Introducing enhanced document collaboration in Zoho Sign

Introducing enhanced document collaboration in Zoho Sign

Hello,

We are delighted to introduce a couple of highly-requested collaboration enhancements in Zoho Sign. Efficient collaboration is undoubtedly the key to ensuring quick turnarounds in digital paperwork, and is often the difference between business deals that have been won and lost. Zoho Sign already offers collaborative e-sign workflows to collect signatures from multiple signers automatically.

Today, we are building on that with the following additions:
  • Sharing documents for collaboration
  • Sharing templates for reuse
As you may already know, Zoho Sign offers a role-based access system for document management with two roles - admins and users.

Previously, only the admins could access all the documents within a Zoho Sign organization, and the users could only access the documents they owned. With this update, admins can enable document sharing between users across the organization, allowing users to access and track the documents of other users that have been shared with them.

Also, previously, though only the admins could create templates, all the users could see and use them to send documents out for signatures. With this update, the admins must now choose the users whom they want to share particular templates with. Any newly-created template will not be readily accessible to the users unless shared with them specifically by the admins.

These enhancements, thus, allow for streamlined document collaboration, usage, and segmentation without compromising on internal data security and privacy. To understand how these enhancements work, let's consider this example:
You have four users and one admin in your Zoho Sign organization.
Sharing documents for collaboration
Two of these users, A and B, work together in a team and share responsibilities in handling paperwork. Therefore, it would benefit each of them to have access to the other person's documents as well for keeping track of their entire team's paperwork. In this scenario, the admin can now share A's documents with B and vice-versa for better collaboration. 


Sharing templates for reuse
Previously, all the four users in the organization, irrespective of their team or department, could view and use the templates created by the admin. A and B work together in a team, and the other users, C and D, work together in a different team. In this scenario, the admin can now create templates for each team and share them separately with only the users of the respective teams. This way A & B can't see or use the templates shared with C & D, and vice-versa, offering better segmentation in template access.


Frequently asked questions (FAQs)

Are these sharing enhancements available across all subscription plans?
No, these enhancements are not available across all subscription plans. The document sharing enhancement is available only in the Zoho Sign Enterprise Edition. The template sharing enhancement is available in the Professional Edition and above.

Where can I enable this?
If you are an admin of your Zoho Sign organization, you can enable sharing of documents between users from the Users section, and share templates with users from the Templates section. For step-by-step instructions, please refer to our help documentation here.

As an existing user of Zoho Sign, what has this changed in my organization?
No changes have been made to the sharing permissions and setup of existing users. Admins can follow our help documentation to enable sharing across their Zoho Sign organization and tweak the permissions to suit their collaboration needs. 

Can a user share their documents with another user?
No, only the admins can access and enable document and template sharing across users. If a user needs to share their documents or a template they have access to with another user, they would have to contact their admin to do so. Also, do note that template creation and management can still only be performed by admins and users are simply allowed to view and use the templates shared with them.

Can documents be selectively shared from one user or admin to another?
No, the share functionality when used shares all the documents belonging to a user or admin with another user. Individual documents cannot be shared at the moment but their ownership can be transferred to another user or admin.

This is the first among many steps we will be taking towards offering fine-grained role-based access in Zoho Sign. We truly hope that these enhancements will enable fast-growing organizations to stay on top of their deals and paperwork. Do follow this space for more updates soon.

Feel free to try out these enhancements and let us know your feedback. If you are having trouble and need assistance, or for further details, comment below or write to support@zohosign.com. We look forward to hearing from you. 

Happy Zoho Signing!

Cheers.
Sai Anand



      • Sticky Posts

      • Free webinar! Build smarter apps with Zoho Sign and Zoho Creator

        Hello, Bring the power of digital signatures to the apps you build in Zoho Creator! Connect Zoho Sign as a microservice and enable seamless e-signature workflows in your applications. This integration allows you to automate signing tasks using Deluge.

        • Recent Topics

        • Work Type - Limitation

          Hello, I'm setting up work types and have noticed, a limitation on the parts area to 10 lines. Can this be increased to 20 or greater? In addition to this, when I attempt to add the work type to a work order, the correct labour hours doesn't flow through.

        • Module Customisation - Lookup function not available

          Good evening, Within my business, I can have multiple customers, who have multiple mobile assets. When I set these assets up, I enter information such as vehicle registration, Vehicle identification number (VIN), Unit number, YOM, in addition to others.

