Skip to product menu
Zoho sign
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content
Zoho sign

Basic concepts

You need to understand the basic structure of how our system is organized and what parameters you have control over while sending documents for signature through our APIs. This section explains the basic concepts that are involved in using Zoho Sign.

Documents

Documents in Zoho Sign are the signature requests that you create and send out for signature. Every document has a unique ID that you obtain when you create the document. This document ID has to be passed through the request_id key in all API calls.

Each document has the following parts:

  • Files: Multiple files can be added to a document. A document must have at least one file associated with it before it is sent.
  • Actions: Actions are the recipients who are part of the signature workflow. A document must have at least on action, or signer, before it is sent.

Document-related details

Data KeyDescriptionModifiable
request_name *The name of the documentYes
request_type_id *The document type of the documentYes
request_type_name *The name of the associated document typeNo
notesNotes are sent to all recipientsYes
is_sequential *Whether the document is sent to the recipients in orderYes
expiration_days *The number of days after which the document will expire and cannot be signedYes
email_remindersWhether to remind signers that they need to sign the documentYes
reminder_periodThe interval to remind signers at in number of daysYes
folder_idThe ID of the folder to associate the document withYes
documentsThe list of files and file details associated with this document. This will be a JSON array with one JSON object for each file.Yes
actions *The list of ctions associated with this document. This is the recipients who are part of the signature flow. This is a JSON array with one JSON object for each action.Yes
request_statusThe status the document is in. This is automatically updated based on user actions.No
created_timeThe time the document was createdNo
modified_timeThe time the document was last modifiedNo
sign_submitted_timeThe time the document was sent for signature.Only for documents with the status in progress,completed,expired,declined,or recalled.No
action_timeTime the last user action was performed, for example, the last signature on the document or the time it was recalled or declined.No
self_signWhether the document is to be signed by yourself onlyYes
descriptionDescription of the documentYes
owner_emailEmail address of the document owner.Automatically populated with the API user's email address.No
owner_first_nameFirst name of the document owner.Automatically populated with the API user's name.No
owner_last_nameLast name of the document owner.Automatically populated with the API user's name.No
sign_percentagePercentage of completion of the signing process.Only available for in progress and completed documents.No
deleted_actionsAn array of action_ids in case you need to delete any recipients that have been added. This is only to be sent and will not be returned from the server.Yes
Files

Files are parts of the Zoho Sign document. Every document can have up to 10 files. Every file has a unique ID. This ID is found in the document_id key in API calls and responses. The ID is generated by the system when you upload the files and is returned in the response.

Data KeyDescriptionModifiable
document_id *Unique ID associated with the fileNo
document_name *File name with extensionNo
document_sizeFile size in bytesNo
total_pagesThe number of pages in the fileNo
document_orderThe order of the document in the signature request, starting from 0. This is automatically assigned based on the order the document is uploaded and can be modified when updating the document.Yes

You can use the APIs to upload a file and the other details will be calculated by the system. The order of the documents can be modified.

Actions

Actions are the recipients who are part of the document signing workflow. Each action has a unique ID as part of the "action_id". The ID is generated by the system automatically when you first add the recipient. The action_id must be specified any time modifications are made to the recipient details.

There are three types of recipients in Zoho Sign, and the recipient type is specified in the API using the "action_type" key. These are the recipient types and their action_type values:

Recipient TypeDescriptionaction_type
SignerRecipient who has to sign the documentSIGN
Receives a copyThe recipient only receives a copy of the document to view. No action to be performed.VIEW
In-person signerRecipient who is signing in person using the device of another Zoho Sign user in the organizationINPERSONSIGN
Data KeyDescriptionModifiable
action_id (auto generated)Unique ID of the actionNo
recipient_name *Name of recipient. Name of host if the action type is INPERSONSIGNYes
recipient_email *Email address of recipientYes
action_type *Type of recipient as specified in the tableYes
private_noteMessage to be sent privately to a particular recipientYes
signing_order *Integer indicating the order of the recipient in the signing processYes
verify_recipient *Boolean indicating whether a verification code has been set for the recipientYes
verification_type

Type of verification set for the recipient:

EMAIL, OFFLINE, or SMS

Yes
verification_codeVerification code to be used if the verification type is OFFLINEYes
recipient_phonenumberPhone number of the recipient: required if SMS verification is usedYes
recipient_countrycodeCountry code of recipient's phone number: required if SMS verification is usedYes
is_revokedWhether the recipient's access has been due to entering the wrong code three timesNo
action_statusCurrent status of the recipient indicating whether they have viewed or signed the document: UNOPENED, VIEWED, or SIGNEDNo
in_person_nameName of the in-person signer if the action type is INPERSONSIGNYes
in_person_emailEmail id of the in-person signer in case the action type is INPERSONSIGNYes
is_hostThis is true if the action is in-person signatureNo
fields *The details of the fields assigned to this recipient. Does not apply to action_type VIEW. A JSON array where each object contains field details.Yes
Field coordinate system

The coordinates of fields added in Zoho Sign must be specified. The coordinate system of documents has the origin positioned at the top left corner of the PDF. We allow any positive dimension to be specified from (0,0) and the field will be placed at the appropriate location. If the field exceeds the width or height of the page, you will not be able to view the field but it will be placed. 

