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Zoho Sign Integration

Learn how to integrate Zoho Sign with Esign Documents in Vtiger CRM!
S
Shreya Kulkarni
21 Mar, 2022 - Updated 1 month ago
Table of Contents

Introduction

YouTube video
Watch the video to know about Zoho Sign Integration in detail.
 

Zoho Sign is a cloud-based digital signature app for businesses. Zoho Sign allows you to sign paperwork or send documents for signatures electronically without depending on actual paper documents. 
The Esign Documents module is used to send documents for signatures from Vtiger CRM. All the documents you have sent for signatures are created as records and displayed in the List View of this module.

Zoho Sign with Vtiger CRM

You can now integrate Zoho Sign with Vtiger CRM.. Once installed, Zoho Sign will be a part of the Esign Documents module in the CRM. You can send quotes, invoices, contracts, etc., to your contacts, associates, and team members for digital signatures directly from the CRM. ​​​With this integration, you will be able to use the features of Zoho Sign such as the following: 

  • Add multiple signatories to your documents. 
  • Decide the order in which signatories will have to sign. For example, approvals.
  • Create personalized templates by adding brand images, logos, copyright, and email addresses.
  • Track and monitor the document status and signee details.

You will also be set up alerts in the CRM to tell you when a document is due for signature.

Benefits of using Zoho Sign

  • Dependency on actual paper is reduced.
  • Ease of use and access along with well-equipped secure links.
  • Results in a faster turnaround time.
  • Cost-effective as all paperwork is delivered by email and there is no dependency on mail and courier services.

In this article, you will learn about:

  • Prerequisites for using Zoho Sign 
  • Installing Zoho Sign
  • Configuring Zoho Sign with Vtiger CRM
  • Sending documents for digital signatures using Zoho Sign

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Prerequisites

To integrate Zoho Sign and use it with Vtiger CRM Esign documents:

  •  You must have a business account with Zoho
  •  Your business account with Zoho should be Active.
  •  You must enable Esign Extension in Vtiger CRM.

 Installation

To use Zoho Sign with Vtiger Esign Documents, you need to first install the Esign Extension. 

​​​​​Follow these steps to install the Esign Extension: 

  1. Log into your CRM account.
  2. Click the User Menu.
  3. Click Add-ons on the bottom left corner of the screen.
  4. Look for the Esign Extension.
  5. Click Install.

You have now installed the Esign Extension. With this, you can Integrate Zoho Sign with Vtiger Esign Documents.

Integrating Zoho Sign with Vtiger CRM

​​​Let us learn how to integrate Zoho Sign with the Vtiger Esign Documents module. This process involves navigation between Vtiger CRM and Zoho Sign screens. 

Follow these steps to configure Zoho Sign with Vtiger CRM:

  • Step 1: Zoho API Console Configurations

  • Step 2: Retrieving Client ID and Client Secret

  • Step 3: Go to Vtiger CRM Esign Documents Module

  • Step 4: Configure Zoho Sign with Vtiger Esign Documents


Step 1: Zoho API Console Configurations

Follow these steps for Zoho API Console configuration:

  1. Login to Zoho API Console - https://api-console.zoho.in/

Note

zoho.eu - for European DC

zoho.com.au - for Australian DC

zoho.com - for American DC

  1. Click your Zoho account if displayed.

Or, if your account is not displayed:

  1. Click +Add Client.

  2. Select Server-based Applications.

  1. You will be directed to the Zoho API Console screen. 

4. Enter the below details:
  1. Client Name - Your Zoho account username.
  2. Homepage URL - Name of the main page of your website. For instance, with Vtiger CRM the Homepage URL would be vtiger.ws 
  3. Authorized Redirect URIs - The callback URL, which is your instance URL + Zoho Sign callback URL. For instance, with Vtiger CRM the Homepage URL would be :

  1. Click Create

    1. Click Update if you are updating instance URL information. 

Step 2: Retrieving Client ID and Client Secret

  1. Click the Client Secret tab.

  1. Copy Client ID and Client Secret using the copy icon. (To a Notepad or a document.) 

  2. Now, go to Vtiger CRM.

Step 3: Go to Vtiger CRM Esign Documents Module

Follow these steps to go to Vtiger CRM Esign Documents Module:

  1. Log in to your CRM account.

  2. Click the Main Menu.

  3. Click Essentials.

  4. Look for Collaboration.

  5. Select Esign Documents.

You will now be directed to the Esign Documents module.

Step 4: Configure Zoho Sign with Vtiger Esign Documents

Follow these steps to configure Zoho Sign with Vtiger Esign Documents:

  1. Click Configure Service.

  1. Select Zoho Sign.

  1. Add Configuration Details popup opens.

  1. Paste the copied Client ID in the Client ID field.

  2. Paste the copied Client Secret in the Client Secret field.

  3. Enter the subject of the email in the Email Subject field.

  4. Click Authenticate.

  5. You will be directed to the Zoho Sign sign-in screen shown below.

  1. Enter your Zoho account email address in the Sign In field.

  2. Click Next. You will be directed to the ZohoSign screen shown below.

  1. Click Accept. You will be redirected to the Esign Documents screen.

With this, you have successfully configured Zoho with the Vtiger CRM Esign Documents module.

