Webinar Resources: How to close deals faster with the Zoho Sign extension for Zoho CRM

Webinar Resources: How to close deals faster with the Zoho Sign extension for Zoho CRM


We conducted a webinar titled 'How to close deals faster with the Zoho Sign extension for Zoho CRM' on January 31, 2019.

You can watch the recording of this webinar below. Please find a copy of the deck from the session attached at the bottom of this post.

The following is a compilation of the questions asked during the webinar and their respective answers. Questions have been edited or modified for grammar. Similar questions have been merged, and specific use-case-oriented questions have been rewritten for the general users. Some questions may have been omitted due to lack of clarity and the individual customers will be contacted by Zoho Sign support to have their questions addressed individually.

1. Do I need a Zoho Sign account, or do I have to sign in to my Zoho Sign account to sign a document sent to my inbox using Zoho Sign?

You do not need a Zoho Sign account, nor do you need to sign in to your Zoho account in order to sign a document you have received in your inbox. You can view and sign the document as a guest. Learn more.

2. Does Zoho Sign integrate with Zoho Invoice, Zoho Books, Zoho Desk, or Zoho WorkDrive?

We are actively working on these integrations for Zoho Sign. We will make an announcement once they are available.

However, feel free to send us your specific use cases for any of these integrations at support(at)zohosign(dot)com. We will then be able to validate them with what we are presently building and prioritize accordingly.

3. When merging fields into a document using a CRM template (a sales order for example), will each recipient receive a different document to sign, or will all recipients sign the same document?

Each document created by merging fields onto a CRM template is unique to the record (and module) from which fields were merged to generate it. If this document is sent to multiple recipients within the same sign workflow, they will all receive the same document to sign based on the signing order that has been set. You can also use one CRM template to generate different documents (a sales order or invoice for two different purchases for example) to different recipients by simply selecting the appropriate record within the desired module and entering the respective recipient data in the sign workflow. Learn more.

However, we urge you to write to us at support(at)zohosign(dot)com, elaborating more on your specific use cases for this feature so we can understand your requirements and assist accordingly.

4. Is there a way to create a template with the fields already saved in place so that we do not have to drag and drop the same fields each time we want to send a specific document for signature?

Yes, you can achieve this by using the templates feature within the Zoho Sign application. This feature allows you to create common formats for particular types of documents and save them for reuse in the future. This includes the signature fields for each role that you have mapped onto their respective positions within the document when creating the template. You can then import the template from Zoho Sign into the CRM and generate documents to send for signature. Learn more.

5. What should I do when a document that has already been sent out for signature needs to be edited and re-sent?

If a document has been sent out incorrectly, you can visit the Detailed Document View for the respective document inside Zoho Sign and use the 'Recall' option from the action menu to recall the document. This will change the status of the document to 'Recalled' in the document record inside the ZohoSign Documents module. You can then proceed to add the edited document and resend it to the recipient. Resending the document will create a new record in the CRM rather than overwriting or modifying the record of the earlier recalled version. Learn more.

6. If a document sent out for signature contains a text box where the signer types a piece of text, is there a way to record this text back onto the CRM?

We do not presently have this option in Zoho Sign. We have added this request to our release pipeline and plan to roll it out in one of our upcoming releases. We will also send you an email upon its release.

7. When sending documents via Zoho Sign, is it possible to modify the subject, title, and email message?

Yes, it is possible to customize the subject, title, and  email message in your Zoho Sign emails with the custom branding options available. You can configure this by accessing the Email Templates section under Admin settings in your Zoho Sign application. Learn more.

8. Will there be an option in the future for a signer to upload supporting documents?

The option for signers to upload supporting documents at the end of signing process is something that is not presently available. This is currently in our prioritized list of features being developed. We will make an announcement once this feature is released.

9. Can we merge the fields from CRM records into documents?

Yes, absolutely. You can set up custom mail-merge templates or CRM templates for your modules. These templates can then be imported into sign workflows and merged with existing record data to produce documents to be sent for signature. Learn more.

