Sending E-sign Documents from a Form

Sending E-sign Documents from a Form

Some HR documents, like probation confirmation letters or experience certificates, are specific to individual employees. You can store these documents in each employee's form in Zoho People or create customizable templates to send them for e-signature. 

You can send the document for e-signature in a form using any of the following methods:
  1. File upload field
  2. Mail merge templates
  3. Zoho sign templates
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The following tasks are provided with examples from Employee form in the Employee Information service. You can follow the same for other forms where the e-sign feature is supported.

Send E-Sign Documents using File Upload Field

To send documents for e-signature using the File Upload Field:
  1. Go to Operations > View all > Employee Information.
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If there are no file upload fields configured for a form, extend your form file upload capability by creating a section for document upload in a form, refer to Extending a service in Zoho People.
  1. Click on the employee record and add a file specific to the employee in the File Upload Field.



  2. Now select the employee record and click Send for Signature.
  3. In file details, select Upload document and click File upload field drop-down and select the file upload field.
    You can also choose any of the file upload field included in the service of Zoho People.
  4. Select the folder under which the signed document must be placed.
  5. Enter the document details.
        
  6. Click Add Recipients and do the following action: 
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    Select Send in order check box to send the document signed in order. For example, if the manager and employee are recipients in the order, the manager needs to sign the document first to move the document to an employee for signature.
                a. Use the drop-down and select the Manager if you want the employee's direct reporting manager to be included.
                b. Use the drop-down and select the Specific User, search and add the specific employee to be included.
                c. Use the drop-down to choose any of the acknowledgement types for the e-sign document:
                     Sign: The user can e-sign the document.
                     View: The user can only view the document once.
                     Approve: The user can approve the document.
                d. Use the drop-down to select the language for the email and e-sign interface.
                e. Click on the Private Message icon to enter the private message for the recipient. 
                f.  Click on the Authentication icon and enable Email OTP Verification to open the document after Email OTP verification.
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    Steps d, e, and f are only available for Zoho Sign integration. DocuSign and Adobe Sign do not support these options.
  7. In the Additional options section, set deadlines and reminders for e-signing the document if required. (optional)
  8. In the Automatic Website Redirection section, enter the webpage URL that you want to redirect your recipients based on the given scenarios. (optional)      
  9. Click Send.
  10. Based on the e-sign platform that you have integrated with Zoho People, the e-sign panel of Zoho Sign or Adobe Sign or DocuSign panel will open where you can drag and drop the corresponding signature fields into the documents.
  11. Add additional fields as required and click Send.
    You have successfully sent the document for e-signature, the document will be sent to the recipients via email.

Send E-Sign Documents using Mail Merge Templates

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This feature is supported only with Zoho Sign integration.
To send e-sign documents using Mail Merge Templates from a form:
  1. Set up a Mail Merge template for a form in a service.
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Go to Settings > View all > Service (Employee Information) > Automation > Templates > Mail Merge Templates and set up a Mail Merge template. For more information, refer to Setting up a Mail Merge template
  1. Once the Mail merge template is set up, go to Operations > View all > Employee Information, select the employee and click Send for Signature.


  2. In the file details, select Upload Document, click on the Mail Merge Template dropdown, and choose the mail merge template from the list that needs to be sent for e-signature.
  3. Select the folder under which the e-signed document must be placed.
  4. Enter the document details.
  5. Click Add Recipients and do the following action: 
    Info
    Select Send in order check box to send the document signed in order. For example, if the manager and employee are recipients in the order, the manager needs to sign the document first to move the document to an employee for signature.
                a. Use the drop-down and select the Manager if you want the employee's direct reporting manager to be included.
                b. Use the drop-down and select the Specific User, search and add the specific employee to be included.
                c. Use the drop-down to choose any of the acknowledgement types for the e-sign document:
                     Sign: The user can e-sign the document.
                     View: The user can only view the document once.
                     Approve: The user can approve the document.
                d. Use the drop-down to select the language for the email and e-sign interface.
                e. Click on the Private Message icon to enter the private message for the recipient.
                f.  Click on the Authentication icon and enable Email OTP Verification to open the document after Email OTP verification.
    InfoSteps d, e, and f are only available for Zoho Sign integration. DocuSign and Adobe Sign do not support these options.
  6. In the Additional options section, set deadlines and reminders for e-signing the document if required. (optional)
  7. In the Automatic Website Redirection section, enter the webpage URL that you want to redirect your recipients based on the given scenarios. (optional)       
  8. Click Send.
    The document will be using sign fields defined in mail merger templates and sent to the recipients for e-signature.

Send E-Sign Documents using Zoho Sign Templates

Administrators can send documents for e-signing using templates set in the organization files and Zoho Sign. Templates allow you to send documents for e-sign with preset signature fields.
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Creating and using templates are supported only with Zoho Sign integration.
To send E-sign documents using Zoho Sign Templates:
  1. Set up a document signature template, refer to E-Signature Templates.
  2. Once you have set up the E-sign template, go to Operations > View all > Employee Information, select the employee and click Send for Signature.
  3. In the file details, select Zoho Sign Template and choose the preset template from the list that needs to be sent for e-signature.



  4. Select the folder under which the signed document must be placed.
  5. Enter the document details.
  6. Click Add Recipients and do the following action: 
    Info
    Select Send in order check box to send the document signed in order. For example, if the manager and employee are recipients in the order, the manager needs to sign the document first to move the document to an employee for signature.
                a. Use the drop-down and select the Manager if you want the employee's direct reporting manager to be included.
                b. Use the drop-down and select the Specific User, search and add the specific employee to be included.
                c. Use the drop-down to choose any of the acknowledgement types for the e-sign document:
                     Sign: The user can e-sign the document.
                     View: The user can only view the document once.
                     Approve: The user can approve the document.
                d. Use the drop-down to select the language for the email and e-sign interface.
                e. Click on the Private Message icon to enter the private message for the recipient.
                f.  Click on the Authentication icon and enable Email OTP Verification to open the document after Email OTP verification.
  7. In the Additional options section, set deadlines and reminders for e-signing the document if required. (optional)
  8. In the Automatic Website Redirection section, enter the webpage URL that you want to redirect your recipients based on the given scenarios. (optional)       
  9. Click Send.
    You have successfully sent the document for e-signature, the document will be sent to the recipients via email.