        • Emails sent through Bigin are not posting in IMAP Sent folder

          I have set up my email to work from within Bigin using IMAP.  I am using IMAP so I can sync my email across multiple devices - phone / laptop / desktop / iPad / etc.  I want all my emails to populate my email client (outlook & iphone email) whether or

        • Turning the page for Zoho SalesIQ: 2025 to 2026

          As we wrap up 2025, we would like to take a moment to reflect on what we set out to achieve this year, what we’ve delivered, and where we’re headed next. What we focused on in 2025 This year was all about strengthening the core of engagement and AI, making

        • Stage-probability mapping feature in custom module

          Hi, I'm building a custom module for manage projects. I would like to implement the stage-probability feature that Potentials has. Is this possible?

        • Temporary Outage in Zoho Cliq Affecting US Users – July 23, 2025

          We experienced a service disruption in Zoho Cliq that impacted core functionality for users in the US region. The issue occurred between Jul 23, 2025, 06:54:00 PM IST and 07:13:13 PM IST, lasting approximately 19 minutes. To restore service stability,

        • Why Sharing Rules do Not support relative date comparison???

          I am creating a Sharing Rule and simply want to share where "Last Day of Coverage" (Date field) is Greater than TODAY (Starting Tomorrow). However, sharing rules don't have the option to compare a date field to a relative date (like today), only to Static

        • Zoho Cliq not working on airplanes

          Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly

        • Problem with Workdrive folders

          I'm having a problem a problem accessing files in a Zoho work drive folder when using the Zoho writer app. The problem folder appears grayed out in the Zoho work drive window in both the online and writer application. However I can open the folder in

        • Send Supervisor Rule Emails Within Ticket Context in Zoho Desk

          Dear Zoho Desk Team, I hope this message finds you well. Currently, emails sent via Supervisor Rules in Zoho Desk are sent outside of the ticket context. As a result, if a client replies to such emails, their response creates a new ticket instead of appending

        • Multi-currency and Products

          One of the main reasons I have gone down the Zoho route is because I need multi-currency support.  However, I find that products can only be priced in the home currency, We sell to the US and UK.  However, we maintain different price lists for each. 

        • Create an Eye-Catching Announcement Widget for Your Help Center

          Hello Everyone! In this week’s edition, let’s explore how to keep your customers updated with exciting news in the Help Center. See how ZylkerMobile wowed their customers by bringing updates right to their portal. ZylkerMobile, the renowned brand for

        • Send Whatsapp with API including custom placeholders

          Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order number

        • Customer Management: #6 Common Mistakes in Customer Handling

          Managing customers doesn't usually fall apart overnight. More often, slight gaps in the process slowly become bigger problems. Incidents like missed follow-ups, billing confusion, and unhappy customers will lead to revenue loss. Many businesses don't

        • Zoho Desk iOS app update: UI enhancement of picklist and multi picklist fields

          Hello everyone! We have enhanced the UI of the picklist and multiselect picklist fields on the Zoho Desk iOS app to provide a more refined, efficient, and user-friendly experience. We have now supported an option to Search within the picklist and multiselect

        • Zoho Desk iOS app update: Revamped scribbles with Apple pencil kit

          Hello everyone! We’re excited to introduce a revamped Scribble experience, rebuilt from the ground up using Apple PencilKit for smooth strokes, proper scaling, and seamless image uploads. Please update the app to the latest version directly from the App

        • Zoho Desk Android app update: Norwegian language support

          Hello everyone! In the most recent Android version of the Zoho Desk app update, we have brought in support to access the app in Norwegian language. We have introduced the Norwegian language on the IM module of the Zoho Desk app as well. Please update

        • Is it possible to roll up all Contact emails to the Account view?

          Is there a way to track all emails associated with an Account in one single view? Currently, email history is visible when opening an individual Contact record. However, since multiple Contacts are often associated with a single Account, it would be beneficial

        • Function #53: Transaction Level Profitability for Invoices

          Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.

        • Payment Vouchers

          Is there any Payment Vouchers in Zoho? How can we create payment for non-trade vendors, i.e. professional fees, rent, and payment to commissioner income tax?

        • API in E-Invoice/GST portal

          Hi, Do I have to change the api in gst/e-invoice portal as I use zoho e books for my e-invoicing. If yes, please confirm the process.