10. Can we send a document for signing using an automated workflow?

You can create workflows in CRM to automate sending documents for signature using a deluge custom function. You would need to create a workflow with the required triggers, for example, when a lead or contact is created, along with any other associated conditions. For this workflow, you could set an action to be executed with the triggers when the conditions are met. This action can be a function written using deluge to trigger sending out a document for signature using Zoho Sign or using a Zoho Sign template to send out a document. Learn more.

11. How can a field sales executive using a mobile device fill out an order form and have it signed with the documents being saved to the respective module in Zoho CRM?

This can be achieved by importing a CRM Template and merging it with the record data to create an order form document. This can be done by the sales executive. A signature can then be collected from the signer in an in-person signing session with the sales executive acting as the host. Learn more.

However, we urge you to write to us at support(at)zohosign(dot)com for any specific use case-related assistance.

12. Are documents signed using Zoho Sign legally enforceable in all countries?

Documents signed with Zoho Sign meet the requirements of the ESIGN Act in the United States and eIDAS in the European Union (electronic IDentification, Authentication, and Trust Services), in addition to several other national laws. To find out more about the legal enforceability, scope, and limitations of Zoho Sign in your country, click here.

13. Will Zoho Sign be able to collect and process payments from a client at the end of the signing process?

There are plans to integrate Zoho Sign with Zoho Checkout in the future to enable payment collection from signers at the end of the signing process. We will make an announcement once this integration is released.

14. I have a Zoho One subscription. Will I need anything in addition to this for access to both Zoho CRM and the Zoho Sign extension?

No, you don't need anything else to access both Zoho CRM and the Zoho Sign extension. Zoho CRM and Zoho Sign are both a part of the Zoho One bundle and access to all the features of these products are enabled by default for subscribed users.

15. Could Zoho Sign be used to sign a document at source and send to someone else?

Yes, you can sign a document yourself and send it someone else. This can be done in two ways from inside the Zoho CRM. You can create a Zoho Sign template with your signature as one of the prefilled fields and import the template onto the CRM to send to someone. Or, you could upload the document and add yourself as a signer, followed by the other person as a recipient, and then send the document.

Alternatively, you could use the Zoho Sign application to sign a document yourself and then proceed to send it to the recipient. Learn more.

17. Is there a way to configure a mail-merge/CRM template, similar to Zoho Sign templates, so that I don't have to manually add signer fields every time?

Yes, you can do this by using the automatic field addition text tags. These tags can be placed inside a mail-merge/CRM template as it is being prepared and they will be automatically mapped to their respective signer fields when being sent for signatures via Zoho Sign. Learn more.

18. How many CRM modules can Zoho Sign pull data from for merging into a document template?

You can only create a template for one module at a time, meaning a particular template can only pull data from the module it is associated with. Zoho Sign can pull data from mail-merge/CRM templates created for each of the following eight modules - leads, accounts, contacts, deals/potentials, quotes, sales orders, purchase orders, and invoices. Learn more.

19. Can we add a document from Google Drive if the integration with CRM is already in place?

Yes, you can add documents from Google Drive as an attachment to your CRM records. This document can then be sent for signature using the Zoho Sign extension inside the CRM.


20. If I have a website, and there is a document that I need all visitors to sign, such as Terms of Use, can I use the Zoho Sign application to make all the viewers sign the document?

Yes, you can create a self-serviced signing process embedded to a public URL that you can then list on the website to collect signatures. This can be done by setting up a template and linking it to a SignForm to create a custom sign workflow that can be accessed by visiting the URL. Learn more.

21. Is it possible to configure organization-wide or group notifications within Zoho Sign to notify everyone when a document or contract is signed, or when a representative concludes an in-person signing session?

Presently, only the sender or owner of the document is notified of any actions performed by the recipients. We do have plans to provide organization-wide notification customization and this feature is being worked on. We will make an announcement once the customization option is available.

22. Is there any documentation available for the Zoho Sign REST APIs?

Yes, absolutely. You can access them here and build your own custom integrations. For any assistance regarding API for specific use cases, please write to support(at)zohosign(dot)com.

Feel free to share these resources with your team, friends, and anyone else who might find them useful.

Happy Signing!
Sai Anand

    Zoho Marketing Automation
      Zoho Mail - CRM Integration
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