Define Digital Signature With SignNow
Award-winning eSignature solution
What a digital signature means
A digital signature is a cryptographic way to sign an electronic document and prove who signed it and whether the file changed afterward. It uses public key infrastructure, or PKI, to create a signer-specific signature tied to the document’s hash. When someone signs, the system generates a unique code from the file and the signer’s private key. Anyone with the public key can verify the signature and confirm integrity, identity, and intent.
Why digital signatures matter
Digital signatures speed approvals, reduce paper handling, and create stronger evidence than a simple typed name or drawn mark. Under ESIGN and UETA, they can be legally enforceable when the signer’s intent, consent, and attribution are documented.
Digital signature pain points
Users may confuse a digital signature with a basic electronic signature, which can create mismatched expectations about security and verification. Weak authentication can make it harder to attribute the signature to one person during a dispute or audit. Missing audit details can leave gaps in the record of who signed, when they signed, and what changed. Poor retention practices can make signed records harder to retrieve for legal review, compliance checks, or internal audits.
Who uses digital signatures
Real estate
Real estate teams use digital signatures for leases, disclosures, and rental applications that need fast turnaround.
Healthcare
Healthcare and finance teams use them for patient forms, approvals, and records that need controlled access.
People who benefit most
At Optica Ventures LLC, COO Brian Fitzgibbons described the interface as simple for both staff and customers, which fits teams that send contracts, approvals, and onboarding forms to outside parties who need a low-friction signing experience. At Xerox, Director of NetSuite Operations Kodi-Marie Evans said signNow gave the team flexibility to get the right signatures on the right documents in the right formats, which suits operations groups managing structured workflows and ERP-connected approvals.
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Core features and benefits
Digital signatures combine identity verification, integrity controls, and workflow tracking to support secure document execution across business teams.
Document integrity
Create a signature that is tied to the document hash, which helps preserve integrity and supports later verification.
Signer evidence
Capture signer identity details, timestamps, and actions so the record shows who signed and when.
Reusable templates
Use templates to standardize repeat agreements and reduce manual setup for recurring documents.
Mobile signing
Send documents from mobile devices so signers can review and complete forms without a desktop workflow.
Status tracking
Track status changes in one place so teams can see sent, viewed, signed, and completed documents.
Audit history
Store signed files with an audit trail that supports internal review, compliance checks, and dispute response.
How the signing process works
A digital signature follows a simple sequence: prepare the file, sign it, record the event, and verify the result.
Prepare: The system creates a unique signature linked to the signer and document. Sign: The signer reviews the file and applies the signature. Record: The platform records timestamps, identity data, and document changes. Verify: Anyone with access can verify the signature and detect tampering.
Quick setup steps
Use a short setup sequence to prepare a document for digital signing and completion.
Upload:
Upload the document you want signed. Assign:
Add signers and assign the signing order. Place fields:
Place signature fields and required form fields. Send:
Send the document for review and signing. Save:
Download or store the completed file.
Recommended workflow settings
Set authentication, retention, and encryption controls to match the document’s legal and operational needs.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for routine business signing |
| Signature type | Cryptographic digital signature |
| Audit trail | Full time-stamped 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 support
Digital signatures work across major browsers and mobile devices, with secure transport over TLS and support for desktop and app-based signing.
Desktop browsers Chrome, Firefox, Edge, and Safari Operating systems Windows, macOS, iOS, and Android Mobile devices iPhone, iPad, and Android phones
For regulated deployments, managed devices, SSO provisioning, and retention controls matter more than the device brand. Teams should confirm browser policy, mobile access rules, and any required compliance add-ons before rollout.
Security and compliance controls
Transport security:
Storage encryption:
Independent controls:
Security management:
Healthcare compliance:
Regulated records:
Real-world use cases
Customer stories show how digital signatures fit operational workflows, external approvals, and document-heavy teams.
Operations teams
A NetSuite operations team needed signatures to match document type and format across workflows.
- Xerox used signNow with NetSuite integration.
- Right signatures on the right documents.
The workflow reduced format mismatches and helped the team route documents through the correct approval path without manual rework.
Customer service
A finance or customer-service team needed faster external signing without losing control over records.
- Tech Data used signNow to improve service.
- Speed to revenue improved across teams.
The result was faster document turnaround, better internal coordination, and a cleaner process for external signers who needed a simple experience.
Best practices for digital signatures
Good setup choices reduce disputes, support compliance, and make signed records easier to verify later.
Match authentication to risk
Make intent obvious
Store the full record set
Align policy with regulation
Rollout and retention timeline
Adoption timing and retention rules can be planned together so the signing process stays consistent after launch.
Day 0:
Day 1:
Week 1:
7-day trial:
HIPAA retention:
21 CFR Part 11:
UETA adoption:
Annual review:
Risks of poor implementation
Document dispute
Weak evidence
HIPAA exposure
Part 11 rejection
What the audit trail records
The audit trail shows how the record was signed, verified, and preserved for later review.
Authenticate:
Timestamp:
Hash:
Seal:
Log:
Export:
Vendor comparison at a glance
The table compares core legal and workflow features across leading eSignature vendors used in the U.S.
| signNow | DocuSign | Adobe Sign | Criteria |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Envelope cap | No cap | 100/year | Varies |
| Audit trail | Yes | Yes | Yes |
| HIPAA support | BAA available | BAA available | BAA available |
Pricing and plan features
Pricing varies by plan tier, billing cycle, and compliance needs, so the table focuses on verified entry-level details.
| 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 | Yes | Not verified | Yes | Not verified |
| Audit trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA compliance | BAA required | BAA available | BAA available | Not verified | Not verified |
FAQ and troubleshooting
These answers cover plan limits, compliance needs, and signing issues that affect digital signature workflows in the U.S.
signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If you need HIPAA support, confirm a BAA is in place before signing PHI-related documents.
signNow supports ESIGN and UETA-compliant workflows. For enforceability, make sure the signer consented to electronic records, the audit trail is complete, and the document shows clear intent to sign.
HIPAA workflows require a BAA and controls for user identification, integrity, and audit logging under 45 CFR §164.312. signNow can support those workflows when configured with the right account terms and access settings.
For 21 CFR Part 11 use, the record must include secure audit trails, unique user IDs, and validated controls. signNow Enterprise and Site License options are the relevant starting points for regulated workflows.
If a signer cannot complete the document on mobile, check browser support and app access on iOS, Android, Chrome, Safari, Edge, or Firefox. Mobile signing is valid under ESIGN and UETA when intent is clear.
If pricing or limits matter, signNow Business starts at $8/user/mo billed annually, Business Premium adds bulk send, and Site License uses signature-invite pricing. DocuSign has an envelope cap at entry tiers.
Key performance indicators that demonstrate SignNow's proven track record.