FAQ - E-Sign not Triggered through Workflow Actions

FAQ - E-Sign not Triggered through Workflow Actions

If an E-Sign action is not triggered when performing Workflow trigger actions in a form record, ensure that the following steps are configured correctly.
Notes
For E-Sign action triggers via workflow actions, Zoho Sign integration with Zoho People is required, integrations with other e-sign platforms do not support this feature.
Info
The Workflows and the associated E-Sign flows can be configured in Settings > Service > Automation.
  1. Ensure that you have a valid license for Zoho Sign to trigger the E-Sign action.
    IdeaIf 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.
  2. 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.
    Idea
    If there are insufficient Sign fields, the E-Sign action will not be triggered.



  3. Ensure that the recipients in the E-Sign Flow have valid fields 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.
    Idea
    If the field data of the recipient is missing or invalid in the form, the E-Sign action will not be triggered.


  4. 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.
    IdeaThe 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.

    Info
    To edit email Template, navigate to Settings > Services > Automation > Templates > Email Templates and click on the template.

  5. Ensure that the user listed in the Zoho Sign have Zoho Sign access.




  6. Ensure that the File Upload Field for the record contains the file before doing the workflow trigger action on a record.
    Idea
    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.


  7. Ensure that the document E-Sign expiry date is always greater than the date in which the trigger action is performed.
    Idea
    If the above condition is not satisfied, E-Sign action will not be triggered.


  8. Ensure that the E-Sign file size in File Upload Field or Mail Merge Template is less than 10 MB.
    Idea
    If the file size is greater than 10 MB, E-Sign action will not be triggered.
  9. 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 sent for e-signature.