How to send the merged document for sign collection

Overview

Merge and Send for Sign Collection option automates the process of generating personalized documents and sending them for e-signature collection in a single workflow.

This feature merges a template with data from a connected source (like Zoho CRM, Sheet, or external APIs) to generate individual documents for each recipient. Once the documents are created, they are automatically sent out for signing via Zoho Sign or other supported e-sign platforms.

Prerequisites

To use Zoho Sign, you need an active Zoho account and must have already registered with Zoho Sign

For certain features like using Zoho Sign with Zoho Writer for automated document sending, you may need Zoho Sign credits or complimentary credits depending on your subscription plan.

Steps

Setup Merge Template

After selecting the data source and insert the merge fields and signer fields in the template, click on Merge & Send for sign collection under Choose Output.

Setup Signer Details

In the Merge and Sign pop-up, enter the details of your signers in the Signer Details tab.

To be signed by: Choose who should sign your document. You can choose "Only me", "Only Others" and "Me and others".
Enter signer details: Enter the signer email id. Click on the plus icon to insert a merge field to your signer details. You can add up to 25 signers.
Enter a unique title to your email.
Enter email subject and message, if required.
Add additional attachments to your email.

Advanced Sign Settings

Click Advanced Settings tab and do the following:
Setup Due Date & Reminder

Set expiry and reminder to collect the sign.

Email or Store After Sign Complete

Choose the actions to be performed after signing:

You can choose to save the signed document to any folder in Work Drive.
You can choose to email the signed documents to any email id.

Troubleshooting

1. Error/Symptom: We are developing a function that merges CRM fields into a Writer document and sends it for e-signature via Zoho Sign. The function executes successfully in Zoho CRM, but the document is not being sent for e-signature to the recipient specified in the function.

Recommended Solution : Please open the Sign dialog once from the Writer interface before attempting to send a document for signature via API. The refresh token will only be generated after the Sign dialog has been accessed in Writer. Therefore, we recommend opening the Sign dialog in your Writer template once, and then proceed with executing the Merge APIs.

2. Error/Symptom: Why are the fillable fields in my document not interactive when the document is sent for sign

Possible cause : During the signing process, only signer fields are interactive—these can be filled out or signed. Regular fillable fields remain inactive.
Recommended Solution: Insert sign fields if you want to collect data from Signers.

3. Error/Symptom: Signer email field does not display any merge fields to fetch the signers' email dynamically from the data source.
Possible cause: Only fields explicitly defined as Email will be listed for the signer email option. Plain text fields containing email values will not be detected or the data source might not contain any Email.
Recommended Solution:

Ensure that the data source field type is explicitly defined as Email.
If the email address is currently stored in a plain text field, update its field type to Email in the data source (Automate tab > Manage Fields > Change Field Type) and run the merge again.

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