Aspen94 Zoho CRM Extension | Sign & Track | Setup Guide

What This Extension Does

Sign & Track connects Zoho CRM with Zoho Sign to make document sending and tracking completely seamless. From a single Lead record, you can send any document for signature and the system automatically records when it was sent, when it was signed, and stores the unique document ID — all without any manual work.

Automate document sending directly from Zoho CRM
Track signature status automatically — no follow-up needed
Maintain clean, consistent records across your Lead database

⚠ No coding experience needed — just follow the steps.

Step 1: Install the Extension

Use the installation link provided by your Aspen94 consultant, or locate Sign & Track for Zoho CRM in the Zoho Marketplace.

Step 2: Open Settings

In Zoho CRM, click the Marketplace icon in the top navigation bar
Select Installed Extensions
Find Sign & Track for Zoho CRM and click Settings

Section	What It Does
Select Template	Choose a Zoho Sign template to link to this configuration
Field Base Name	Define the base name used to auto-generate your CRM fields
Generated Fields	Shows a live preview of the three fields that will be created
Configuration Capacity	Displays how many configurations are in use (maximum: 8)
Saved Configurations	Lists all previously saved configurations for quick review

Step 3: Create a Configuration

Select a Template

Click the Select Template dropdown and choose the Zoho Sign template you want to use.

Set a Field Base Name

Enter a clear, concise name. Examples: NDA, Contract 2026, Service Agreement.

Review the Generated Fields Preview

Generated Field	Purpose
Base Name + Sent	Records the date the document was sent
Base Name + Signed	Records the date the document was signed
Base Name + ID	Stores the unique Zoho Sign document ID

Example — if you enter NDA as your base name: NDA Sent │ NDA Signed │ NDA ID

⚠ Field names are created exactly as shown in the preview. Missing fields are created automatically when you save.

Step 4: Save Your Configuration

Review the generated field names in the preview panel
Click Save All
The system validates settings and creates any missing CRM fields automatically

⚠ Maximum of 8 configurations. The Configuration Capacity indicator shows how many slots remain.

Step 5: Send a Document

Open a Lead record in Zoho CRM
Locate the Send Document widget
Click Send Document
Select the configured template
Click Send for Signature

Step 6: Automation in Action

The document is sent to the lead via Zoho Sign
The Sent field is populated with today's date
The Document ID is stored in the ID field
The system monitors status in the background
When the lead signs, the Signed field is updated automatically

Send Document — Custom Button

The Send Document button appears on every Lead record. It opens a popup widget to choose a template and send.

What the Widget Checks Before Sending

Check	What Happens if It Fails
Template selected	Warning appears asking you to select a template
Valid email address	Warning appears and send is blocked
Configuration exists	Error shown if template is no longer linked to a saved configuration

After sending, a confirmation screen shows the Document ID and a link to view in Zoho Sign. The popup auto-closes after 10 seconds.

Bulk Check Signatures — List View Button

Select multiple Leads in list view and click Bulk Check Signatures to check status in batch.

Detail	Value / Behaviour
Maximum records per run	200 records
No document sent	Skipped automatically
Pending signature	Skipped — Signed Date remains blank
Errors on individual records	Logged silently — other records continue

Scheduled Signature Syncs

Schedule Name	Frequency	Purpose
Sign Sync 9AM	Daily	Morning sweep — catches overnight signatures
Sign Sync 1PM	Daily	Midday sweep — picks up morning signatures
Sign Sync 5PM	Daily	End-of-day sweep — ensures records are current

Additional Features

Feature	Description
Light / Dark Mode	Interface adapts to your system preference
Real-Time Field Preview	See exact field names before saving
Duplicate Prevention	Prevents two configurations with the same base name
Automatic Status Refresh	Signed status checked and updated automatically

Important Notes

Maximum of 8 configurations
Field names are created exactly as entered — double-check spelling
Removing a configuration does NOT delete corresponding CRM fields
Works on the Leads module
A valid email address must be present on the Lead record

Best Practices

Use clear, consistent naming — NDA, Contract 2026, Service Agreement
Keep field base names short
Group generated fields into a dedicated CRM section
Test one configuration before creating additional ones

Need help?

Toll Free: 866.880.4228 | Local: 734.455.7188
Email: zoho.support@aspen94.com | Web: aspen94.com