Zoho Recruit | Adobe Sign

Getting documents signed with Adobe Sign

Digitally signed documents can be collected easily from contacts and candidates with the Adobe Sign extension in your Zoho Recruit account. When your company requires you to get documents approved and signed on time for a candidate to be hired quickly, why waste time in sending hard copies by mail. You can use the Adobe Sign extension to send documents to candidates and contacts via email and get a copy of the signed document attached to the Zoho Recruit record for future reference.

This extension is supported for the Candidates and Contacts modules. Templates can be created for these records and the documents can be sent for signature using this extension. On installing this extension, three custom modules will be created. Based on the terminology used in Adobe Sign, these modules are named.

  • Agreements - This refers to each process of sending documents and getting them signed by the customers or prospects.
  • Agreement Events - This module captures details on the date and time the documents were sent for signature and when they were signed.
  • Agreement Recipients - This module captures details on the recipients of the document, the order in which they need to sign, etc.
Note: Only administrators can install this extension. The email address to sign in to Zoho Recruit account and Adobe Sign account should be the same.

Install Adobe Sign

You can either go to the Zoho Marketplace and install the Dropbox extension or log in to your Zoho Recruit account and install.

To install Adobe Sign:

  1. Go to Setup > Marketplace > Marketplace.
    All the installed extensions are listed. Under All Extensions, you can view all the extensions supported in Zoho Recruit.
  2. Click All Extensions, browse through for Adobe Sign and click it.
    The details about the extension will be available.
  3. Click Install Now.
  4. In the following screen, agree to the terms of service and click Continue to Install.
  5. Choose one of the following and click Confirm.
    • Install for admin only - The extension will be installed in Zoho Recruit for only the users with the administrator profile.
    • Install for all users - The extension will be installed in Zoho Recruit for all the users. Users need to have an Adobe Sign account to use this feature.
    • Choose profiles - The extension will be installed in Zoho Recruit for all the users. You need to choose this option, click Continue and then select the profile
      The extension will be installed automatically for the specified users. After installing you need to authorize using your Adobe Sign login credentials.
  6. Click Authorize.
    If you click Skip in this step, you can later authorize from Settings > Setup > Marketplace > Marketplace.
    In the Adobe Sign extension details page, you can click Authorize.


     
  7. In the pop-up, specify the Email and Password for the Adobe Sign account and click Sign In.
    The account will be authorized and the extension can be used. Three custom modules will be created after installing the extension.


     

Get documents signed using Adobe Sign

On installation, the candidate's and contact's details page will have a button named Send for eSign. This button can be used to send documents that need to be signed by contacts. Each record will also have a related list where the agreement details will be listed.

To send documents for e-sign:

  1. Click the Candidates or Contacts modules.
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click Send for Sign.


     
  4. In the Send agreement with Adobe Sign pop-up window, do the following:
  • Click Add Document and select an option to upload the document that needs to the digitally signed or select the document from the files available in Zoho Recruit's Documents module.
    When multiple files are added, all will be merged as a single PDF document.
  • Select the recipients to whom you want to send the documents for signature.
    When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added.
    By default, the candidate/contact selected will be added as the recipient.
  • Select the checkbox I also need to sign this document, if required.
    An email will be sent to you too with the document. You can sign the document once it comes back after getting signed from the contact.


     
  • Specify additional email addresses in the Send email copies to the textbox.
    You can add a maximum of 10 email addresses, each separated by a comma.
  • Under Agreement Details, specify the Agreement Name.
  • Specify a Message that will be added to the email that is sent to the contact.
  • Select the Language in which the email should be sent.
    The users' language will be selected by default.
  • Add contacts Related to the agreement. The contacts selected here will have the agreement details associated with it.
  • Under Agreement Options, specify the Signing Deadline.
  • Select the Remind recipient to sign checkbox to set daily or weekly reminders.
  • Select the Preview document and edit signature field position checkbox, if required.
  • Click the More Options link for the following options:
  • Specify the Post sign Redirect URL and the Post sign Redirect Delay in seconds.
  • Click Send for Signature.
    An email will be sent to the recipient with the document.

Note:

  • The supported formats for the documents are pdf, doc, docx, xls, xlsx, ppt, pptx, wp, txt, rtf, jpg, jpeg, gif, tif, tiff, bmp, png, htm, and html.
  • You can upload and send a maximum of 5 files. Each file should not exceed 50MB.
  • When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added. The email will be sent to the first recipient in the order. Once the first recipient has signed the document, it will be sent to the next recipient in the order.
  • When you delete a contact, all the associated agreements are not deleted.
  • The custom modules Agreements, Agreements Events, Agreements Recipients cannot be customized. Workflows can be created for these modules.

View agreements associated with a record

To view agreements associated with a record

  1. Click the Candidates or Contacts modules.
  2. Click on a record and go to the Agreements related list.
    You can view the agreements and the status of the document.

Uninstall Adobe Sign

When you wish to uninstall Adobe Sign extension, please note that all the data will be deleted on uninstalling and cannot be recovered.

To uninstall Adobe Sign

  1. Go to Setup > Marketplace > Marketplace.
    All the installed extensions are listed. Under All Extensions, you can view all the extensions supported in Zoho Recruit.
  2. Browse for Adobe Sign and click the corresponding Uninstall link.


  3. Click on OK to confirm.
    All the data related to Adobe Sign will be deleted.

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