How do I keep Zoho Sign and CRM synced when using embedded signing?

Documents sent from the Zoho Sign extension in CRM update their status automatically, but embedded signing created through the Sign API often is not linked to a CRM record. To keep them in sync, store the Sign request ID on the CRM record and use Zoho Sign webhooks or a callback to update status and attach the signed file when signing completes.

Embedded signing lets a signer complete a document inside your own website or app instead of opening an email link. You create the request through the Zoho Sign API and get a signing URL. Because the request was not created from the CRM extension, CRM does not know about it unless you link it.

The fix is to link and listen. When you create the request, write the Sign request ID onto the CRM deal or contact, and add the CRM record ID to the request's notes or fields so you can find it later. Then set up a webhook in Zoho Sign for events such as completed, declined or expired. The webhook calls a Deluge function or Zoho Flow, which finds the CRM record and updates a status field.

On completion, download the signed document and the certificate of completion through the API and attach them to the CRM record or store them in WorkDrive with a link. Add a scheduled check for requests with no update after a few days, in case a webhook was missed. Test decline and expiry as well as success.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question