Creating and Managing Profiles in Zoho Sign

Understanding Profiles in Zoho Sign

Profiles in Zoho Sign are sets of permissions that define the actions users can take. Every user must be assigned a profile, which controls their ability to prepare, send, edit, or delete documents and templates.

By default, Zoho Sign includes two system profiles:

• Administrator: Full access to all features and settings.
• Standard: Limited access suitable for general users.

Organisations can go beyond these defaults by creating custom profiles to better fit their workflow needs.

Benefits of Using Custom Profiles

• Customise user access based on roles and responsibilities
• Enhance document security with limited access controls
• Streamline document workflows across teams
• Prevent unauthorised changes to critical templates or documents
• Maintain regulatory compliance through controlled access

Who Can Manage Profiles?

Only users assigned the Administrator profile can:

• Create, edit, or delete profiles
• Modify permission settings
• Access account-level features (e.g., Sign Forms, reports, settings)

How to Create a Profile in Zoho Sign

To create a new user profile:

1. Go to the Zoho Sign dashboard
2. Hover over Settings, then click Users and Control
3. Navigate to the Profiles section
4. Click Create Profile in the top-right corner
5. Enter a unique name and description
6. Select the permissions you want to grant:
   • Document management actions
   • Template management actions
7. Click Save to create the profile

Document Management Permissions Overview

Template Management Permissions Overview

Editing a Profile

To update an existing profile:

1. Click the name of the profile you want to edit
2. Make your changes
3. Click Save

Alternatively:

• Click the ellipsis (⋮) icon next to the profile
• Select Edit
• Modify the name, description, or permissions
• Click Save

Cloning an Existing Profile

To create a new profile based on an existing one:

1. Click the ellipsis (⋮) next to the profile you want to copy
2. Select Edit as New
3. Enter a new name and description
4. Click Create

Deleting a Profile

To delete a profile:

1. Click the ellipsis (⋮) next to the profile
2. Select Delete

Note: Profiles assigned to users cannot be deleted until they are reassigned.

Tips for Managing Profiles

• Use descriptive names (e.g., “HR Manager”, “Sales Lead”) for clarity
• Regularly review and update permissions as team structures evolve
• Use the clone option to maintain consistency across departments
• Avoid over-permissioning users to reduce risk
• Assign only trusted users to Administrator roles

Conclusion

Profiles in Zoho Sign are a powerful way to manage user access and ensure your document workflows are secure, efficient, and compliant. By defining clear roles, you create a controlled environment where every user has access only to what they need nothing more, nothing less.