How to Send Emails When Zoho Sign Document’s Signature Requests Expire Using Pabbly Connect

Learn how to automate email notifications for expired Zoho Sign document requests using Pabbly Connect with Gmail integration. Step-by-step tutorial included. Transform complex automation concepts into accessible, actionable steps that eliminate unnecessary manual work while maximizing existing application capabilities.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To send emails when Zoho Sign document’s signature requests expire, you need to access Pabbly Connect. Start by visiting the Pabbly Connect website at Pabbly.com/connect. Here, you will find options to sign in or sign up for a new account. If you’re a new user, click on the ‘Sign Up’ button to create your account, which takes less than two minutes.

Once you have signed up, you will receive 100 free tasks to explore the platform. For existing users, simply click on ‘Sign In’ to access your dashboard. Now, navigate to the dashboard and click on the ‘Create Workflow’ button to begin setting up your automation.

2. Creating a Workflow in Pabbly Connect

In this step, you will create a workflow in Pabbly Connect to automate email notifications. After clicking on ‘Create Workflow’, a dialog box will prompt you to name your workflow. Name it something descriptive, like ‘Zoho Sign Gmail Integration’ to reflect its purpose.

• Select a trigger application: Zoho Sign
• Choose the trigger event: Document Expired
• Connect to your Zoho Sign account through Pabbly Connect

After naming your workflow, click on ‘Create’. You will then need to connect Pabbly Connect to your Zoho Sign account. Click on ‘Connect’, enter your domain name (e.g., zoho.com), and authorize the connection. This step is crucial for capturing the expiration event from Zoho Sign.

3. Testing the Zoho Sign Integration

Now that you have set up the trigger, it’s time to test the integration. Use your Zoho Sign account to send a document for signatures. Make sure to set the expiration period to a short time frame, such as one day, to facilitate testing. This way, you can verify if the email notification is sent after the document expires.

After sending the document, return to Pabbly Connect and wait for the trigger to capture the expired status. You should see a response indicating that the document has expired, along with relevant details such as the document name and recipient’s email address.

4. Formatting Date and Time for Email

The next step in the workflow involves formatting the date and time for the email notification. Add an action step in Pabbly Connect by selecting the ‘Date Time Formatter’ feature. This will allow you to convert the timestamp received from Zoho Sign into a readable format.

• Choose the action event: Format Date
• Map the data from the previous step
• Set the time zone to Kolkata Asia Kolkata

Once the date and time are formatted, you can proceed to the next action step to send the email through Gmail.

5. Sending Email Notification via Gmail

The final step in the automation is to send an email notification using Gmail. In Pabbly Connect, select Gmail as your action application and choose the action event to send an email. Connect your Gmail account by following the authorization steps provided by Pabbly Connect.

In the email setup, map the necessary fields such as recipient email, sender name, subject, and body. Make sure to include dynamic data from the previous steps, like the document name and the formatted expiration date. Once everything is set, click on ‘Save and Send Test Request’ to send a test email.

Check your Gmail inbox to confirm that the email notification has been received. The email should inform the recipient that the document has expired, along with the relevant details. This verifies that your workflow is functioning correctly.

Conclusion

In this tutorial, we have successfully demonstrated how to use Pabbly Connect to send emails when Zoho Sign document’s signature requests expire. By integrating Zoho Sign with Gmail, you can automate the notification process efficiently. This not only saves time but also ensures that your clients are promptly informed about expired documents.