Sending documents for signature from a form in Zoho People

Sending documents for signature from a form in Zoho People

Available in all data centers. 


Administrators and form owners can send a document for e-signature in any forms where the e-signature feature is supported. 

Documents can be sent out from Zoho People in three methods:


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Sending documents for signature from File Upload Field

  1. From your Zoho People dashboard, go to Operations and select any of the forms (For example: Employee information). 
  2. In the Employee information tab, click Employees and select the desired employee record. 
  3. Upload a file in the configured File Upload field. Learn how to create a File Upload field
  4. Scroll down to the end of the detailed record view to find E-siganture Documents.
  5. Click the + icon to open the detailed view of the Send for signature tab. 
  6. Select Upload document, click the File upload field drop-down, and select the uploaded document.
  7. Select an existing folder, or click Add folder to create a new folder. 
  8. Enter the document name.
  9. You can also optionally add a message to the recipients. 
  10. Choose one of two recipient types:
    1. Specific email address: Send documents to recipients who are not part of your Zoho People organization
    2. Specific user: Send documents to recipients within your Zoho People organization
  11. For multiple recipients, check the Send in order box to have your document sent out in an order.
  12. Use the drop-down and select anyone of the following:
    1. Manager: If you want the employee's direct reporting manager to be included.
    2. Specific User: You can search and add the specific employee to be included.
    3. Lookup field: To search for and select the specific data you want to auto populate. Learn more about lookup fields. 
  13. Assign the roles for each recipient based on the action you want them to perform on the document. Know more about assigning recipient actions.
  14. Choose the email and interface language to enhance your recipient's document signing experience.
  15. Add a message intended for the specific recipient by clicking the respective icon and then clicking Save.
  16. You can authenticate your signers via email OTP by clicking the authentication icon, enabling the authentication, and then clicking Save. 
  17. Under Additional options, you can set the expiration date, add a reminder, and use the Automatic Website Redirection feature.Please note that only users with a Zoho Sign Enterprise account will be able to use the Automatic Website Redirection feature.
  18. Click Send.
  19. You will be redirected to the Zoho Sign's document viewer page, wherein you will be required to drag and drop the necessary fields into the document.
  20. Click Send. 
  21. Click Confirm in the confirmation dialogue box.

Sending documents for signature from mail merge templates

To send documents for signatures from mail merge templates in Zoho People, you need to be integrated with Zoho Writer. 

  1. From your Zoho People dashboard, go to Operations and select any one of the forms (For example: Employee information).
  2. Click on the employee record and scroll down to the end of the detailed record view to find E-siganture documents.
  3. Click the + button to open the detailed view of the Send for signature tab.
  4. In the detailed view, select Upload document and click the Mail Merge template drop-down and select the needed template. Learn how to create a new mail-merge template
  5. Select an existing folder, or click Add folder to create a new folder.Enter the document name. You can also optionally add a message to the recipients. 
  6. Choose one of two recipient types:
    1. Specific email address: Send documents to recipients who are not part of your Zoho People organization
    2. Specific user: Send documents to recipients within your Zoho People organization
  7. For multiple recipients, check the Send in order box to have your document sent out in an order. 
  8. Use the drop-down and select the Manager if you want the employee's direct reporting manager to be included.
  9. Use the drop-down and select the Specific User.
  10. Search for and add the specific employee to be included.Assign the roles for each recipient based on the action you want them to perform on the document. Know more about assigning recipient actions.
  11. Choose the email and interface language to enhance your recipient's document signing experience. 
  12. Add a message intended for the specific recipient by clicking the respective icon, then clicking Save.
  13. You can authenticate your signers via email OTP by clicking the authentication icon, enabling the authentication, and then clicking Save. 
  14. Under Additional options, you can set the expiration date, add a reminder, and use the Automatic Website Redirection feature. Please note that only users with a Zoho Sign Enterprise account will be able to use the Automatic Website Redirection feature.
  15. You can also choose to send a copy of the file to the record owner or choose one from the Employee Lookup field. 
  16. Click Send.
  17. You will be redirected to the Zoho Sign's document viewer page, wherein you will be required to drag and drop the necessary fields into the document.
  18. Click Send. 
  19. Click Confirm in the confirmation dialogue box.

Sending documents for signature from Zoho Sign templates

Here, you can send templates that are present in the Organization files of Zoho People or directly from Zoho Sign for signature. Learn how you can add Zoho Sign templates to Organization files and how you can create templates in Zoho Sign.
  1. From your Zoho People dashboard, go to Operations and select any one of the forms (For example: Employee information).
  2. Click on the employee record and scroll down to the end of the detailed record view to find E-siganture documents.
  3. Click the + button to open the detailed view of the Send for signature tab.
  4. In the detailed view, select Zoho Sign templates and click the select the needed template from the dropdown. 
  5. Select an existing folder or click Add folder to create a new folder.
  6. Enter the document name.
  7. You can also optionally add a message to the recipients. 
  8. Choose one of two recipient types:
    1. Specific email address: Send documents to recipients who are not part of your Zoho People organization
    2. Specific user: Send documents to recipients within your Zoho People organization
  9. For multiple recipients, check the Send in order box to have your document sent out in an order. 
  10. Use the drop-down and select the Manager if you want the employee's direct reporting manager to be included.
  11. Use the drop-down and select the Specific User, search, and add the specific employee to be included.
  12. Assign the roles for each recipient based on the action you want them to perform on the document. Know more about assigning recipient actions.
  13. Choose the email and interface language to enhance your recipient's document signing experience.
  14. Add a message intended for the specific recipient by clicking the respective icon, then clicking Save.
  15. You can authenticate your signers via email OTP by clicking the authentication icon, enabling the authentication, then clicking Save.
  16. Under Additional options, you can set the expiration date, add a reminder, and use the Automatic Website Redirection feature. Please note that only users with a Zoho Sign Enterprise account will be able to use the Automatic Website Redirection feature.
  17. Click Send.
  18. You will be redirected to the Zoho Sign's document viewer page, wherein you will be required to drag and drop the necessary fields into the document.
  19. Click Send.
  20. Click Confirm in the confirmation dialogue box.

Learn how to sign documents from the email inbox