Creating custom roles | Zoho Sign

Roles

Available in all paid plans

Customize what data is visible to the user to maintain confidentiality and streamline document workflows. By default, Zoho Sign offers two roles- Admin and User. 

Zoho Sign follows a flat hierarchy wherein the roles can be customized to access visibility to particular data.

Consider the use case of a Sales team (User group) where five Sales Representatives (SR) work under one Sales Manager (SM). The users who are Sales Representatives can be assigned a role where they will have visibility access to only their own documents or the documents that have been shared from the other users. Meanwhile, the Sales Manager can be customized to have visibility access to all the documents of the Sales team. 

An Administrator can create, manage, and delete roles in a Zoho Sign organization account.


Creating a new role

  1. From your Zoho Sign dashboard, hover your cursor on Settings and click Users and control.
  2. Navigate to the Roles page. 
  3. Select Create role on the top right corner. 
  4. Enter the role name and a unique description for the role. 
  5. Click Create. 
  6. Once you click a role on the list, you can view the list of its users under Associated users. Learn how you can assign roles to users.

Editing a role

  1. Hover over the name of the role and click the pencil icon that appears near the name of the role in the detailed page. 
  2. Edit the details (name and description) and click Save.

Customizing the data visibility for a role 

  1. Click on the intended role.
  2. Select the Data sharing tab.

Sharing documents from user groups

If you wish to give visibility access to the documents owned by users in particular user groups, 
  1. Under the Share documents from user groups dropdown, click Add groups.
  2. On the pop-up, enter the name of the group or select from the list that appears and click Add. 

Sharing documents from users

If you wish to give visibility access to the documents owned by particular users,
  1. Under the Share documents from users dropdown, click Add users. 
  2. Enter the name/email address of the user, or select from the list that appears and click Add. 

Sharing documents from folders 

If you wish to give visibility access to the documents on specific folders,
  1. Under the Share documents from folders dropdown, click Add folders. 
  2. Enter the folder name or select the same from the list and click Add. 

Sharing templates

If you wish to give visibility access to specific templates, 
  1. Under the Share templates dropdown, click Add templates.
  2. Enter the template name or select the same from the list and click Add. 
You can remove user groups or users or folders or templates from the list by selecting the same and clicking Remove. 

Deleting a role

To delete a role, click the ellipses next to the intended role in the list page and click Delete. Reassign the role of the users within the role you intend to delete and select Assign and delete.