Aspen94 Zoho CRM Extension | Sign & Track | Setup Guide

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
SectionWhat It Does
Select TemplateChoose a Zoho Sign template to link to this configuration
Field Base NameDefine the base name used to auto-generate your CRM fields
Generated FieldsShows a live preview of the three fields that will be created
Configuration CapacityDisplays how many configurations are in use (maximum: 8)
Saved ConfigurationsLists 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 FieldPurpose
Base Name + SentRecords the date the document was sent
Base Name + SignedRecords the date the document was signed
Base Name + IDStores 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

CheckWhat Happens if It Fails
Template selectedWarning appears asking you to select a template
Valid email addressWarning appears and send is blocked
Configuration existsError 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.

DetailValue / Behaviour
Maximum records per run200 records
No document sentSkipped automatically
Pending signatureSkipped — Signed Date remains blank
Errors on individual recordsLogged silently — other records continue

Scheduled Signature Syncs

Schedule NameFrequencyPurpose
Sign Sync 9AMDailyMorning sweep — catches overnight signatures
Sign Sync 1PMDailyMidday sweep — picks up morning signatures
Sign Sync 5PMDailyEnd-of-day sweep — ensures records are current

Additional Features

FeatureDescription
Light / Dark ModeInterface adapts to your system preference
Real-Time Field PreviewSee exact field names before saving
Duplicate PreventionPrevents two configurations with the same base name
Automatic Status RefreshSigned 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

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