Creating and Managing Profiles in Zoho Sign

Zoho Sign profiles control what actions each user can take when preparing, sending or managing documents and templates, giving organisations role based access across teams.

Understanding profiles

A profile is a set of permissions, and every user must be assigned one. Zoho Sign includes two default profiles: Administrator, with full access to all features and settings, and Standard, with more limited access suited to general users. Organisations can also create custom profiles to match their own workflows.

Benefits of custom profiles

• Tailor access to specific roles and responsibilities
• Limit access to strengthen document security
• Keep document workflows consistent across teams
• Prevent unauthorised changes to critical templates or documents
• Support regulatory compliance through controlled access

Who can manage profiles

Only users with the Administrator profile can create, edit or delete profiles, change permission settings, and access account level features such as Sign Forms, reports and settings.

How to create a profile

1. Go to the Zoho Sign dashboard.
2. Hover over Settings, then click Users and Control.
3. Open the Profiles tab.
4. Click Create Profile in the top right corner.
5. Enter a unique name and description.
6. Select the document and template management permissions to grant.
7. Click Save.

Document management permissions

• Prepare: upload documents, add signers and customise the signing process.
• Send: everything in Prepare, plus sending documents and reminders.
• Correct: everything in Send, plus editing, extending validity and recalling documents.
• Delete: everything in Correct, plus deleting, restoring or permanently removing documents.

Template management permissions

• Create: clone or upload templates and set up signers and fields.
• Edit: everything in Create, plus editing existing templates.
• Delete: everything in Edit, plus deleting or restoring templates.
• Use Template, Quick Send: send documents from a template without editing it.
• Use Template, Customise and Send: send from a template with the option to edit recipients, documents and fields.

Editing, cloning and deleting a profile

To edit a profile, click its name, make your changes and click Save, or use the ellipsis icon next to it and select Edit. To base a new profile on an existing one, select Edit as New, give it a name and description, and click Create. To remove a profile, use the ellipsis icon and select Delete. A profile currently assigned to users must be reassigned before it can be deleted.

Tips for managing profiles

• Use descriptive names, such as “HR Manager” or “Sales Lead”, for clarity.
• Review and update permissions as your team structure changes.
• Use the clone option to keep permissions consistent across departments.
• Avoid over permissioning users to reduce risk.
• Assign the Administrator profile only to trusted users.