eSign documents | FAQ's on Digital signature | Getting started with Zoho Sign

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What is Zoho Sign?

Zoho Sign is a service that lets you digitally sign and verify legally binding documents without the hassles of transporting paper documents. It is quick, easy, and works from any location and on any device.


Who is this service for?

Zoho Sign is used by one and all from individuals to enterprises and all the way up to governments looking to replace paper-based signing workflows with digital signatures.  


What's the underlying technology?

Zoho Sign is based on public key cryptography which is the underlying technology behind all digital signatures to securely sign and verify documents. If this sounds complicated, rest assured Zoho Sign makes it all very easy.


What kind of documents can I send out for signatures?

You can send and sign independent contracts, non-disclosure agreements, proposals, expense reports, purchase orders, rental agreements, company policies, and more.


Does a recipient need a Zoho Sign account?

No. The recipient does not need a Zoho account to receive and sign a document. 

Are digital signatures and e-signatures both the same?

No, it is a common misconception that both are the same. While e-signatures are digital images of handwritten signatures appended to a document, digital signatures are a type of e-signature, which contains one or more characters in digital format, representing an individual's identity which is also attached to the document. Please refer our digital signature guide to learn more.


Is there a limit to the number of recipients to whom I can send documents?

This depends on your licensing plan. Please refer the pricing page for more details.  


How does the recipient sign a document?

Once you send a document out for signature, your recipient will receive an email containing a unique link. On clicking the link, the recipient views and signs the document using the viewer in the Zoho Sign app. To learn more, check out our user guide.


What are the supported file types?

Zoho Sign supports all popular document file types such as pdf, jpg, jpeg, doc, docx, png, odt, rtf, txt, html, htm, xls, xlsx, tex and sxw. You can upload up to 40 files in a document signature request but size of individual files must not exceed 25 MB and their combined size must not exceed 40 MB.


What are the supported browsers?

Zoho Sign provides the best user experience in Google Chrome, Mozilla Firefox, Safari, and other popular browsers.


Which enterprise applications does Zoho Sign integrate with?

Zoho Sign readily integrates with both Zoho apps and third-party apps. Take a look at our integrations page to learn more. We also offer REST APIs, and SDKs for custom integrations.

How can I know the status of the document sent out for signature?

Once a document is sent out for signature, you can go to the documents page to view the status of the document: Progress, Viewed, Declined, or Completed.

Can I delete documents?

Yes, you can delete the documents that are no longer needed. Select the document that you want to delete and click the delete icon to move the document to the trash. You can either restore the same document or permanently delete the document from the trash page.

What should I do if my recipient didn't receive the email?

Before sending any document to the recipients, verify your email domain (DKIM Verification) to avoid your emails be considered spoofing or phishing attempts and landed in spam folder of your recipient's email.


Can I cancel the document that I already sent out for signature?

You can recall the document sent out for signature by going to the sent documents page and clicking recall from the actions menu dropdown. You can visit this page to learn more.

How do I change the first name, last name or time zone of my Zoho Sign account?

The first name, last name and the time zone of your Zoho Sign account are linked from the details you entered while creating an account with Zoho or Zoho One. 


For Zoho account:


Go to https://accounts.zoho.com/ -> login using your email address and password -> click 'My Profile Info' option -> Make changes to the Full Name and Time Zone and click 'Save'. 


For Zoho One accounts:


Go to the Zoho One admin console -> Click 'Settings' icon from the top panel -> Click 'Users' option -> Choose a user from the list of all users -> Click 'Edit Profile' to make changes to the user's first name, last name or time zone. 


How to delete my existing Zoho Sign account and create a new one with Zoho One?

You can delete your existing Zoho Sign account by going to the Organization Details page and clicking the Close account option. Once you've deleted your existing Sign account, you will be able to create a new Sign account with Zoho One. 


Does Zoho Sign comply with the standard electronic signature laws across the world?

Yes, Zoho Sign complies with the ESIGN act in US region, PIPEDA in Canada, electronic Identification, Authentication, and trust Services (eIDAS) in Europe, ETA in Australia, and ITA 2000 in India.


Why are signature fields missing while printing a completed document?

In case you are using Adobe Acrobat Reader, follow these steps in order to ensure that the signature gets printed while printing a completed document. Open the document and click Print -> In the dialog that appears, select  'Documents & Markups' or 'Documents & Stamps' option under  the 'Comments & Forms' section. Now the signature fields will be visible while printing the document. 


How can a user verify that the authenticity of a completed document?

The authenticity of a completed document can be verified using the certification of completion which provides a summarized report of the completed document along with the recipient details. The certificate enlists all the recipient details such as their signatures, the IP address and device from which the document was signed from and the time at which the document was sent, viewed and signed respectively. 


How can I access the certification of completion?

Once a document is completed, the completion certificate is automatically mailed to the owner and a downloadable copy can also be accessed from the document's information page. 


Are Zoho Sign's digital signature certificates part of official trusted lists? How do I update the certificates with my personal trusted list?

