Automate the Capture of HR Information Using Zoho Sign Templates and Forms

Discover how Zoho Sign templates and sign forms can revolutionize HR operations by automating the capture of HR information.

Published on February 22, 2024

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Who is this feature for?

  • HR Professionals
  • Legal Professionals
  • Real Estate Agents

What progress will you accomplish?

  • Streamlined Document Management
  • Faster Turnaround Time
  • Improved Collaboration and Communication

Introduction

In today’s fast-paced digital world, streamlining HR processes is crucial for organizations to improve efficiency and reduce administrative burdens. One powerful tool that can help achieve this is Zoho Sign.

With its robust features, Zoho Sign allows HR professionals to automate the capture of HR information using templates and sign forms. Streamline your document management processes, reduce paperwork, and enhance efficiency in handling HR forms.

This article will explore how to leverage Zoho Sign templates and sign forms to revolutionize your HR documentation processes.

How to Create a Template in Zoho Sign

Creating templates in Zoho Sign is a simple and effective way to standardize your HR documents. Here’s how you can create a template:

Log in to your Zoho Sign account and click the Templates option in the left panel of the home page.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Creating a template

Click on the Create template button at the top-right corner and click on the Add document to upload the document from your desktop or import it from your cloud storage service.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Adding a document

You can name the template, set the time by which the recipients must sign the document, and add the document type and description from here.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Filling in the “Create a template” form

Add recipients, set roles, set the signing order, and fill out other information, such as a private message, authentication code, and automatic reminders. After completing the template information, click the Continue button.

You can choose the recipient from the Recipients panel on the right and add form files for each recipient.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Editing the document – Assigning fields to recipients

You can either set the fields as pre-filled by the owner or filled by the candidate. Choose the preferred option and click Save.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Saving the created template

Creating templates eliminates the repetitive task of recreating HR documents from scratch, saving time and ensuring consistency across all your forms.

Sending documents for signature

Once you have your template ready, it’s time to send the documents for signature. Here’s the process:

On your dashboard, click Send for signatures icon. The first step is to upload the document. Click on Add document and choose a way to upload your document from three available choices.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Sending a document for signatures

In Add recipients section, you can add recipients by clicking on the + Add recipient button. Enter the details of each recipient as its email, name, action, and how to send the document, and can click on Customize to add a private note, set the authentication type, and many other options like setting the language.

After adding the recipients, you can select to send the document for signature in an order, add yourself to the recipients, or add bulk recipients.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Adding the recipients

Click on More settings to add further critical details. You can select the Days to complete the document signing process by setting a date and many other details.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Configuring the document before sending

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

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Setting the document type and folder for easy document management

You can set the recipient action using the dropdown menu. When the recipient action is set to:

  • Needs to sign – Recipient has to fill form fields and attach their signature to the documents.
  • Receives a copy – The recipient receives a signed copy of the documents.
  • In-person signer – You need to assign a host from your organization who will get the documents signed in person by the signatory.
  • Approver – The recipient has to approve the contents of the document as opposed to signing it or simply viewing it.

Click on Continue to edit the template fields or set the authority on who can edit the fields.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Assigning the form fields to a recipient

Signing Order

Enable a signing order for the documents by checking the Send in order option. This sends the documents to the recipients one-after-the-other to be acted upon. For example, if there are two signatories, the documents would be sent to the second signer only after the first signer has signed the document.

To set the signing order, arrange the recipient list by dragging the rows using the slider icon or entering each recipient’s intended position in the numeric field next to the slider icon. Do this until the desired order is achieved, and then proceed.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Setting the order in which the document will be signed or filled

Sending documents in bulk

The Bulk Send option enables you to send copies of one or more documents for signing to a large list of recipients in one go.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Sending a document to bulk recipients

Document fields in Zoho Sign

When you upload a document in Zoho Sign, you can add a wide range of fields, such as name, email, signature, payment, and much more, to collect information from the signer.

This document will give you an overview of all the available fields, their formatting options, and other available configurations.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Configuring the document fields and assigning them to different recipients

Sending a document for signature | final part

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

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Sending the finalized document for signatures

If the document is sent from a trial account, a watermark, as shown in the screenshot below, will be present in your document.

Zoho Sign will notify the recipient via email, allowing them to review and sign the document electronically, eliminating the need for printing and manual signatures.

Signing the Documents

Signing documents in Zoho Sign offers a seamless and efficient process for obtaining legally binding electronic signatures.

With Zoho Sign, you can transform the traditional paper-based signing process into a digital workflow, saving time, reducing paperwork, and improving overall efficiency.

Setup your signature

An electronic signature (or e-signature) is the most fundamental component of digital signing. It’s essentially your signature stored in digital format. Zoho Sign allows you to set up your e-signature in three ways:

  • Type
  • Draw
  • Upload

To set up your signature: On the left side of your dashboard, find the Settings menu and navigate to your Profile.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Setting up the signature

Click on the pencil icon next to the Signature and initial fields to open the signature wizard.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Selecting a signature by either typing, drawing, or importing

If you want to type your signature, click Type at the top. If you want to draw your signature, click Draw, and if you want to upload the document containing your signature, click Upload at the top and click OK.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Saving the finalized signature

Signing the documents from the Zoho Sign dashboard

If you are an existing Zoho Sign user, you can sign the documents received from the Zoho Sign dashboard.

To sign documents directly from your Zoho Sign dashboard:

Select the document that you want to sign from the documents listed under the Need your signature category.

Fill in all the input fields on the document viewer page and click the Finish option to complete the signing process.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Signing documents directly from the Zoho Sign dashboard

To sign documents yourself: Click Sign Yourself on your dashboard. Alternatively, click the plus icon on the left navigation panel and select Sign yourself from the dropdown menu.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Signing documents yourself

Signing the documents from email

When the recipient receives the email notification, they can easily sign the document using Zoho Sign’s intuitive interface. Here’s how they can sign:

There are three steps to sign documents directly from your email inbox.

  • Access the documents via a secure link in the email
  • Confirm identity
  • Fill in the form fields and send the signed documents
Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Signing the documents from an email

Zoho Sign ensures the integrity and security of the signed documents, providing a legally binding electronic signature.

Downloading the completion certificate for signed documents

Once all parties have signed the document, keeping a record of the completed and signed HR forms is essential. Zoho Sign allows you to download a completion certificate for each signed document.

Zoho Sign provides the option to download the certificate of completion. This certificate contains a complete audit trail of the signed document.

It can be used for legal documentation if it is tampered with or if any other legal questions arise.

To download the certificate of completion:

From the left navigation pane, hover the mouse over Documents and click Completed. Select the document from the list by clicking on the document’s name.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Tracking the completion certificate

Click the Completion certificate at the top of the detailed view screen. The download will begin automatically.

Click on the three dots from the document’s detail view screen to view more download options and select Download. Select the desired option and click Download.

Zoho Sign templates, HR document automation, capture HR information, streamlining workflows, efficient HR processes

Downloading the Certificate of Completion

The completion certificate serves as proof of completion and can be used for auditing, compliance, or legal purposes.

Conclusion

By leveraging Zoho Sign templates and sign forms, HR professionals can automate the capture of HR information, streamline workflows, and reduce the administrative burdens associated with manual paperwork.

Creating templates, sending documents for signature, signing electronically, and downloading completion certificates have become seamless processes with the power of Zoho Sign.

Embrace this digital transformation to enhance efficiency, improve accuracy, and elevate your HR operations to new heights. Say goodbye to paper-based HR documentation and embrace the convenience of Zoho Sign.

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