Sending Zoho Sign templates in Zoho CRM

Sending Zoho Sign templates in Zoho CRM

We often use one common format for a particular type of document. For example, in every company, there will be one NDA document to be signed by all new employees and vendors. For scenarios like this, you can integrate Zoho CRM and Zoho Sign and use the templates feature in Zoho Sign to upload the NDA document once, add necessary fields, create an NDA template once, and save a lot of time spent drafting and sending signature requests for the same type of document again.

The integration doesn't stop there. You can even merge data from Zoho CRM to your Zoho Sign documents. This will help you streamline the signing workflow. Here's an example of how you can create an NDA template in Zoho Sign and send it to recipients for signatures from Zoho CRM:


  1. Professional Edition subscription and admin role in Zoho Sign
  2. Have the Zoho Sign extension enabled to use a template from Zoho CRM

How to create a template in Zoho Sign

  1. Log in to Zoho Sign.
  2. Click the Templates option in the left panel.
  3. Click the Create template button at the top-right corner.
  4. Upload the document from your desktop or import it from your cloud storage service.

  5. Name the template, set the time by which the recipients must sign the document, and add the document type and description.
  6. Add recipients, set roles—employee (signer) and legal (owner)—set the signing order, and fill out other information, such as a private message, authentication code, and automatic reminders.
  7. Click Continue.

  8. Choose the recipient from the Recipients panel on the right and add form fields for each recipient. 
  9. The Prefill by you field will enable you (the owner) to pre-fill text to the uploaded document before sending the template. For example, the name and address of an employee need to be pre-filled by the owner every time a template is sent. Hence, we add them as pre-fill fields.
  10. Click Save.

How to use the Zoho Sign template in Zoho CRM

  1. Log in to Zoho CRM.
  2. Go to any CRM module, choose the record that you wish to send the template to, and click the Send with Zoho Sign button.

  3. Click Send for Zoho Sign.
  4. If a new tab doesn't open, check whether the pop-ups are blocked and click the Always allow pop-ups from option.
  5. In the new window that opens, click Use Template, then choose Zoho Sign Template, and choose a template from the list.

  6. Upon choosing a template, the name, email address, role, and pre-fill fields will be auto-populated from the template.

  7. Fill out all the recipient details.
  8. The pre-fill fields can be filled using the CRM data of the chosen record. For example, if you want to pre-fill the name and address of the contact, you can do so by clicking the dropdown and choosing the respective CRM fields that you wish to merge.
  9. Click Next.
  10. Make any changes to the form fields in the viewer and then click Send.

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