I-9, W-4, and W-9 e-signature templates are only available with the Zoho Sign Enterprise edition.

1. Send U.S. forms for E-Signature
   
2. Set Up Automation Workflow with E-Sign Flow
   
3. Set Up Custom Button in Forms
   
4. Add form in Employee Onboarding Flow
   

Send U.S. forms for E-Signature

Zoho Sign (Enterprise Edition) is required.

1. Navigate to Operations > Files > E-Sign Documents, click on the Template icon.
   
2. The U.S. forms I-9, W-4, W-9 are available as system E-Sign templates.
   
   
   You can edit the U.S. forms e-signature template based on your organizational preference with Edit Signature Template option.
   With Edit Signature Template you can:
   - Set Folder in which the e-sign documents must be stored in Zoho People.
   - Set a custom message to be sent along with the document.
   - Define the number of recipients for the template.
   - Set deadline and reminders for e-signing the document
   - Edit the e-sign document to include standard and custom fields other than the available fields in the form.
   
   
   
   
3. Click Send for Signature, you can either send to all employees or selected employees.
   
   
   - All employees: Send the document for e-signature to all employees in the organization.
   - Selected employees: Send the document for e-signature only to specific employees you choose.
   

   

   Note:
   - In addition to the above, employees added as recipients in the template will also be included for e-signature. For instance, if the HR Partner is included in the e-signature template, the document will be sent to the selected employee as well as their HR partner.
   - Ensure that the e-signature template has the same number of signer fields as recipients.
   
   
   
   
   
4. Click Send.
   The document will be scheduled and emailed to applicable employees within a few minutes.

E-Sign Flow Automation - U.S. Forms 

The U.S. forms I-9, W-4, W-9 are available in the E-Sign Flow templates under the Employee Information service in Zoho People. This allows you to set up an automation that automatically syncs employee details from Zoho People into the form and sends the document for e-signature via email.

With these forms in the E-Sign Flow system, you can auto-populate form fields, such as employee name, address, city, state, ZIP code, and more from Zoho People before sending the document for e-signature.

Edit E-Sign Flow - U.S. Forms 

To edit the U.S. forms I-9, W-4, and W-9 in E-Sign Flow:

1. Navigate to Settings > Employee Information > Automation > Actions > E-Sign Flow.
   
2. Click on the required form.
   
   
3. Click on the template to edit.
4. By default, the required U.S. form fields are already mapped to the corresponding Zoho People form fields within the system. You can also define new fields in the e-sign template and map them here.
   
5. For more details on editing the E-Sign flow, refer to Edit E-Sign Flow.
   

Set Up Automation Workflow with E-Sign Flow

Create a workflow with E-Sign Flow to automate sending the E-Sign flow (U.S forms) for e-signature:

1. Navigate to Settings > Employee Information > Automation > WorkFlows > Add Workflow
   
   
   
2. Create a workflow with E-Sign Flow selected in action.
   
1. Enter the workflow basic details, trigger events, and criteria.
   
3. In Actions >  E-sign Flow select any of the U.S. form - E-Sign flow templates.
   
   
4. Click Add.
   The automation has been successfully set up, and the workflow will be triggered based on the configured trigger events. For example, when an employee is added in Zoho People, the E-Sign Flow will be triggered to collect e-signatures for the forms.

For more information on setting up the workflow, refer to Workflow- Automation

U.S. forms as Custom Button in Forms

To send a U.S. forms  for e-signature instantly upon clicking a Button in employee form:

1. Navigate to Settings > Employee Information > Extend Service > Custom Button.
   You can also add the custom button to other forms (Onboarding and more) where this option is supported for the service. 
   
   
   
   
2. Click Add Custom Action.
   
   
   
3. Select the position of the button as either record view or record listing.
   
1. Record view: The button is available in the record view. The action can be executed for one record at a time.
   
   
   
   
2. Record listing: The button is available in the record listing view. The action can be executed for multiple records at once.
   
4. In the Actions > E-sign Flow select the required U.S. form to be sent using this custom button.
   
   
   
   
   
   

U.S. forms in Employee Onboarding Flow

This feature is available with Zoho Sign integration in the Enterprise edition and is enabled only on demand for U.S. regions. Please contact support@zohopeople.com to add this to your organization’s account.

1. Navigate to Settings > Onboarding > Configuration > Employee Onboarding > Flow.
   
   
   
   
2. Click on the flow and add the document to the Documents and Policies section.
   The form can be viewed, completed, and e-signed by employees during the employee onboarding process. 
   
   
   
3. Click Save.
   

For more information on employee onboarding, refer to Employee Onboarding Flow