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

New to Zoho LandingPage?

Access Zoho LandingPage

Zoho LandingPage Resources

New to Zoho Survey?

Access Zoho Survey

Latest Feature Updates

Explore our Pricing & Plans

Zoho Survey Resources

Android Mobile Surveys

Insurvey Blogs

Insight Blogs

Tips & Tricks

New to Zoho CRM Plus?

Deliver unforgettable customer experiences

ACCESS ZOHO CRM PLUS

New to Zoho CRM Plus?

Deliver unforgettable customer experiences

ACCESS ZOHO CRM PLUS

New to Zoho Marketing Plus?

Everything you need to run your marketing

ACCESS ZOHO MARKETING PLUS

New to Zoho Marketing Plus?

Everything you need to run your marketing

ACCESS ZOHO MARKETING PLUS

New to Bigin?

Signup Now

Access Bigin

Latest Feature Updates

Zoho Desk Resources

Desk Community Learning Series
Digest
Functions
Meetups
Kbase
Resources
Glossary
Desk Marketplace
MVP Corner
Word of the Day

Tout forum

France ZUGs

Zoho SalesIQ Resources

Topic Participants
Prasana Lakshmi

Sticky Posts
ZUG (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 the
Tip #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
Tip #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 CRM
Tip #4: Add related lists to Zoho CRM records using form responses
How to add a related list to new or existing CRM records using forms? Related lists in CRM ensures that all the data that is related is connected and easily accessible. For example a contact may have notes, attachments, activities, products, and other items associated with it. These make up a related list. You can set up an integration to get this data using forms and automatically add it to the related list for a CRM record. There are two broad scenarios when you may need to do this: Adding a
Add your brand logo to your forms
What's in a logo? Everything. Imagine you're getting home after a tiring day at work, absolutely famished. Then you see the warm yellow glow of the golden arches in the distance, waiting to envelop you in its warmth. What else do you do but pull up at the drive-thru? A brand is something familiar. It should give customers a sense of homecoming every time they decide to come back to it. With that in mind, a logo is the face of your brand. It solidifies your brand's presence with its potential to