Zoho Sign – The tool for your digital signatures

Zoho Sign – The tool for your digital signatures

For most companies, a signature folder is still an essential part of the final decision-making process – documents and contracts are printed out and placed in a folder for management approval. Sustainability? It’s nowhere to be found in this workflow. After all, digitally received documents are printed once, only to be scanned back in and sent by email. In the 21st century, there’s only one answer to this inefficiency – DIGITALIZATION! And a powerful tool for this transformation is Zoho Sign. Discover how it works in this blog post – we guarantee that after reading, you’ll be ready to ditch your signature folder and upgrade to state-of-the-art technology!

What is Zoho Sign?

Document management on point – that’s the promise of Zoho Sign! This software allows you to digitally sign documents, providing a secure and legally binding solution for electronic signatures. With Zoho Sign, you can not only sign documents digitally but also manage them effortlessly – resulting in valuable time savings for you and your team.
Zoho Sign is part of the Zoho ecosystem. Founded in India in 1996, Zoho Corporation has made it its mission to digitize all areas of business – and with great success. Today, the company provides over 45 applications for sales, marketing, human resources, accounting, and more, serving over 100 million users worldwide.

Why should you use Zoho Sign?

Zoho Sign is a leading digital signature solution that simplifies the signing, sending, and management of documents. Not only does it help you operate more sustainably, but it also reduces costs and boosts productivity.
For those with concerns about security, rest assured: Zoho Sign ensures comprehensive data protection through data encryption. Additionally, Zoho Sign complies with international standards such as eIDAS (EU), ESIGN Act (USA), and UETA, as well as 2FA and blockchain-based timestamps for tamper-proofing.
You can fully customize the application and create templates with your own logo. Another practical feature is the ability to collect signatures from multiple recipients at the same time. Thanks to detailed audit trails, changes in the signature process – both internal and external – can be tracked throughout the process.

These are the key features of Zoho Sign

Zoho Sign does more than just trigger digital signatures – it takes a lot of work off your hands. Thanks to notifications, alerts, and reminders for documents that need to be signed, digital and automated workflows are ensured. Documents can also be automatically translated into multiple languages and sent as customized templates. Do you work with multiple systems? Zoho Sign makes it easy to import documents from external applications quickly. And vice versa – Zoho Sign integrates seamlessly with numerous external apps, such as Google Drive and Gmail.
For logging and analysis, audit trails allow you to track changes. Additionally, custom reports on activities and transactions can be generated directly on the platform.
You don’t have to be tied to your desktop workstation to access all these features: With Zoho Sign’s mobile app, you can send, sign, and manage documents on the go.

What are the costs of Zoho Sign?

Zoho Sign is available in three pricing plans: Standard, Professional, and Enterprise, as well as a free edition.
With the free package, you can have up to 5 documents signed per month with a single user. In addition to signing workflows, an authentication code for signatories via email, and signing with USB tokens for DSC, it also includes features such as notifications, document and folder management, import and export of documents, and the mobile app.
The Standard plan, priced at €12 per month per user, expands the service package to include 20 additional documents processed per month, the ability to configure your company’s email alias, additional integrations with Zoho apps, and basic integrations with third-party apps such as Microsoft 365.
For €20 per month per user, the Professional plan allows you to process an unlimited number of documents. It also includes features like template sharing, report creation, integration with Zoho Forms, and access to multilingual support.
In the Enterprise plan, priced at €28 per user per month, you get all the features of the Professional plan, plus additional capabilities such as document approval, a personal signature, mass signing and sending, a blockchain timestamp, an API interface, and much more.

What is a digital signature?

Digital signatures can be likened to electronic fingerprints: they securely link a signatory to a document. The standard format, Public Key Infrastructure (PKI), is used to ensure the highest level of security. PKI is a specialized technology for electronic signatures, providing a secure framework that uses digital certificates and cryptographic keys to enable secure communication and identity authentication on the internet.

The Public Key Infrastructure (PKI) requires the use of a mathematical algorithm to generate long keys: one key is public, while the other is private. When a user digitally signs a document, the signature is created using the signatory’s private key, which remains secret. The algorithm generates data from the document and encrypts it, creating the digital signature. This signature is then stamped with a time stamp. As a result, any changes made to the document after it has been digitally signed automatically invalidate it.

What are digital signatures used for?

First and foremost, digital signatures are used for legally binding electronic contracts and documents such as purchase agreements, tax forms, and approvals. They are also widely used in finance and banking for online banking and transactions. Another significant application area is the healthcare sector, where digital signatures are used for electronic patient records, prescriptions, and consent for medical treatments.

Is Zoho Sign GDPR compliant?

Zoho is GDPR-compliant by design, as it places a strong emphasis on adhering to data protection regulations. In addition to server locations in the EU, end-to-end encryption, and data minimization and control, Zoho Sign also meets European standards for electronic signatures through eIDAS and UETA compliance.

FAQ

Is Zoho Sign part of Zoho CRM?

Zoho Sign is integrated with Zoho CRM, but it functions as a separate tool within the Zoho ecosystem. Zoho Sign can be used directly within Zoho CRM to electronically sign contracts, quotes, and other documents.

How does SignRequest work?

SignRequest is a cloud-based software for electronic signatures, enabling users to sign, send, and manage digital documents in a legally compliant manner. To use it, simply upload your document to the application, add the recipients, and place the required signature fields. Then, send the document for the recipient to create their electronic signature. Once you’ve received the signed and completed document, you can save, download, or forward it as needed.

Does Zoho Sign provide an API?

Yes, Zoho Sign provides an API, allowing developers to seamlessly integrate electronic signatures into applications, websites, or workflows.

codafish – Your Zoho partner for all digital applications

So, where is your signature folder now? We hope it’s in the trash or in a museum! As you can see, digital signatures have become the standard, and Zoho Sign is a tool that provides everything you need to sign documents digitally and securely.

We’ve been enthusiastic about its features for a long time and use Zoho Sign for all our business documents. If you have any questions, feel free to reach out! We’ll walk you through all the features of Zoho Sign in a demo session and can set up the application for you upon request.