Turn document signatures into automatic updates and notifications inside Zoho CRM
If you’ve ever sent a quote or agreement through Zoho Sign and then waited hoping you’d remember to check when it’s signed you’re not alone. Good news: Zoho CRM can handle that for you.
The secret? A built-in module you might’ve overlooked.
The Hidden Power of the Zoho Sign Documents Module
Every time you send a document via Zoho Sign from inside Zoho CRM, it creates a record in a special module: Zoho Sign Documents. That record tracks the document’s status whether it’s a draft, signed, recalled, or expired.
That’s where the automation magic starts.
Triggering Workflows Based on Document Status
Let’s say you want an email to go out or a deal to update the moment someone signs your document. You’d create a workflow rule based on the Zoho Sign Documents module. Use “Record Action: Edit” as your trigger, and set the criteria to “Status = Signed.”
You can also filter further. Maybe you only want to trigger automation for signed quotes not service agreements. Add a condition to check the document name.
From Signature to CRM Update Automatically
Want more than a basic notification? That signed document holds a reference to the original CRM record it’s tied to like a quote, deal, or account. Use that ID to create a custom function in your workflow. Now you can update related fields, statuses, or even walk the record chain back to the customer level.
This means once a quote is signed, your CRM can mark it as approved, notify sales, and update the account record all in one go.
Why This Matters
Clean handoffs and real-time updates make a huge difference. It’s not just about speed. It’s about making sure your team knows what’s happening, without needing to dig for it.
If you're already using Zoho Sign with Zoho CRM, you’re sitting on powerful automation options. You just need to turn them on.
