Add Signature in PDF XChange Editor with signNow

Award-winning eSignature solution

What adding a signature in PDF XChange Editor means

Adding a signature in PDF XChange Editor means placing a handwritten-style or certificate-based signature onto a PDF so the document shows signer intent and can be shared, stored, or reviewed. In practice, the editor lets a user insert a visible signature image, draw a signature, or apply a digital signature field, depending on the workflow. The signed file is then saved with the signature embedded in the PDF, which helps preserve the record and support later verification.

Why the signature matters legally

A properly added signature can support enforceability under ESIGN and UETA when intent, consent, and attribution are documented. For businesses, it reduces paper handling, speeds approvals, and creates a record that is easier to store and retrieve during audits or disputes.

Why teams look for DocuSign alternatives

Common signature workflow issues

Users may insert a visual signature without capturing enough evidence of intent, identity, or consent for later review.
PDF edits after signing can break trust in the file if the workflow does not preserve tamper evidence.
Teams often confuse a simple image signature with a digital signature that includes stronger verification and integrity controls.
Retention gaps can leave signed PDFs without the audit trail, timestamps, or access history needed for compliance.

Real estate

Real estate teams sign leases, disclosures, and closing packets for remote transactions.

Healthcare

Healthcare staff collect patient forms, consent records, and HIPAA-covered documents on desktop or mobile devices.

People who benefit most

A director of NetSuite operations at a manufacturing or distribution company uses signNow to route approvals through ERP-connected document flows, keep the right signatures on the right files, and reduce manual rework across finance and operations teams.
A founder in real estate or professional services uses signNow to execute agreements online, keep mobile signing available, and maintain a clear record for customer-facing contracts, lease packets, and service forms without adding paper delays.

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Signature options

Create a visible signature or apply a digital signature field, depending on the document’s assurance needs and review process.

Document integrity

Keep the signed PDF intact after completion so the file remains easier to store, share, and verify later.

Audit evidence

Use audit trails to capture signer activity, timestamps, and document events for internal review and dispute support.

Faster approvals

Route documents faster by removing printing, scanning, and manual handoff steps from the signing process.

Mobile access

Support mobile signing so reviewers can sign from a phone, tablet, or desktop without changing the file format.

Workflow consistency

Reduce administrative work by standardizing repeatable signature steps across teams, departments, and recurring document types.

Integrations that connect signature workflows

Connected systems move signed PDFs into the tools teams already use, so approvals, storage, and follow-up work stay in one flow.

How the signing flow works

The signing process follows a simple sequence from document preparation to completed, stored PDF output.

Prepare the file: Upload the PDF and place signature fields where needed.
Assign recipients: Choose the signer and set the signing order.
Send for signature: Send the document for signing and track progress.
Store the result: Save the completed PDF with its signing record.

Quick steps to add a signature

Use a short, repeatable sequence to place, apply, and save the signature in the PDF.

Open the file:
Open the PDF in the editor and choose the signature tool.
Add the field:
Place the signature field where the signer should sign.
Apply the signature:
Insert or draw the signature and confirm placement.
Save the document:
Save the signed PDF under a controlled file name.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	SES
Audit trail	Enable full event log
Document retention	6 years (HIPAA 45 CFR 164.530(j)(2))
Encryption	TLS 1.2/1.3 and AES-256

Platform and device requirements

Use a modern browser or mobile app with a secure connection to open, sign, and store PDFs reliably.

Desktop browsers Chrome, Firefox, Edge, and Safari on Windows or macOS.
Mobile devices iOS and Android mobile apps for signing on the move.
Connection security TLS 1.2 or TLS 1.3 required for secure access.

For enterprise deployment, managed Windows or macOS devices, SSO provisioning, and controlled access policies help keep signing consistent across teams. Regulated workflows may also require certificate handling, retention controls, and exportable records for review.

Security and compliance basics

Transport security:

TLS 1.2/1.3 protects data in transit.