Sending Documents for Digital Signatures Using Zoho Sign CRM 

Let us learn how to send documents for digital signatures using Zoho Sign from the CRM.
 

To send a document for e-signatures you need to add or select the following information: 

  • Who should sign the document - The contact to whom you want to send the documents for signature.
  • What documents should be signed - The documents you want to send for signature.
  • Email address of the recipient.

Sending a document for signing

It consists of the following steps:

  • Step 1: In Vtiger CRM
  • Step 2: In Zoho Sign 

Now, follow these steps to send an Esign document using Zoho Sign:

Step 1: In Vtiger CRM

Follow these steps to send an Esign document using Zoho Sign in Vtiger CRM:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials.
  4. Look for Collaboration.
  5. Select Esign Documents.​​​​​


6. Click +Add Esign Document.
​​​​​​​​​​

7. The Create Esign Document screen is displayed.
8. In the Who should sign this Document? Section, you can:

  1. Select the module where the Signee 1 (contact) is available. 
  2. Select the Signee 1 contact from the displayed CRM contacts list.
  3. Once the Signee 1 contact is selected, their respective email will appear by default.
  4. Use the +Add Signee button to add additional (multiple) signees to the document. 

9. In the What Documents should be signed section, you can select the document location.


 

  1. Select Upload File if the document you want to upload is on your system. You can use browse and upload the file from its location or use the drag and drop action. 
  2. Select Internal Document if the file is on CRM.
  3. Select Select Related Module if the file is on any specific CRM module.

Note:
Zoho Sign allows:

  • You can upload only one document at a time.
  • File size - not more than 50 MB
  • File formats - pdf, text, ms word, png, jpeg, vnd.openxmlformats-officedocument.spreadsheetml.sheet, vnd.ms-excel.


10. In the Add Email Details section, you can:

  1. Enter the Email Subject in the Email Subject field.
  2. Enter the Email Note in the Email Note field.
11. Click Save and Send for Signature.

Step 2: In Zoho Sign

Follow these steps to send an Esign document in Zoho Sign:

1. You will be directed to Zoho Sign screen, which allows you to position the signee's signature.

2. Drag and Drop the Signature tab or any other tabs from the Fields section into the document wherever desired. This lets your signee add their signature on the document where you have positioned it.

3. Click Send. You will be directed to the Esign Documents List View. The Esign Documents List View displays all the documents you have sent and their status as records. The document you recently sent will be displayed with the status as Sent.



With this, you have successfully sent an Esign Document using Zoho Sign.

Adding Multiple Signatories to a Document

Limitations

The following limitations apply when you use Zoho Sign for digital signatures: 

  • You can add a maximum of 3 signees by clicking +Add Signee.
  • When you have multiple signees, the second and third signee will be able to sign only after the first signee signs, 
  • When you have multiple signees, the second and third signee will not be able to sign, if the first signee discards the document. 
  • You can use the Delete icon to delete the signees added, prior to sending the documents for signature and not once sent.

Esign Documents - List View 

Let us understand the List View of Esign Documents module.


All the documents you have sent for signatures from the Esign Documents module are displayed in the Esign Documents List View.

You can view the following on the List View:

  1. All the Esign Documents listed with their respective statues.

  2. Add Esign Document - Let's you create a new esign document.

  3. Configure Service - Let's you configure the required Esign portal service settings.

Esign Documents Record Statuses

Let us understand the different Zoho Sign Esign Documents record statuses.

The following statuses are available for an Esign Document record:

  • Created - When you draft and save a document that you need to send

  • Sent - When you successfully send a document

  • Delivered - When your signee has successfully received a document

  • Seen - When your signee has only seen the document

  • Signed - When the signee signs the document record.

  • Completed - When the document is signed by all your signees

  • Declined - When the signee refuses to sign the document

  • Cancelled - When your signee has discarded the document

  • Processing - When the document is yet to be signed by all your signees​​​​​

Did you know?

Vtiger offers automated tracking and updation of the Esign Document record status.

 

Esign Documents - Summary View

Let us understand the Summary View of an Esign Documents record.
 



Clicking on a record in the Esign Documents List View  will display the Summary View of that record.

You can view the following in the Summary View:

  1. In the Details section, the following is displayed -

  • Name: Signee name.

  • Recipient Email: Signee email address.

  • Sent On: The day you sent the Esign Document.

  • Signed On: The day the Esign Document was signed by the signee.

  • Status: Esign Document status.

  1. In the Activity section, you can view the comments you received and posted for the specific Esign Document.

Esign Documents - Detailed View

From the Detailed View of the Esign Document record, you can use the following icons:

  1. One View - View the Signee details for the specific contact or organization as shown below.

  1. Attachments - View the documents you sent and received. 

  1. Email Details - View the subject and note in the email sent.

 

Note:

You can disable Zoho Sign from the Esign Documents module by clicking Revoke Access. The Revoke Access button is available in the List View.

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