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

    • Recent Topics

    • No bank feeds from First National Bank South Africa since 12 September

      I do not know how Zoho Books expects its customers to run a business like this. I have contacted Zoho books numerous times about this and the say it is solved - on email NO ONE ANSWERS THE SOUTH AFRICAN HELP LINE Come on Zoho Books, you cannot expect

    • Citation Problem

      I had an previous ticket (#116148702) on this subject. The basic problem is this; the "Fetch Details" feature works fine on the first attempt but fails on every subsequent attempt, Back in July after having submitted information electronically and was

    • Failing to generate Access and Refresh Token

      Hello.  I have two problems: First one when generating Access and Refresh Token I get this response:  As per the guide here : https://www.zoho.com/books/api/v3/#oauth (using server based application) I'm following all the steps. I have managed to get

    • Zeptomail 136.143.188.150 blocked by SpamCop

      Hi - it looks like this IP is being blocked, resulting in hard bounces unfortunately :( "Reason: uncategorized-bounceMessage: 5.7.1 Service unavailable; Client host [136.143.188.150] blocked using bl.spamcop.net; Blocked - see https://www.spamcop.net/bl.shtml?136.143.188.150

    • Apply transaction rules to multiple banks

      Is there any way to make transaction rules for one bank apply to other banks? It seems cumbersome to have to re-enter the same date for every account.

    • How to bulk update records with Data Enrichment by Zia

      Hi, I want to bulk update my records with Data Enrichment by Zia. How can I do this?

    • How do I split a large CSV file into smaller parts for import into Zoho?

      Hi everyone, I’m trying to upload a CSV file into Zoho, but the file is very large (millions of rows), and Zoho keeps giving me errors or takes forever to process. I think the file size is too big for a single import. Manually breaking the CSV into smaller

    • Client Script Payload Size Bug

      var createParams = { "data": [{ "Name": "PS for PR 4050082000024714556", "Price_Request": { "id": "4050082000024714556" }, "Account": { "id": "4050082000021345001" }, "Deal": { "id": "4050082000023972001" }, "Owner": { "id": "4050082000007223004" }, "Approval_Status":

    • lead convert between modules

      Hello, The workflow we set up to automatically transfer leads registered via Zapier into the Patients module to the Leads module started to malfunction unexpectedly on September 25, 2025, at 11:00 AM. Under normal circumstances, all fields filled in the

    • Flow Task Limits - How to Monitor, Understand Consumption?

      So, I got an email last night saying that I've exhausted 70% of my tasks for this month, and encouraging me to buy more tasks. I started to dig into this, and I cannot for the life of me figure out where to find any useful information for understanding,

    • Cross References Do Not Update Correctly

      I am using cross references to reference Figures and current am just using the label and number, i.e. Figure #. As seen here: When I need to update the field, I use the update field button. But it will change the cross reference to no longer only including

    • Manage control over Microsoft Office 365 integrations with profile-based sync permissions

      Greetings all, Previously, all users in Zoho CRM had access to enable Microsoft integrations (Calendar, Contacts, and Tasks) in their accounts, regardless of their profile type. Users with administrator profiles can now manage profile-based permissions

    • How to Track and Manage Schedule Changes in Zoho Projects

      Keeping projects on track requires meticulous planning. However, unforeseen circumstances can cause changes to schedules, leading to delays. It becomes important to capture the reason for such changes to avoid them in the future. Zoho Projects acknowledges

    • Is there a notification API when a new note is addeding

      Trying to push to Cliq, or email notification when there's a new note added in module. How to implement this?

    • Collaborate Feature doesn't work

      Hello Team. It seems that the collaborate section is broken? I can post something but it all appears in "Discussions". In there is no way how I would mark something as Draft, Approval, post or any of the other filter categories? Also if I draft a post

    • Edit Permission during and after approval?

      When a record is sent for approval Can a user request for edit permission from the approver? We don't want to give edit permissions for all the records under approval Only on a case-by-case basis How can we achieve this?

    • Zoho web and mobile application not workingn

      Both zoho forms web and mobile application aren't working. I have checked my network connections and they are fine.

    • Introducing the revamped What's New page

      Hello everyone! We're happy to announce that Zoho Campaigns' What's New page has undergone a complete revamp. We've bid the old page adieu after a long time and have introduced a new, sleeker-looking page. Without further ado, let's dive into the main

    • Bulk Moving Images into Folders in the Library

      I can't seem to select multiple images to move into a folder in order to clean up my image library and organize it. Instead, I have to move each individual image into the folder and sometimes it takes MULTIPLE tries to get it to go in there. Am I missing

    • Latest updates in Zoho Meeting | Breakout rooms and End to end encryption

      Hello everyone, We’re excited to share a few updates for Zoho Meeting. Here's what we've been working on lately: Introducing Breakout Rooms for enhanced collaboration in your online meetings and End-to-end encryption to ensure that the data is encrypted

    • Systematic SPF alignment issues with Zoho subdomains

      Analysis Period: August 19 - September 1, 2025 PROBLEM SUMMARY Multiple Zoho services are causing systematic SPF authentication failures in DMARC reports from major email providers (Google, Microsoft, Zoho). While emails are successfully delivered due

    • Accidentally deleted a meeting recording -- can it be recovered?

