CloudSign for Zoho CRM
Overview
CloudSign for Zoho CRM enables users to seamlessly send, track, and manage digitally signed documents within their CRM workflow. With a dedicated button in Zoho CRM, users can initiate CloudSign, authenticate their accounts, and send documents for signing. Customers receive and sign documents via CloudSign, and the signing status automatically updates in Zoho CRM.
Installing the CloudSign Extension
You can install the Zoho Sign extension either from Zoho Marketplace or from within your Zoho CRM account as follows:
- Navigate to Settings > Setup > Marketplace > All to view a list of all the extensions.
Under All Extensions, you can view all the extensions supported by your CRM. - Click All Extensions, browse for CloudSign, and click it. The details about the extension will be available.
- Click Install Now.
- Agree to the terms of service and click Install.
- Choose one of the following and click Confirm.
- Install for admins only - The extension will be installed in CRM for the users with the administrator profile.
- Install for all users - The extension will be installed in CRM for all users.
- Choose profiles - The extension will be installed in the CRM for manually-chosen users. Choose this option, click Continue, then select the desired profiles.
The extension will be installed automatically for the specified users.
Authorization
To view CloudSign documents as a related list under inventory modules, the customer must first authorize Zoho CRM. This one-time authorization allows the integration to sync and display related documents within the parent records.
Webhook Configuration
After installation, it is necessary to configure the Webhook in your CloudSign settings for real-time status tracking.
The Webhook URL can be found under Zoho CRM → Extension Settings → Zapikey.
Configure the webhook URL in CloudSign Webhook settings under CloudSign → 管理画面に移動 →チーム設定 → Webhook
Get documents signed using CloudSign
After installing the CloudSign extension, a Send with CloudSign button will appear on the details page of the following modules:
- Leads
- Contacts
- Accounts
- Deals
- Inventory Modules (Quotes, Invoices, Sales Orders, Purchase Orders)
Sending a Document
- Go to any of the supported modules (Leads, Contacts, etc.).
- Open the record you wish to send documents to.
- In the record's details page, click Send with CloudSign.
A new tab will open with CloudSign options.
Connect Your CloudSign Account
To connect CloudSign with Zoho CRM, you need your Client ID from CloudSign.
How to find your Client ID:
- Log in to your CloudSign account.
- Go to 管理画面に移動 → クライアント ID.
- Copy the Client ID and paste it into the ClientID field when prompted during the Integration setup.
Need to update your Client ID later?
Click the settings gear icon in the top-right corner of the newly opened tab to update it anytime.
Preparation of Documents
You can upload the document from your desktop, choose an existing CRM template, or use a file already attached to the CRM record.
- Enter document-related information under Basic and Contract Information.
- Enable checkboxes as needed:
- Enable Delegation: Allow recipients to forward the document to a person with authority for signing.
- Mark as Confidential: Restricts document access and hides it from unauthorized viewers.
- Click Next.
You will only be able to proceed to the next step after filling in all required (mandatory) fields.
Recipient Settings
By default, recipient details from the CRM record are pre-filled.
If not available, you can manually enter recipient emails.
- Add more recipients using Add Recipient.
- Click Customize on each recipient to set their:
- Preferred language
- Authentication options
- Remove a recipient using the Remove button.
- Add a message in the Message field. This appears in the recipient's confirmation mail.
- Click Next.
Input Item Settings
All uploaded Documents will appear here.
- User can drag and drop the fields (Seal, Text, Checkbox) onto the document.
- Assign who should fill each field - you (the sender) or a recipient.
- If a recipient needs to upload a document before approving the documents, use Upload Request Settings and mark it as mandatory if needed.
- Click Next.
Confirmation of Document
- Review all documents and recipient details.
- Use Add Share to share the signed document with other internal users (reportees)
- Any modifications to the upload request, then click the Upload Request Settings button under the Upload Request section and update it.
- Click Send to deliver the documents for signature.
When you install the CloudSign extension, two modules will also be created:
CloudSign Documents: Contains the list of documents that have been sent.
CloudSign Recipients: Shows the list of recipients to whom documents have been sent.
Track Document Status in Real Time
After sending the document, the user can track the document status directly in Zoho CRM.
To enable real-time updates:
- Add the Webhook URL(found under Zoho CRM Extension Settings > Global Variables) to your CloudSign Webhook Settings.
- Once the document status updated in CloudSign (e.g., Sent, Signed, Rejected), the status will automatically reflect in Zoho CRM.
Each record will also have a related list where the agreement details will be listed.
What Happens After Signing
When the customer signs the document, the signed certificate or agreement will be automatically added as an attachment to the corresponding CloudSign document record in Zoho CRM’s CloudSign Documents custom module.
Any additional attachments related to the signed document will also be stored within this module.
Updating Document Information
Even after a document has been sent or signed via CloudSign, you can edit and update key document details directly from Zoho CRM. Any changes you make will automatically sync with CloudSign, ensuring that your records remain accurate and up to date.This flexibility allows you to add missing details or correct past entries, even for completed contracts.
Canceling a CloudSign Document from Zoho CRM
Use the Cancel CloudSign Document button on the document record page in Zoho CRM to cancel the pending document.
Uninstall CloudSign
If you wish to uninstall CloudSign extension, please note that all related data will be deleted upon uninstalling and cannot be recovered.
To uninstall the extension
- Navigate to Setup > Marketplace > All.
- All the installed extensions will be listed. Under All Extensions, you can view all the extensions supported in your CRM.
- Browse for CloudSign and click the corresponding Uninstall link.
- Click Ok to confirm and uninstall the extension.
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