        • When I click on PDF/PRINT it makes the invoice half size

          When I click PDF / Print for my invoice in Zoho Books, the generated PDF appears at half size — everything is scaled down, including the logo, text, and layout. The content does not fill the page as it should. Could someone advise what causes Zoho Books

        • Search by contain letter in a column

          Hello, everyone I need a filter function that searches by letter in a cell, and it should be a macro. To clarify further, if I have a column with several names and I chose a search cell and what I want is search by a single letter, for example, "a" then

        • Archiving Contacts

          How do I archive a list of contacts, or individual contacts?

        • Enrich your contact and company details automatically using the Data Enrichment topping

          Greetings, I hope you're all doing well. We're happy to announce the latest topping we've added to Bigin: The Data Enrichment topping, powered by WebAmigo. This topping helps you automatically enhance your contact and company records in Bigin. By leveraging

        • Easier onboarding for new users with stage descriptions

          Greetings, I hope all of you are doing well. We're happy to announce a recent enhancement we've made to Bigin. You can now add descriptions to the stages in your pipeline. Previously, when creating a pipeline, you could only add stages. With this update,

        • Zoho Books Invoices Templates

          It would be really helpful to have more advanced features to customise the invoice templates in Zoho Books. Especially I´m thinking of the spacing of the different parts of the invoice (Address line etc.). If you have a sender and receiver address in

        • Can add a colum to the left of the item in Zoho Books?

          I would need to add a column to the left of the item column in Books. When i create custom fields, i can only display them to the right of the item.

        • Verifying Zoho Mail Functionality After Switching DNS from Cloudflare to Hosting Provider

          I initially configured my domain's (https://roblaxmod.com/) email with Zoho Mail while using Cloudflare to manage my DNS records (MX, SPF, etc.). All services were working correctly. Recently, I have removed my site from Cloudflare and switched my domain's

        • AI Bot and Advanced Automation for WhatsApp

          Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:

        • Improved Contact Sync flow in Google Integration with Zoho CRM

          Hello Everyone, Your contact sync in Google integration just got revamped! We have redesigned the sync process to give users more control over what data flows into Google and ensure that this data flows effortlessly between Zoho CRM and Google. With this

        • 2025 Ask the Experts sessions wrap-up : Key highlights from the experts

          Here is a rewind journey of our Ask the Experts (ATE) Sessions, where we brought you expert insights and practical best practices together in one place. This recap highlights the key takeaways, learnings, and best practices from all these sessions so

        • New Enhancements to Zoho CRM and Zoho Creator Integration

          Hello Everyone, We’ve rolled out enhancements to the Zoho Creator and Zoho CRM integration to align with recent updates made to the Zoho Creator platform. With enhancements to both the UI and functionality, This update also tightens access control by

        • How to disable the edit option in subform

          How to disable the edit option in subform

        • Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!

          Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficient

        • Adding non-Indian billing address for my Zoho subscription

          Hey Need help with adding a non-Indian billing address for my Zoho subscription, trying to edit the address to my Singapore registered company. Won't let me change the country. Would appreciate the help. Regards, Rishabh

        • Is it possible to enforce a single default task for all users in a Zoho Projects ?

          In Zoho Projects, the Tasks module provides multiple views, including List, Gantt, and Kanban. Additionally, users can create and switch to their own custom views. During project review meetings, this flexibility creates confusion because different users

        • Move record from one custom module to another custom module

          Is it possible to create a button or custom field that will transfer a record from one custom module to another? I already have the 'Leads' module used for the Sr. Sales department, once the deal is closed they convert it to the 'Accounts' module. I would like to create a 'Convert' button for a custom module ('Locations') for the department that finds locations for each account. Once the location is secured, I want to move the record to another custom module called 'Secured Locations'. It's basically

        • Convert Lead Automation Trigger

          Currently, there is only a convert lead action available in workflow rules and blueprints. Also, there is a Convert Lead button available but it doesn't trigger any automations. Once the lead is converted to a Contact/Account the dataset that can be fetched

        • Notes Not Saving

          Hello,  My notes are continuously not saving.  I make sure to save them, I know the process to save them.  It is not operator error.  I go back into a Leads profile a while later and do not see the previous notes that I have made.  I then have to go back and do unnecessary research that would have been in the notes in the first place.  Not a good experience and it is frustrating.  Slows me down and makes me do unnecessary work.  Please resolve.   As a quick heads up, deleting cookies is not a fix

        • Next Page