Error 1718 Digital Signature Policy Guide
Award-winning eSignature solution
What error 1718 digital signature policy means
Error 1718 digital signature policy refers to a signing rule or configuration problem that prevents a document from being signed or validated under the expected policy. In practice, the policy defines who can sign, how identity is checked, what signature type is allowed, and how the signed record is protected afterward. In the U.S., a well-formed policy supports electronic signature workflows by linking the signer, the document, and the audit trail in a way that can be reviewed later for compliance and evidence.
Why the policy matters legally
A clear error 1718 digital signature policy helps reduce signing delays, preserve evidence, and support enforceability under ESIGN and UETA. It gives businesses a documented process for attribution, consent, and record integrity, which can matter when a signed file is reviewed in a dispute or audit.
Frequent policy pain points
Signer authentication is too weak, so the record may not clearly tie the signature to one person. Policy rules conflict with document templates, causing signing failures or rejected signature requests. Audit trail details are incomplete, making it harder to show intent, timing, and sequence. Retention and access controls are unclear, which can complicate HIPAA, FERPA, or internal review needs.
Who uses this policy
Real estate
Lease packets, onboarding forms, and approval records often need controlled signing and a clear audit trail.
Healthcare
Patient forms, consent records, and internal approvals need HIPAA-aware handling and documented signer identity.
People who benefit most
Teams like Martin Properties use signNow to process lease and closing documents online while keeping a clear record of signer intent, mobile access, and document control across remote transactions. Operations leaders at companies such as Tech Data use signNow to move internal and external approvals faster, especially when workflows need integration with existing systems and consistent signature handling.
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Core features and benefits
A strong policy setup makes signing clearer, easier to review, and more defensible when records need to be checked later.
Policy control
Creates a clear signing path that links the signer, the document, and the policy rules used during the transaction.
Audit evidence
Captures a defensible record of who signed, when they signed, and what was signed.
Cross-device signing
Supports mobile and desktop signing so users can complete documents without changing devices or workflows.
Workflow consistency
Helps teams standardize approvals across departments, reducing manual review and inconsistent signature handling.
Tamper evidence
Preserves document integrity after signing, which helps detect later changes to the file.
Legal alignment
Works with U.S. eSignature rules that support attribution, consent, and record retention.
How the policy works
The policy follows a simple sequence that checks identity, records the signing event, and preserves the final document.
Policy check: A signer opens the document and the policy checks access rules. Verify signer: Identity is verified before the signature step is accepted. Capture event: The system records the signing event and time details. Seal record: The signed file is sealed for later review and proof.
Quick setup steps
Use a short setup sequence to prepare the document, define the signer path, and start the signing process.
Set recipients:
Confirm the signer list and required order before sending. Pick signature type:
Choose the right signature method for the document type. Prepare file:
Add the document to the signing workflow and review fields. Launch workflow:
Send the request and monitor completion status.
Recommended policy setup
A practical setup balances signer verification, record integrity, and retention requirements for regulated U.S. document workflows.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP |
| Signature type | Electronic signature |
| Audit trail | Enabled |
| Document retention | 6 years (HIPAA 45 CFR 164.530(j)(2)) |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform and device support
signNow works in modern browsers and mobile apps, with secure connections over TLS 1.2 or TLS 1.3 across desktop and mobile environments.
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, and controlled user provisioning matter more than the device itself. Teams should also confirm retention, export, and authentication settings before rollout so the signing process matches internal policy and any HIPAA, FERPA, or financial recordkeeping requirements.
Security and compliance snapshot
Transport security:
At-rest encryption:
Security certification:
Information security:
Healthcare compliance:
Legal framework:
Real-world use cases
Customer stories show how controlled signing, integration, and recordkeeping work together in everyday business workflows.
Real estate
A real estate team needs fast lease execution with clear signer records and mobile access.
- Martin Properties used signNow for online document execution.
- The workflow kept signatures tied to each lease packet.
The team could process documents online with 100% compliance and built-in security, while keeping the signing process efficient for remote and mobile use.
Operations
An operations group needs flexible routing between systems and consistent signature handling across departments.
- Xerox used signNow with NetSuite integration.
- The workflow matched the right signatures to the right documents.
The integration helped the team route documents in the right format and reduced manual handling, which supported faster approvals and cleaner records for review.
Best practices for setup
A careful setup reduces signing errors and makes the final record easier to defend if it is ever questioned.
Match authentication to risk
Standardize document templates
Preserve evidence together
Restrict access carefully
Troubleshooting and FAQs
These answers focus on plan limits, compliance needs, and recordkeeping issues that can affect signing workflows.
signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If a policy error blocks signing, check signer authentication, field rules, and document permissions before resending the request.
For HIPAA workflows, signNow supports HIPAA compliance with a BAA. If the document contains PHI, confirm the BAA is in place and keep signed records for 6 years under 45 CFR 164.530(j)(2).
If the audit trail looks incomplete, review the signer’s authentication method, timestamps, and document history. signNow records signing activity so the file can support ESIGN and UETA evidence requirements.
If bulk sending or advanced routing is missing, check the plan level. signNow Business Premium adds bulk send, while Enterprise adds advanced signer authentication and formula fields.
If a user cannot sign on mobile, confirm the browser or app is supported on iOS, Android, macOS, or Windows. signNow supports modern desktop browsers and mobile devices for signing workflows.
If a regulated workflow needs stronger controls, use signNow features that support SOC 2 Type II, ISO 27001, GDPR, HIPAA, and 21 CFR Part 11 aligned processes.
Vendor comparison at a glance
The table below compares core eSignature capabilities that matter when a policy must support enforceable signing and recordkeeping.
| signNow | DocuSign | Adobe Acrobat Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Audit trail | Built-in | Built-in | Built-in |
| HIPAA support | Yes | Yes | Yes |
| Envelope cap | No cap | 100/year | Not verified |
Rollout and retention timeline
This timeline combines rollout milestones with retention and policy facts that affect regulated signing workflows.
Setup day:
First send:
Team onboarding:
Free trial:
HIPAA retention:
21 CFR Part 11:
Business plan:
Enterprise rollout:
Risks of poor setup
Weak attribution
Incomplete audit trail
Policy gap
Missing consent
What happens in the audit trail
The audit trail records identity, timing, integrity checks, and later retrieval so the signing record stays defensible.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper sealing:
Audit retrieval:
History retention:
Pricing and plan features
Pricing below reflects verified entry-tier data and plan features that affect document workflow decisions.
| 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 | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA available | BAA available | BAA available | Not verified | BAA available |
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