How to Send Digital Signature Documents to Employees from HR in Zoho People

Introduction

In many organizations, HR teams handle employee-related documents such as offer letters, agreements, and policy acknowledgements. When using Zoho People integration with Zoho Sign, documents are often sent using the Super Admin email ID by default.

However, this creates a common issue:

• Employees receive documents from the wrong sender

• HR communication looks unprofessional

• Lack of proper ownership

In this guide, you will learn how to configure Zoho Sign so that documents are sent directly from the HR email ID instead of the Super Admin.

Problem Statement

By default:

• All digital signature requests are sent from the Super Admin
• HR team cannot directly send documents using their own email

Requirement:

Send Zoho Sign documents from the HR email ID for better communication and control.

Solution Overview

To achieve this, you need to:

1. Assign a Zoho Sign license to the HR user
2. Add HR as a user in Zoho Sign
3. Verify integration in Zoho People
4. Activate the HR user

Once configured, all documents will be sent from the HR email ID.

Step-by-Step Configuration

Step 1: Assign Zoho Sign License to HR

Ensure that the HR email ID has a Zoho Sign license under the same organization account.
For example:

1. One Zoho Sign license for Super Admin

2. One Zoho Sign license for HR

This is required because:

• Only licensed users can send documents via Zoho Sign

Step 2: Add HR User in Zoho Sign

1. Add the HR email ID as a user in Zoho Sign.

2. Send the invitation and ensure the HR user accepts the invitation.

3. Once accepted, the HR user will be active in Zoho Sign.

Step 3: Verify Zoho Sign Integration in Zoho People

1. Go to Zoho People → Settings → Marketplace → Zoho → Zoho Sign

2. Click on View Details

This section shows all integrated users.

Step 4: Check HR User Status

1. Verify whether the HR user is listed in the Zoho Sign Integeration users list Page.

2. If the HR user is already listed:

   1. Ensure the invitation is accepted and the status is marked as Active.

3. If the HR user is not listed:

1. Add the HR user account

2. Send the invitation

3. Once the invitation is accepted, the user will be marked as Active

How This Configuration Works

Once the setup is complete:

• Zoho People identifies the active Zoho Sign user
• Documents are sent using that user’s email
• HR will be set as the sender instead of the Super Admin whenever they perform actions—such as updating the confirmation date of the employee's in their Zoho People account—which triggers the configured workflow to automatically send the confirmation letter from the HR email address.

This ensures proper ownership and communication flow.

Final Result

After completing the above steps:

1. Documents are sent from HR email ID
2. Employees receive emails from correct sender
3. HR communication becomes professional
4. Better control and accountability

Please find the below attached Screenshot for your reference:-

Common Issues & Fixes

HR user not visible

👉 Check if invitation is accepted

Documents still sent from Admin

👉 Verify:

• HR user is active
• Correct user selected in integration

License issue

👉 Ensure HR has a valid Zoho Sign license

Who Should Use This?

This solution is useful for:

• HR teams managing employee documents
• Organizations using Zoho People
• Businesses handling digital signatures
• Admins configuring Zoho integrations

Conclusion

Configuring Zoho Sign to send documents from the HR email ID improves communication, professionalism, and workflow efficiency. With proper setup, you can ensure that all employee-related documents are handled directly by the HR team.