FAQ - E-Sign not Triggered through Workflow Actions
If an E-Sign action is not triggered upon completion of the Workflow trigger actions in a form record, ensure that the following steps are configured correctly.
E-Sign actions can only be triggered with the Zoho Sign integration.
The Workflows and the associated E-Sign flows can be configured in Settings > Service > Automation.
- Ensure that you have a valid license for Zoho Sign to trigger the E-Sign action.
If your Zoho Sign license plan is expired or downgraded to a free plan, the E-Sign action will not be triggered. For more details on Zoho Sign licences, refer to Zoho Sign Plans. - Ensure that you have added sufficient sign fields in the Mail Merge Template with respect to the recipients in the E-Sign Flow. The e-sign action will not be triggered if the number of recipients does not match with the E-Sign fields defined in the Mail Merge template.If there are insufficient Sign fields, the E-Sign action will not be triggered.
- Ensure that the recipients in the E-Sign Flow have valid fields values in the associated form where the workflow trigger action is performed. For instance, if the Email ID or Reporting manager are selected as the form fields and if their values are blank in the associated form, the E-Sign action will not be triggered.If the field data of the recipient is missing or invalid in the form, the E-Sign action will not be triggered.
- Ensure that the Email Template tagged in the Document Details section of the E-Sign flow does not exceed the maximum character limit and does not contain image files. If the character limit is exceeded or if it contains an image file, the E-Sign action will not be triggered.The message content will be displayed in the notes section of the E-Sign email. Create Email Templates with essential message content without image files and tag them here to prevent e-signature trigger failures.To edit email Template, navigate to Settings > Services > Automation > Templates > Email Templates and click on the template.
- Ensure that the File Upload Field for the record contains the file before performing the workflow trigger action on a record.If the File Upload field option is selected in an E-Sign Flow and the file is not uploaded in the record of the corresponding form, the E-Sign action will not be triggered.
- Ensure that the document E-Sign expiry date is always greater than the date in which the trigger action is performed.If the above condition is not satisfied, E-Sign action will not be triggered.
- Ensure that the E-Sign file size in File Upload Field or Mail Merge Template is less than 10 MB.If the file size is greater than 10 MB, E-Sign action will not be triggered.
- When a user who is not added as an active member in Settings > Marketplace > Zoho > Zoho Sign performs the workflow trigger action, the tokens of the first listed Zoho Sign member are used to initiate the e-sign action. If this user access is revoked in Zoho Sign application, the e-sign action will not be triggered.Ensure that the corresponding Zoho Sign user has valid Zoho Sign access and permissions.
- Ensure that all form fields defined in the Mail Merge Templates are filled out in the corresponding form record where the trigger action is performed. Blank fields will result in corresponding blank values in the Mail Merge document which will be sent for e-signature.
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