Data at rest:

AES-256 protects stored files.

SOC 2 Type II:

SOC 2 Type II report available.

ISO 27001:

ISO 27001 certified controls.

HIPAA:

HIPAA support with BAA.

EU compliance:

GDPR and eIDAS aligned handling.

Operations workflow

A NetSuite operations leader needed the right signatures on the right documents across business systems.

Kodi-Marie Evans at Xerox used signNow with NetSuite.

The workflow matched document type, format, and routing needs while keeping the signing record organized for business use.

Real estate signing

A real estate founder needed online execution for property documents with mobile access and security.

Tim Martin at Martin Properties signed documents online.

The process supported remote execution, mobile use, and a documented signing record for property-related paperwork.

Best practices for reliable signing

A clear setup reduces errors, supports later review, and keeps the signing record easier to defend.

Match the signature type to the document

Use a visible signature only when the document does not require stronger identity proof, and use a digital signature or added authentication when the record needs higher assurance for audit or regulatory review.

Pre-place all signature fields

Place signature fields before sending so each signer knows exactly where to act, which reduces back-and-forth, missed fields, and incomplete packets.

Preserve the audit record

Keep the audit trail with the signed PDF, because timestamps, signer activity, and delivery history help explain how the document was completed.

Define retention before launch

Set retention rules before rollout so signed records stay available for the full policy period, including HIPAA-related files that require 6 years.

Risks of an incomplete workflow

Consent gap

A missing consent record can weaken enforceability.

Evidence loss

A broken audit trail can hurt evidence.

PHI exposure

Unencrypted storage can expose PHI.

Retention failure

Poor retention can trigger compliance findings.

Signer authentication:

Verifies signer identity before access is granted.

Timestamp capture:

Records UTC time for each signing event.

Document hashing:

Creates a hash of the final PDF.

Tamper-evident sealing:

Applies tamper-evident sealing after signing.

Audit log storage:

Stores the event chain with the record.

Audit export:

Exports the trail for review or evidence.

Day 0:

Set up the signing workflow and assign document owners.

Day 1:

Send the first PDF for signature and review the audit trail.

Week 1:

Onboard the full team and standardize signer roles.

7-day trial:

signNow offers a 7-day free trial with no credit card.

HIPAA retention:

Keep signed PHI records for 6 years per 45 CFR 164.530(j)(2).

ESIGN consent:

Capture electronic consent before the first signed transaction.

UETA coverage:

Use the same record rules for state-level enforceability.

Policy review:

Recheck retention and access rules before each rollout.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Audit trail	Yes	Yes	Yes
HIPAA support	Yes, BAA required	Yes, BAA available	Yes, BAA available

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free trial	7 days	Not verified	Not verified	Not verified	Not verified
Bulk send	Yes, Business Premium	Not verified	Not verified	Yes	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	Yes, BAA required	Yes, BAA available	Yes, BAA available	Not verified	Not verified

FAQ and troubleshooting

These answers cover plan limits, compliance questions, and verification issues that can affect signature workflows.

signNow Business starts at $8/user/mo on annual billing, and the plan includes legally binding eSignatures, audit trails, templates, mobile apps, ISO 27001, SOC 2, and GDPR support.

signNow supports ESIGN and UETA compliance, so an electronic signature can be legally binding when signer intent, consent, and attribution are captured in the workflow.

For HIPAA workflows, signNow requires a BAA and supports HIPAA-aligned controls, including access controls, audit trails, and retention practices for PHI records.

If you need stronger assurance, use advanced signer authentication and audit records. signNow Enterprise adds advanced signer authentication, and Site License adds SSO and full API access.

If a signed PDF changes after completion, the tamper-evident record should fail verification. signNow audit trails and document history help show what changed and when.

For FDA-regulated records, 21 CFR Part 11 requires validation, secure audit trails, and unique signer identity. signNow workflows should be configured to preserve those controls before use.

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