Sending a Document

Sending a document out for signatures using Zoho Sign is a very quick and easy task.

There are two options available on your Zoho Sign dashboard for you to send out documents:

  • If you would like to send out documents requesting signatures from one or more people, click Send for signatures.
    • Drag and drop
    • Upload
    • Import
      1. Upload documents
      2. Enter document details
      3. Add recipient details
      4. Add form fields
      5. Send documents
      6. If you would like to sign one or more documents yourself and email a signed copy to other people, click Sign yourself.

        Send for Signatures

        You can upload documents and send them to one or more recipients to request their signatures, using the Send for Signatures section in Zoho Sign.

        To access this section, log in to Zoho Sign and click Send for signatures on your dashboard, or click the plus icon  on the left navigation panel and select Send for signatures from the dropdown menu.

        Sending documents out for signatures is a simple process that follows five key steps:

      Upload Documents

      The first step is to upload the documents that need to be sent out for digital signatures.

      Documents can be uploaded onto Zoho Sign in three ways:

    • If the delivery type selected is Email, the recipients will automatically receive a system-generated authentication code via email when they try to access the documents.Drag and dropTo add documents from your device, you can drag and drop the files from their location onto the Send for signatures section in Zoho Sign on your browser.UploadClick Upload to open an explorer box, navigate to the location of the files on your device, select the files needed, and click Choose to upload them. If there is more than one document, repeat the process for each file that has to be added.Import

      You can also import files from other cloud storage services, such as DropBox, Google Drive, and Zoho Docs. Click the Import option to open the Cloud Picker dialog box and select your cloud application from the left menu. You can then navigate to the location of the files on your storage explorer, choose the files, and click Attach to import them.

      You can upload a maximum of ten documents at a time.
      The overall size of the uploaded documents cannot exceed 25MB.
      The supported file types are: pdf, jpg, jpeg, png, doc, docx, odt, rtf, txt, html, htm, tex, and sxw.

      Document Details

      You can add different details associated with the documents in this section.

      Document name

      Enter a name for the document. It must be less than 100 characters in length. The name can include letters, numbers, and the following special characters: [!@#$%&*()]. If no name is entered, the name of the document will be set to the name of the uploaded file by default.

      Time to complete

      Set a deadline for the recipients to sign the documents (in days) from the time they receive them. The documents will expire after this period, and the recipients will not be able to access them beyond the deadline.

      Document validity period

      Set the duration that the signed documents will be valid for. You can either set the documents to be valid forever, or specify a date by choosing the Select Date option in the field dropdown to set a date manually.

      Document type

      Categorize uploaded documents based on their type. You can assign an existing type to the uploaded documents or create a new one to assign. Document type is set to Others by default. To create a new document type, click the plus icon  next to the dropdown field and enter the name of the type in the field.


      Create folders to easily group and manage your documents. You can choose an existing folder, or create a new one to add the uploaded documents to. To create a new folder, click the plus icon  next to the dropdown field and enter the name of the folder in the field.


      Add a suitable description and other additional details, if any, for the documents.

      Document Fields

      Preview the uploaded documents and add the signature and text fields for the recipients to fill in the document viewer.

      The document viewer will list the documents uploaded in the left pane, the active document in the center, the recipients in the top-right pane, and the available field options in the bottom right pane. You can select the active document from the left pane and simply drag and drop the required document fields from the bottom-right pane onto the document to position them. If there are multiple recipients, repeat this for each recipient by selecting them from the top-right pane.

      After the document fields have been set for each recipient, click Send to open the confirmation dialog box.

      For custom Text fields, you can validate signer input by setting the Validation dropdown to a preferred format of data or even add a custom regex. All fields have a Data label field for identification and mapping of data. For example, you may choose to add multiple fields which is supposed to contain the same data. To do so, simply add the fields and set their data label to a common value. This then functions such that once the signer inputs the data in the first instance, it’s automatically filled in the subsequent fields. Using a common data label across fields can also make the fields share properties between them—WidthHeightCharacter limit, and Validation—in addition to the field name itself. Therefore, no two fields of the same type and same data label can have different values or properties. When the name or properties of any such field is changed, you will be prompted to apply the same across all other fields sharing the data label.

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