Zoho Sign's root digital certificates are a part of the Adobe Approved Trust List (AATL) for our US, AU, and IN data centers, and a part of the European Union Trusted Lists (EUTL) for our EU data center. These are official lists of trusted root digital certificates that are periodically updated by the authorities that publish them. Any certificate-based signature created with a credential that can trace a relationship back to a certificate on these lists is automatically trusted. Such trusted root certificates are added to these lists only upon thorough verification by the publishing authorities to meet specific technical and security requirements. They represent high assurance identity and signing credentials. These trusted lists are enabled by default on PDF software such as Adobe Acrobat and Reader. This results in documents signed by Zoho Sign automatically carrying the 'trusted' and 'signature verified' tags when opened using these applications.


If either of these trusted lists are disabled, you can enable it by doing the following actions. Open the Preferences tab on Acrobat or Reader and select Trust Manager from the Categories on the left. Depending on your region, check the appropriate option, 'Load trusted certificates from an Adobe AATL Server' for US, AU, and IN, and 'Load trusted certificates from an Adobe EUTL server' for EU. This allows Acrobat or Reader to automatically download the trusted lists from a regional Adobe server. These trust settings ensure that the user or organization associated with the certificate has met the assurance levels of the respective trusted list program. You can also download the latest version of the trusted lists by clicking 'Update Now' under the appropriate regional options.


If your organization has disabled access to the trusted lists for some reason, you can also manually add Zoho Sign's certificate to your personal trusted list. Open the digitally signed document in Acrobat or Reader and click the 'Signature Panel'. Now right click on the signature from the signature panel, and click 'Show Signature Properties' and then click 'Show Signer's Certificate'. In the dialog box that opens, select the digital certificate from the left panel, go to the 'Trust' tab and click 'Add to Trusted Certificates'. Click OK and confirm again. Upon finishing this, close the document and re-open it again. You will see that the certificate is now added to your personal trusted list and the signature has become verified.


What happened to the Zoho Sign Fair Usage Policy?

We have discontinued the Zoho Sign Fair Usage Policy, which governed the usage of the bulk send and the SignForms features, following the introduction of our automation credits system. This effectively replaces the current monthly limits for bulk send and SignForms for organizations with their monthly total of the automation credits provided.


What is the maximum file size while sending a document for signature?
Zoho Sign offers uploading multiple files. You can upload up to 40 files in a document signature request, but the size of individual files must not exceed 25 MB, and their combined size must not exceed 40 MB.

Can I use Zoho Sign to collect sensitive personal data such as credit card information?
We strongly discourage the use of Zoho Sign or its associated features to collect sensitive personal data such as credit card information, PIN, and social security number.

Are my documents secure with Zoho Sign?
You trust us with confidential information and documents you own – and we don’t take that lightly! Zoho Sign is based on PKI (public key infrastructure) to provide the highest levels of security for your documents. It gives bank level security meaning that your important documents are encrypted and protected using the same industry-leading technology that banks use. All your data is protected using AES-256 encryption while at rest and SSL encryption while in transit. Further, multi-factor verification, access codes, and audit trails add an extra layer of protection allowing you to send and sign documents with confidence.

Can my digital signature be forged?
When you digitally sign a document, Zoho Sign scans the document and creates a hash that represents the document and the data that it holds. This hash becomes a part of your digital signature. When the recipient authenticates the signature, a similar process is carried out where your signature and the recipient’s hash are then compared. If the results are the same, the signature is valid; if they are different, the signature is not valid. 

Can an executed document be manipulated by one of the parties after signing?
No. All documents signed using Zoho Sign are locked and stored in secure servers with bank-level data encryption preventing any future edits to an executed document.  Furthermore, the digital signature principles don't allow such changes. 

What if a recipient denies signing a document?
Zoho Sign ensures a clear, consistent, and highly detailed audit trail for all your digitally signed documents. This audit trail tracks the IP address and all the steps of the signing process - when the document was opened, viewed, signed, etc, making it difficult for a recipient to claim that they didn't sign the document. 


Where is my data stored?
Zoho has its own dedicated data centers in extremely secure locations. Data is protected continuously throughout the year and access to the data centers are restricted using biometric two factor authentication. 

Can a digital signature stand tests in the court of law?
Yes, digital signatures are completely legal. According to the Electronic Signatures in Global and National Commerce Act, otherwise known as the “ESIGN Act”, digital signatures have the same legal standing as handwritten signatures.

Does Zoho Sign comply with the standard electronic signature laws?
Yes, Zoho Sign complies with the ESIGN Act in the US region and also with all the three levels of electronic signature standards (simple, advanced, qualified) defined by the eIDAS regulation for countries in the European Union.

Where can I find detailed information regarding security, compliance and privacy policies?
You can visit Zoho's dedicated pages on security practices and privacy policy for further information on these matters.

How do I choose the right e-signature app for my business?

We recommend that you look for an app that meets the following requirements:

  • Legally binding and meets the regulatory compliance of various electronic signature laws such as eIDAS, ESIGN Act.

  • Provides signer authentication to maintain the highest level of security for your documents

Learn more about the requirements and find out how to choose an e-sign app and why Zoho Sign is best.

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