Creating custom profiles | Zoho Sign

Profiles

Available in all paid plans

Create and assign custom permission profiles to users. These profiles determine the actions that can be performed by the users in document and template management. By default, Zoho Sign offers two profiles: Administrator and Standard.

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For organizations that may have a diverse hierarchy and varied levels of document management, this feature provides high-end customization, ensuring flexibility, confidentiality, and a secure and tailored document signing environment.

An administrator can create, manage, and delete a profile. 
Only an Administrator profile can access and modify other features in the document  and account management workflow such as SignForms, reports, and account settings.

 Creating a new profile

  1. From your Zoho Sign dashboard, hover on Settings and click Users and control. 
  2. Navigate to the Profiles page.
  3. Click Create profile in the top-right corner. 
  4. Provide a unique name and description for the profile. 
  5. Select the actions that the profile is permitted to access.
  6. After customizing the profile's permissions accordingly, click Save.

Document management permissions

Permission
Actions
Sharing Permissions
Prepare

  1. Uploading the document
  2. Adding the signers 
  3. Customizing the signing process
  4. Adding signer fields 
  5. Saving the document 
  6. Cloning the signing process.
Owned documents- Documents owned by the user.

Shared documents- Documents that are both owned by the user and shared by other users.
Send

 All Prepare actions +
  1. Send documents for signatures
  2. Reminding signers to sign the document
  3. Rescheduling the time in which the document needs to be sent
  4. Stop scheduling.
Owned documents- Documents owned by the user.

Shared documents- Documents that are both owned by the user and shared by other users.
Correct
 
 All Send actions+
  1. Correct documents
  2. Editing the workflow
  3. Extending document validity
  4. Recalling sent documents
  5. Uploading signed documents
  6. Reviewing and accepting the uploaded signed document. 
Owned documents- Documents owned by the user.

Shared documents- Documents that are both owned by the user and shared by other users.
Delete
 
 All Correct actions+
  1. Delete documents
  2. Restore documents
  3. Delete documents permanently.
Owned documents- Documents owned by the user.

Shared documents- Documents that are both owned by the user and shared by other users.

Template management permissions

Permission
Actions
Sharing Permissions
Create

  1. Cloning templates (Edit as new)
  2. Uploading templates
  3. Adding the signers
  4. Customizing the signing process
  5. Adding the signer fields
  6. Saving the template.

N/A
Edit

 All Create actions +

 Edit templates. 

Owned templates- templates owned by the user. 

Owned & shared templates- templates that are both owned by the user and shared by other users. 
Delete
 
 All Edit actions+
  1. Delete templates
  2. Restore templates
  3. Delete templates permanently. 
Owned templates- templates owned by the user. 

Owned & shared templates- templates that are both owned by the user and shared by other users. 
Use Template- Quick send

Use templates to send documents for signatures via the 'Quick send' option only. 

The templates and the signing process cannot be edited or drafted; they can only be sent.
N/A
Use Template- Customize and send

 All Send actions for documents+ 
  1. Use templates to send documents out for signatures
  2. Adding/removing a document
  3. Changing the recipient list and field addition 
  4. Drafting a document.
N/A


Editing the name, description, and access permissions of the profile

  1. Click the intended profile and perform the needed changes and click Save.
  2. Alternatively, click the ellipsis corresponding to the name of the profile and click Edit. After making the relevant changes, click Save. 

Cloning the access permissions while creating a new profile

  1. Click the ellipsis corresponding to the profile that you wish to clone the access permissions from, then click Edit as New. 
  2. Add the name and description of the new profile and click Create. 

Deleting a profile

Click the ellipsis next to the intended profile and click Delete.