The range of visible coordinates depends on the width and orientation of the page. For example, an A4 size page in portrait orientation has a width of 595 and height of 842. A different paper size and different coordinates on the page would result in a different position.

Fields

Fields are added to Zoho Sign documents for signers to fill in data when they sign the document using Zoho Sign. Zoho Sign supports these field types:

FieldDescriptionAPI  NameField Category
SignatureSignature of the signerSignatureimage
InitialInitials of the signerInitialimage
EmailEmail address of the signer (filled automatically)Emailtextfield
CompanyCompany name of signerCompanytextfield
Job titleJob title of the signerJobtitletextfield
Sign dateDate of signing the document (filled automatically)Datedatefield
Text fieldAny text fieldTextfieldtextfield
Full nameFull names of signers (filled automatically for people with Zoho Sign accounts)Nametextfield
Check boxA check box field that users can choose to check or uncheckCheckboxcheckbox
AttachmentAn attachment field to add supporting documentAttachmentfilefield
DateField to get dates from signers (ex DOB, DOJ)CustomDatedatefield

Fields of any type can be added to documents as part of a particular action.

Each type of field has a unique ID that is specific to each Zoho Sign account. The ID for a particular account can be retrieved using the call to get field type. Each field has a unique field_id that is autogenerated by Zoho Sign once the field has been added to the document.

Every field contains the following information:

Data KeyDescription Applies To
field_id (autogenerated)Unique ID of the field. Autogenerated and cannot be modified.All fields
field_type_idThe ID for the field typeAll fields
field_name*The name of the field to be addedAll fields
field_label*The label of the fieldAll fields
action_id *The ID of the action the field needs to be added toAll fields
x_coord *The x coordinate of the location where the field is to be placedAll fields
y_coord *The Y coordinate of the place where the field is to be placedAll fields 
abs_width *Width of the field in terms of the coordinate systemAll fields
abs_height *Height of the field in terms of the coordinate systemAll fields
is_mandatory *Whether or not the field is mandatory. If this is false, users do not have to fill in this field.Text fields and check boxes. Other fields are always mandatory
document_id *The ID of the file the field is to be placed onAll fields
page_no *Page number of the fieldAll fields
action_idAction ID of  the recipient to assignthe field toAll fields
field_category *Category of the field: textfield, image, checkbox, or datefield. Automatically set by the system.All fields 
is_read_onlyWhether the field is read-only or not. If the field is read-only, a default value must be set.Text fields and check boxes
default_valueThe default value of the field. True or false for check boxes, any text for text fieldsText fields and check boxes
name_formatFormat of the full name field: FIRST_NAME, LAST_NAME, or FULL_NAMEFull name field
date_formatFormat of the date to be displayed Sign date
description_tooltipDescription of the field that would be shown as a tool tipAll fields
text_propertyText formatting propertiesText fields and date fields

Text and date type fields have additional text properties associated with them for formatting the text. This ensures you can format these fields to appear to match the document contents. This is part of the text_property object of the field data.

Data KeyDescription
font Name of the font to be used
font_sizeInteger indicating the font size to be applied
font_colorThe font color to be used as the hex code (e.g.- 000000 for black)
is_boldIndicates whether the text is bold
is_italicIndicating whether the text is italic

Changes can be made to any field by passing the field properties along with the previously generated field_id property.

Templates

Templates in Zoho Sign are commonly used documents which are saved with placeholders for recipients and fields already added and set up. These can be easily used at the time of sending giving only the recipient details and any data to be prefilled.

  • Templates have all the data related to documents as mentioned in previous sections.
  • There are a few small differences between the attributes of documents and templates.
  • template_name is used instead of request_name for a template. 
  • document_fields - this is a JSON array used to define Prefill fields. Each JSON object in the array represents each of the files in the document. The attributes of each object are :
Data KeyDescriptionModifiable
document_id *ID of the document associated with this fieldYes
fields *A JSON array with the details of the fields to be prefilledYes
deleted_fieldsIf any prefill fields have been deleted, their IDs will need to be included here Yes

In addition to those, each action can also have the following additional attributes.

Data Key DescriptionModificable
roleA placeholder role to be added to the template. This will be filled when using the templateYes

When using a template, you will need to send the details about each action similar to what is done with sending documents for signature. In addition to this if there are prefill fields, then you will need to send those as well.

Request Demo