Delegate signing

Delegate Signing

Available in all paid plans and in all data centres

Zoho Sign offers users the ability to assign a delegate to sign documents on their behalf in case they are unavailable to execute the document, maintaining quick document turnaround. 

Consider a use case where you are one of the authorized signatories in your company and foresee a busy schedule filled with conferences, client meetings, travel, or vacation plans. Zoho Sign's delegate signing feature allows you to designate and authorise someone within your organization to sign contracts on your behalf, ensuring that critical contracts are not delayed and business continues without interruption. 

Prerequisite

The delegate must be an active user in your Zoho Sign organization account.

Steps to use delegate signing in Zoho Sign

Enabling delegate signing in Zoho Sign

If you are an administrator of your Zoho Sign account:
  1. From your Zoho Sign dashboard, hover over Settings, then click Account settings followed by Recipient experience.
  2. Navigate to Delegate signing and check Delegate signing.
  3. Click Save.



Assigning a delegate in Zoho Sign

  1. From your Zoho Sign dashboard, hover over Settings and click My profile.
  2. Click Delegation.
  3. Under My delegate, enter the name of the user.
  4. Enter the Start date and the End date of the delegation period. You can choose a start and end date within 6 months from current day, and the delegate can be assigned for up to 30 days within that period.
  5. Click Save. There can only be one active delegate at a time for a user.
  6. If you'd like to edit an active or scheduled delegate, you can do so by clicking the Edit option near the delegate.
  7. If you'd like to delete an active or scheduled delegate, you can do so by clicking the Delete option near the delegate. 



Delegate experience

When a user is added as a delegate, they will receive the document like any other signature request. They can check their status as a delegate using the following steps: 
  1. From the Zoho Sign dashboard, hover over Settings and click My profile.
  2. Click Delegation.
  3. Click Delegated to me. 



Statuses of the delegate

Status
Description
Actions
ACTIVE
The delegate will be able to actively sign or decline documents
Edit/Delete
SCHEDULED
The delegate will be able to sign or decline documents from the scheduled date
Edit/Delete
EXPIRED
The assigned date has ended, and the delegate will no longer be able to sign or decline documents
Delete​

Criteria and restrictions for using delegate signing

  1. The recipient action must be set to Needs to sign, and the delivery mode should be set to Email for delegate signing to be enabled. Learn more
  2. Assign to someone else must be enabled. Learn how
  3. Recipient authentication must not be enforced for the recipient.
  4. The recipient must not be part of a signer group.
  5. Zoho Sign must be set as one of the cloud service providers.
  6. A user cannot be both the recipient and the delegate in the same signing workflow.
  7. A signature request will be delegated only once. If the delegate has also set up delegate signing, the signature request that has been routed to the delegate will not be routed to their delegate.