Send Zoho Sign documents from Zoho CRM (auto-populate fields)

[@samuellion4145]

I have to say you killed this video. Such a good explanation and visual presentation of the steps and how to work it. Thank you very much!

[@blungo]

I'm glad you liked the video and it was helpful to you!

[@SuperskillsCoUkTraining]

I have been fighting with getting Zoho Sign & Zoho CRM integration working effectively for weeks and must have watched loads of videos - but in seven and a half minutes, you have solved my problem (and will save me hours on repetitive tasks adjusting fields in mail merge documents. Thanks for taking the trouble to post this video!

[@blungo]

I'm glad the video helped! Thanks for sharing!

[@mondalealarissa4195]

Thank you for this video. It's wonderful. How could I cancel if I send to the wrong person?

[@blungo]

To cancel a Zoho Sign document that you have sent, you have to do it from Zoho Sign. Go to Sign, then on Documents, click on "all". You will see a list of documents. Click on the 3 dots next to the document you want to cancel, and then click on "recall". You can also delete the document from the same tab.

[@mondalealarissa4195]

@@blungo I did it. Thank you so much

[@sekz]

Hey, amazing video! Everything works when I tested it. I have a different scenario. How can you bulk send (2 or more people) template contracts with auto-pop fields BUT also auto-pop and copy their second email address?

[@blungo]

Glad you liked the video. To bulk send a Zoho Sign document you are going to have to create a custom button that triggers a custom function. You also have the option to use Mail Merge (a Zoho Writer doc that populates info from the CRM), but you still need the function and the button. I'm not sure if it's possible to send a copy of the document to a secondary email address. Maybe Zoho Support can answer that question.

[@glendaflores2910]

Thank you for this wonderful video Andy! I have followed all the steps and have successfully sent the first document out for signature. Now, since we are still on the testing phase, I have encountered an issue. I have some optional fields in my CRM, since (real estate/ ei: homeowner and homeowner 2) these fields are not always going to be filled, when I go to the template and the screen shows the mapping, in the column on the right, some fields are blank, since these don't apply, (ei: homeowner 2), and when I hit next, there is an error message that does not allow me to continue. And now I have realized that it's because these fields are blank, is there a workaround? --The fields are set as optional in the field creation in Zoho Sign.

[@blungo]

I'm glad the video was helpful! There's no way to add logic to the integration, but you could create a few templates for the different scenarios (ie: 1 homeowner sign template, 2 homeowners homeowner sign template, etc). If this is not possible given that the number of templates is very high, maybe a custom function would do the work. For this, you need to hire a Zoho Deluge developer. Another alternative is to use Mail Merge (Zoho Writer), instead of a Zoho Sign template. Using Mail Merge will merge the fields that exist, and will leave the rest blank, but you need to set up the mail merge template in Writer first, and then, when you are about to send a contract from the CRM, you have to select it just as you selected the Zoho Sign template.

[@Zartamful]

it's possible to do in a bulk operation, I mean instead of enter in every deal, in the report view select multiple deals and send zoho sign template?

[@blungo]

This extension does not allow to do what you described in your question, but you could use a custom function. There are some limitations when creating a custom function, but overall, you can select multiple deals and send the document to all of them by clicking on a button.

[@thersiconcept]

Hello Andy, thanks for your videos. However, I need help adding zoho sign to a custom module for my client please I need help. I need to add a button that will trigger zoho sign in a custom module. Thanks for your videos so far. You are the best man.❤

[@blungo]

Hi! It's possible to add a "zoho sign" button to a custom module, but you will have to create a custom button. Here's an article that explains how to do it: help.zoho.com/portal/en/community/topic/can-we-add-zoho-sign-to-a-custom-module If you need any help, leave your info our our website and we can schedule a consulting session.

[@levelwu]

Thanks for the video tutorial, that looks super slick. Can you insert the CRM fields into text paragraphs in a true style of mail merge or is the text treated more like an image and you place fields on top of it?

[@blungo]

I'm glad the tutorial was helpful! When the PDF document is generated, you can still select the text on it. The problem is, the document text and the "merge" text are on different layers. So it's a little tricky to select everything correctly. If you need to be able to select the text easily, the best way to do it is by using mail merge.

[@levelwu]

@@blungo Thanks for confirming this. It's a shame that the document still needs to be pre-populated or have the blank 'placeholders' where the variables will be placed on top. It would be nice if they could do it all on the fly and adjust the formatting.

[@blungo]

@@levelwu You can use mail merge with Zoho Sign, and it works the same as with a PDF. At 4:03 you can see that it asks to select the template. You can choose a mail merge document that you had preconfigured from the CRM (including signature). Then, you send the document just as I did. The difference is that there are no placeholders. But you have to create and setup the mailmerge document, that might take longer than just using a PDF that you might have already.

[@levelwu]

@@blungo Awesome, that sounds like it is worth the time investment to recreate the document inside the Zoho Writer. Thanks again!

[@_GRANTLY]

Hello! I have set up this system, it works very nicely. However, I am getting tired of having to hit the "Send For Signature" button every time (my business is fortunately seeing A LOT of new clients). Is there a way to automatically send a general contract to all new contacts (workflow rule) and then update a CRM field "contract status" from unsigned to signed?

[@blungo]

Hi! I'm glad the business is doing fine! I don't know your sales process, but there are a few different ways you can accomplish the automatic send, and on the other side the field update. You will have to use two different workflows, one for sending the contract, and the other one for updating the deal. You can use Zoho Flow: one flow to send the contract based on some action in the CRM, and the other flow to update the deal when the contract has been signed/completed. The same can be done from the CRM, using workflows and custom functions, but the functions are more complicated to create given that you are combining Zoho CRM and Zoho Sign. Another way is using Zoho Flow to send the contract, and then a field update workflow in the CRM. If you need any help, here's my website: www.blungo.com

[@TroyDoucet]

What if we want two people to esign a document, such as spouses? Is there a way to automate that process before I countersign?

[@blungo]

You have to edit the Zoho Sign template and add a 3rd signature. Then, when you click on "Send with Zoho Sign" from the CRM, you will be prompted to add another email address for the third signature. If the spouse is already in the CRM, you can search for it directly from Zoho Sign window. Another way to accomplish the same would be with a custom function that can completely automate the process. You add the spouse as a "Contact role", and then when you click on "send with Zoho Sign", the contract will be send automatically.

[@zeajorge]

Can I automate the process so everytime a record is created, the contract goes out for signature? ... or must I send it manually every time?

[@blungo]

It's possible to automate the process, but you will have to create a custom function. Depending on the project requirement, you will use mail merge or the Zoho Sign API. Zoho Support might be able to provide the function.

[@zeajorge]

@@blungo Can I do it using Flow? Integrating CRM and SIGN? ... I've not used FLOW ever.

[@blungo]

It looks like it is possible to do it with Flow, but it will depend on the project requirements. The best way to do it it by creating the workflow in the CRM. This workflow will trigger a webhook, and the webhook will trigger the Flow. But if this is too difficult to set up, you can do it with the Zoho Flow triggers for CRM.