Electronic Identification and Signature for SignNow

Award-winning eSignature solution

What electronic identification and signature means

Electronic identification and signature is the process of verifying a person’s identity and capturing their intent to sign a record in digital form. In practice, a signer may confirm identity through email, SMS, ID checks, or other authentication methods, then apply an electronic signature to a document. The system records the event, links the signature to the file, and preserves an audit trail. For U.S. transactions, this supports faster approvals while keeping records organized and attributable.

Why electronic identification and signature matters

It reduces paper handling, speeds approvals, and supports enforceability when the signer’s intent, consent, and record integrity are preserved under ESIGN and UETA.

Why teams look for DocuSign alternatives

Common implementation challenges

Weak identity checks can make it harder to prove who actually signed the document.
Missing consent records can create disputes about whether the signer agreed to electronic delivery.
Poor audit trails can leave gaps in timestamps, IP data, and signing activity.
Overly broad access can expose signed records to unauthorized viewing or editing.

Who uses it

Teams use electronic identification and signature for contracts, approvals, disclosures, and acknowledgments that need a clear signer record.

Where it applies

It fits onboarding packets, lease agreements, patient forms, policy acknowledgments, and other consent-based workflows.

Typical users and personas

Real estate operations teams use signNow to send lease packets, rental applications, and closing documents that need fast turnaround and a clear signing record. The workflow helps agents and coordinators keep transactions moving without repeated in-person meetings or paper handling.
NetSuite and ERP administrators at companies like Xerox use signNow to route approvals and signatures through connected business systems. That supports document control, reduces manual follow-up, and keeps the right signatures attached to the right records in the right format.

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Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.

Mobile signing

Collect signatures on desktop or mobile while preserving signer intent, document integrity, and a clear record of each action.

Audit trail

Track views, clicks, signatures, and timestamps in one record that supports internal review and later evidence needs.

Templates

Use templates to standardize repeat documents, reduce setup time, and keep required fields consistent across teams.

Sequential routing

Route documents in a defined order so each signer receives the file only when their step is ready.

Document storage

Store completed documents with searchable records, making retrieval easier for audits, reviews, and internal controls.

Signer verification

Support consent-based workflows with signer verification steps that help tie each signature to a specific person.

Integration options for connected workflows

Connected systems move documents, signer data, and completed records between business tools without manual re-entry or duplicate tracking.

How electronic identification and signature works

The signing flow follows a simple sequence from document delivery to final record storage, with identity checks and logging along the way.

Send document: The signer receives a document and opens the signing link.
Verify signer: Identity is checked through the selected verification method.
Sign document: The signer applies an electronic signature to the file.
Record activity: The system stores timestamps and the completed audit trail.

Quick signing setup guide

Use a short setup sequence to prepare, route, and monitor a signing request from start to finish.

Prepare file:
Upload the document and add required fields.
Set recipients:
Choose who must sign and in what order.
Choose authentication:
Select the verification method for each signer.
Send request:
Send the signing request and monitor progress.

Setting	Recommendation
Authentication method	SMS OTP for higher assurance
Signature type	SES for routine contracts
Audit trail	Enable full timestamp logging
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform and system requirements

Electronic identification and signature works across major browsers and mobile operating systems, with secure connections and device-based access.

Desktop browsers Chrome, Firefox, Edge, and Safari
Operating systems Windows 11, macOS, iOS, Android
Mobile devices iPhone, iPad, and Android phones

For regulated use, managed devices, current browser versions, and stable network access help preserve authentication, auditability, and document access. Mobile signing is supported on iOS and Android, while desktop use is available in Chrome, Firefox, Safari, and Edge.

Security and data protection

Encryption in transit:

TLS 1.2/1.3 in transit

Encryption at rest:

AES-256 at rest

Security certification:

SOC 2 Type II available

Information security:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

FDA records:

21 CFR Part 11 support

Real estate operations

A real estate team needs faster lease execution across mobile and office workflows.

Tim Martin at Martin Properties processes documents online with built-in security.
The team keeps transactions moving without paper delays.

The workflow supports remote signing, mobile access, and a clearer record of each lease or approval, which helps reduce turnaround time while preserving document history.

ERP operations

An ERP operations group needs signatures tied to connected business records.

Kodi-Marie Evans at Xerox uses signNow with NetSuite.
The integration helps route the right signatures to the right documents.

The result is better document control inside a connected system, with fewer manual handoffs and a more reliable path from request to completed record.

Best practices for reliable signing

A careful setup improves identity proof, record integrity, and long-term usability without adding unnecessary steps for signers.

Match verification to risk

Use the lightest verification method that still fits the document’s risk level, then increase assurance for sensitive transactions or regulated records.

Record electronic consent

Capture signer consent before the first electronic delivery and keep that record with the signed file for later review.

Restrict record access

Limit document access to the people who need it, and review permissions after each completed signing cycle.

Align retention and evidence

Keep completed files, audit trails, and retention rules aligned so records remain usable for audits, disputes, and internal controls.

Setup day:

Create the account, set permissions, and prepare templates.

First send:

Send the first document after recipient and field checks.

Team onboarding:

Train users on routing, reminders, and completion review.

Free trial:

7-day free trial, no credit card required.

HIPAA retention:

6 years from creation or last effective date, per 45 CFR 164.530(j)(2).

UETA adoption:

49 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands have adopted UETA.

Business plan:

$8/user/mo billed annually.

Enterprise review:

Confirm BAA, SSO, and retention rules before rollout.

Risks of improper setup

Weak attribution

Document may be harder to enforce.

Incomplete audit trail

Evidence may be challenged in court.

Retention failure

HIPAA records may fail retention rules.

Missing consent

Consent disputes can delay enforcement.

Poor access control

Access logs may not support review.

Signer authentication:

Confirms the signer through the selected authentication method.

Timestamp capture:

Stores UTC timestamps for each signing event.

Document hashing:

Calculates a hash before and after signing.

Tamper-evident sealing:

Applies a tamper-evident seal to the record.

Audit log:

Preserves the event history with signer attribution.

Retrieval and export:

Exports the record for review or retention.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Free trial	7-day trial	Not verified	Not verified
Envelope cap	No cap	100 envelopes/year	Not verified

	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	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Included	Included	Included	Included	Included
Envelope cap	No cap	100/user/year	Not verified	Not verified	Not verified

FAQ and troubleshooting

These answers cover plan limits, compliance questions, and signing issues that affect electronic identification and signature workflows.

signNow Business starts at $8/user/mo billed annually, and all paid plans include unlimited users. If you need bulk send, that starts on Business Premium, while HIPAA support requires a BAA on eligible plans.

signNow supports ESIGN and UETA compliance, and the completed file includes an audit trail. For healthcare workflows, HIPAA requires unique user identification, audit controls, and a signed BAA with the vendor.

If a signer cannot complete the request, check the verification method first. SMS OTP, ID verification, and other authentication options can be adjusted based on the document’s risk and the recipient’s device access.

If the audit trail looks incomplete, confirm that the document was sent and signed inside signNow rather than exported and re-uploaded. The audit record should capture timestamps, activity history, and signer attribution.

For FDA-regulated records, 21 CFR Part 11 requires secure audit trails, unique signer identity, and controlled access. signNow supports Part 11 workflows on the appropriate plan and configuration.

If you need higher-assurance signing for EU transactions, eIDAS distinguishes SES, AES, and QES. signNow supports SES on all plans, while QES and AES are tied to the Site License offering.

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13+Years in business

4.6/5Average G2 rating