Creating and managing portals
Create portals and manage multiple organizations effortlessly with just one Zoho Sign account, without having to log in with different credentials. A new unique name and organization ID will be generated for each portal when you add multiple portals to your Zoho Sign account.
Each portal can act as a separate space for different departments or organizations, allowing you to customize branding, access controls and workflows to suit the unique needs of each entity. This functionality helps you manage contracts, agreements and internal documentation across various departments while maintaining security and compliance standards.
Things to know about portal management in Zoho Sign
- Only the payment owner can create a portal, and the administrators can only invite users, and manage them.
- Users can be part of multiple portals and switch them whenever they need.
- Each portal will be treated as a separate setup with its own subscription, and user licenses should be purchased accordingly.
Users must be associated with only one portal with a free/trial subscription at any time.
This document covers how to
- Manage a portal - Create, edit, and delete
- Switch between portals
Manage portal
Click the drop-down near the notification icon in the top-right corner. You will find your portals listed. Click Manage.
Here you have the option to perform various actions.
Create a portal
- Click + New portal.
- Enter a unique name for your portal and click Create.
- Once a portal is created, you can mark it as your default portal.
Creating a new portal has the implications for the use of Zoho Sign APIs and integrations.
When you are part of multiple portals, you need to pass the corresponding 'org_id' as a parameter when making any API call to differentiate the calls made to your respective portals.
- Ensure that you send the correct organization ID in the 'org_id' parameter.
- If the 'org_id' parameter is not passed in an API call, the call will be made to your default portal, and the API will be processed in the default portal.Some integrations and Zoho Sign mobile applications do not support multiple portals yet. Your default portal will be used for sending and signing documents.
Sending invitations to add users to your new portal or organization
You can add users to your portal by email invitation, and they can be invited to join multiple portals you administrate.
To add a user to your new portal:
- Switch to your new portal.
- From your Zoho Sign dashboard, hover your cursor on Settings and click Users and control.
- Click Users from the left navigation pane and click Invite user.
- Enter the email address of the users you'd like to send the invitation to and click Invite.
They will be able to accept the invitation and join your portal without having to disassociate from any existing Zoho Sign portals they are a part of. Learn more about inviting users.
Accepting invitations
Users can accept an org invitation within seven days. If they fail to accept the invitation the invitation lapses and has to be sent again.
Invited users can only accept the invitations for these accounts from the invitation email they receive.
Editing your portal
- From your Zoho Sign dashboard, go to Settings.
- Click Organization Details. From here, you can edit details such as the organization name, address, and logo.
- Click Save.
Deleting your portals
It is possible to delete the portals that you have created. To do so:
- Click the drop-down near the notification icon in the top-right corner to view a list of your portals.
- Click Manage.
- Click on the three dots next to the portal name, then click Delete.
- Click Close.
- Only an administrator of a portal can delete it.
- All the documents and data associated with the portal will be deleted.
- This action is irreversible; a deleted portal cannot be recovered.
Switching between portals
- From your Zoho Sign dashboard, click the drop-down in the top-right corner.
- Click Open portal on the desired portal to switch.
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