Creator Team, We hope you are doing well. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for providing a personalized portal experience. However, there is currentlyIntroducing Dark Mode / Light Mode : A New Look For Your CRM
Hello Users, We are excited to announce a highly anticipated feature - the launch of Day, Night and Auto Mode implementation in Zoho CRM's NextGen user interface! This feature is designed to provide a visually appealing and comfortable experience forManaging functions
Can someone let me know if there are any plans to improve the features for managing functions in CRM? I have lots of functions and finding them is hard. The search only works on the function name and the filter only works on function type. I have created a naming convention based on tags to filter the list which helps a bit and for some projects I keep lists in a spreadsheet. I'd like a spreadsheet-style list in CRM with a few custom fields and a way to construct views (like in modules). Maybe evenAllow Admins to Transfer Ownership of Their Own Files & Folders
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an important enhancement to the ownership-transfer functionality in Zoho WorkDrive, specifically regarding administrator capabilities. As administrators, we have the ability toAllow Regular Users to Directly Transfer Ownership of Files & Folders
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an important enhancement related to file and folder ownership management in Zoho WorkDrive. At the moment, a regular user cannot directly transfer ownership of their files or foldersHow to update custom multi-user field in Zoho Projects?
I'm trying to update custom multi-user fields in Zoho Projects via a Deluge function in CRM. The code I have so far is below. It works for updating standard project fields and single-line custom fields, but it does not work to update multi-user fields.Has Anyone successfully integrated Zoho and Sage Intact?
Hey all, We’re evaluating Zoho One + Sage Intacct and I’m trying to connect with anyone who has actually implemented the two together.Specifically, I’d love to know: -- Which functions you kept in Zoho vs. Intacct (e.g., Product Catalog, AR/AP, invoicing,Finding missing records
I have a challenge and I am not really sure where to start with it. I can't find any similar threads on here, can anyone help: I have two forms, FormA and FormB. Both forms have records that contain a field called Job_Number. What I am trying to achieveKaizen #57 - Mass Update API in Zoho CRM
Hello everyone! Welcome back to yet another post in the Kaizen series. This week, we will discuss the Mass Update API in Zoho CRM. In this post, we will cover the following: 1. Introduction 2. Mass Update Records API 3. Schedule Update and Get StatusCreator HTML page refresh
Hi, I have added around 5 different html snippets in single creator page. I understand, I can refresh the entire page from page script using Navigational URLs https://help.zoho.com/portal/en/kb/creator/developer-guide/others/url-patterns/articles/navigational-urlsZero Personalization of the File Sharing Experience
By now (2025) this is the maximum level of personalization available for a Zoho sharing link. We gently asked Zoho if we could modify at least the background, and they replied that it cannot be customized. We're truly disappointed – and surprised everyCanvas Flex Box containers should not require a width/height.
Flexbox containers are often used as organizational concepts, to ease re-flow on mobile etc. - I cannot use % for flexbox W or H - I cannot omit W or H This means that the content cannot dictate, and a Flexbox container cannot be used merely as an organizationalIts 2022, can our customers log into CRM on their mobiles? Zoho Response: Maybe Later
I am a long time Zoho CRM user. I have just started using the client portal feature. On the plus side I have found it very fast and very easy (for someone used to the CRM config) to set up a subset of module views that make a potentially extremely usefulAutomation in Zoho Sprints
Hi. I have a Sprints board with the following statuses: ToDo, InProgress, CodeReview, Testing, Preprod, Live When a ticket is moved from e.g. Testing to Preprod, the following tags should be modified: remove 'tested OK' remove 'ready for Preprod' addCustom function return type
Hi, How do I create a custom deluge function in Zoho CRM that returns a string? e.g. Setup->Workflow->Custom Functions->Configure->Write own During create or edit of the function I don't see a way to change the default 'void' to anything else. AddingTwo factor authentication for helpdesk users
The company i work for wants use the helpdesk site in Zoho desk, as a place for their distribution partners to ask question and look for information about our product. The things there is suppose to go up there is somewhat confidential between my companyKiosk 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: "PicklistAGE field from DATE OF BIRTH Field.
HI! I have a field called date of birth in my CRM (LEADS, CONTACT etc…) How can I know the AGE today I would like to create a field AGE. I now how to create a field but I don´t which calculation (CUSTOM FUCTION) to make ¿ANY HELP?CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesHow to update/remove file in zoho creator widgets using javascript API
Hi Team, I have developed a widget which allows inserting and updating records I have file upload field with multiple file upload. Now while doing insert form record, I am using uploadFile API to upload files for that record. I am using updateRecord APIContact data removes Account data when creating a quote
Hi, Our customer has address fields in their quote layout which should be the address of the Account. They prefill the information, adding the account name - the address data is populated as per what is in the account - great. However when they then addNext Page