      Hi, I accidentally deleted the recording for a meeting I had today. Is there a way I can recover it?

    • How to access email templates using Desk API?

      Trying to send an email to the customer associated to the ticket for an after hours notification and can't find the API endpoint to grab the email template. Found an example stating it should be: "https://desk.zoho.com/api/v1/emailtemplates/" + templateID;

    • Update Portal User Name using Deluge?

      Hey everyone. I have a basic intake form that gathers some general information. Our team then has a consultation with the person. If the person wants to move forward, the team pushes a CRM button that adds the user to a creator portal. That process is

    • Unable to retrieve Contact_Name field contents using Web API in javascript function

      Hello, I've added a field in the Purchase Order form to select and associate a Sales Order (Orden_de_venta, lookup field). I've also created a client script to complete some fields from the Sales Order (and the Quote), when the user specifies the related

    • Updating Woocommerce Variation Products Prices Via Zoho CRM

      I can update product prices with this flow: But I can't update variant products. I got a code from Zoho for this, but I couldn't get it to work. It needs to find the product in the CRM from the SKU field and update the variation with the price there.

    • Emails Disappearing From Inbox

      I am experiencing the unnerving problem of having some of the messages in my inbox just disappear.  It seems to happen to messages that have been in there for longer than a certain amount of time (not sure how long exactly). They are usually messages that I have flagged and know I need to act on, but have not gotten around to doing so yet.  I leave them in my inbox so I will see them and be reminded that I still need to do something about them, but at least twice now I have opened my inbox and found

    • Power of Automation :: Automatic removal of project users once the project status is changed.

      A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and

    • Customizing Form Questions per Recipient Group in Zoho Campaigns/Forms

      Hello everyone, I would like to ask if it’s possible in Zoho Campaigns or Zoho Forms to send out a campaign where the form questions can be customized based on the group of recipients. Use case example: I have prepared 20 questionnaire questions. For

    • Every time an event is updated, all participants receive an update email. How can I deactivate this?

      Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happening

    • Forms - Notification When Response Submitted

      How do I set it up to generate an email notification when a response (class request) is submitted?

    • How to disable user entry on Answer Bot in Zobot

      Hi, I have an Answer Bot in my Zobot, here is the configuration: I only want the user to choose 1 of the 4 the options I have provided: When no answer found, user chooses 'I'll rephrase the question' or 'Ask a different question When answer is found,

    • More admin control over user profiles

      It's important for our company, and I'm sure many others, to keep our users inline with our branding and professional appearance. It would be useful for administrators to have more control over profile aspects such as: Profile image User names Email signatures

    • Please Make Zoho CRM Cadences Flexible: Allow Inserting and Reordering Follow-Up Steps

      Sales processes are not static. We test, learn, and adapt as customers respond differently than expected. Right now, Zoho Cadences do not support inserting a new step between existing follow-ups or changing the type of an existing primary step. If I realize

    • Clear Tag & Linking Between Quotes and Sales Orders

      Hi Zoho Team, In Zoho Books, when a quote is converted into a sales order, it would be extremely useful to have: A clear tag/indicator on the quote showing that it has been converted into a sales order. A direct link in the sales order back to the originating

    • Add Direct Ticket Link to Zoho Help Center Portal in Email Replies

      Hi Zoho Support Team, We hope you're doing well. We’d like to request a small but valuable improvement to enhance the usability of the Zoho Help Center portal (https://help.zoho.com/portal/en/myarea). Currently, when someone from Zoho replies to a support

    • [Webinar] Deluge Learning Series - AI-Powered Automation using Zoho Deluge and Gemini

      We’re excited to invite you to an exclusive 1-hour webinar where we’ll demonstrate how to bring the power of Google’s Gemini AI into your Zoho ecosystem using Deluge scripting. Whether you're looking to automate data extraction from PDFs or dynamically

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

    • New in Cadences: Option to Resume or Restart follow-ups when re-enrolling records into a Cadence, and specify custom un-enrollment criteria

      Managing follow-ups effectively involves understanding the appropriate timing for reaching out, as well as knowing when to take a break and resume later, or deciding if it's necessary to start the follow-up process anew. With two significant enhancements

    • Next Page