A document in Zoho Sign is a file (PDF, Word, or image) uploaded to the platform for the purpose of collecting electronic signatures. Once uploaded, you add signature fields, text fields, and other form elements, then send the document to the designated signatories for signing.
A document progresses through states: Draft (being configured), Sent (emailed to signatories), In Progress (partially signed), Completed (all signatures collected), Declined (one or more signatories declined), and Expired (exceeded the expiry date without completion). Each state is tracked in the document dashboard.
Completed Zoho Sign documents are stored in your account with the signed PDF and audit trail attached. They can be downloaded, shared, or automatically synced to Zoho WorkDrive, CRM, or Books depending on your integration configuration. Retention policies should align with your legal requirements for document preservation.
Zoho Sign accepts PDF, Word (.doc and .docx), and image files (JPEG, PNG) as document uploads. For signing workflows, PDF is the recommended format because it preserves layout precisely. Word documents are converted to PDF internally before the signing fields are added. The final signed output is always a PDF.
There is no fixed limit on the number of signature fields per document in Zoho Sign. A document can contain signature, initials, date, text, checkbox, and dropdown fields for multiple signers. Complex agreements with dozens of pages and multiple signing parties can have fields on every page. Fields are added using the drag-and-drop field editor before sending.
Zoho Sign accepts PDF, Word (.doc and .docx), and image files (JPEG, PNG) as document uploads. For signing workflows, PDF is the recommended format because it preserves layout precisely. Word documents are converted to PDF internally before the signing fields are added. The final signed output is always a PDF.
There is no fixed limit on the number of signature fields per document in Zoho Sign. A document can contain signature, initials, date, text, checkbox, and dropdown fields for multiple signers. Complex agreements with dozens of pages and multiple signing parties can have fields on every page. Fields are added using the drag-and-drop field editor before sending.
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