Example of Digital Signature with SignNow
Award-winning eSignature solution
What a digital signature is
A digital signature is a cryptographic way to sign an electronic record so the signer can be identified and later changes can be detected. In U.S. business use, it helps prove intent, preserve document integrity, and create a defensible record of who signed, when they signed, and what they approved. SignNow applies this inside a secure workflow with audit trails, authentication options, and completed files that can be stored for compliance review.
Why digital signatures matter
Example of digital signature helps U.S. businesses replace paper routing with faster approvals, lower handling costs, and cleaner records. Under ESIGN and UETA, an electronic signature is generally enforceable when intent, attribution, and record retention are preserved, making it suitable for routine commercial transactions and many regulated workflows.
Core features and benefits
The main value comes from traceable signing, controlled access, and practical workflow tools that fit routine business documentation.
Audit trail
Create a signed record with a tamper-evident history, so you can show who signed, when they signed, and whether the file changed later.
Routing control
Route documents with signer order and reminders so approvals move without manual follow-up or paper handoffs.
Encryption
Protect documents with TLS in transit and AES-256 at rest, reducing disclosure risk during storage and transfer.
Mobile signing
Use mobile apps to sign on phones or tablets when users are away from a desktop.
Reusable templates
Support business workflows with templates that keep repeated forms consistent across teams and locations.
Integrations
Connect signed documents to systems like Salesforce, NetSuite, Google Workspace, and Procore for cleaner handoff and storage.
Recommended signing setup
Start with controls that support attribution, record integrity, and practical retention for U.S. business and regulated workflows.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher assurance |
| Signature type | SES for routine agreements |
| Audit trail | Enable full time-stamped logs |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
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Certificates and signer authentication
PKI foundation:
X.509 certificates:
Two-factor login:
SMS OTP:
ID verification:
Remote verification:
A simple signing workflow
Follow a short sequence to prepare, send, sign, and save a digital signature workflow in SignNow.
Prepare files:
Upload the document, then place signature fields where signers need them. Add signers:
Add recipients, set the order, and choose authentication for each signer. Send securely:
Send the request and monitor completion from the document list. Archive records:
Download the completed file and store the audit trail.
How the signing process works
A digital signature connects the signer, the document, and the time of signing in a traceable sequence.
Open request: The signer receives a request and opens the document on web or mobile. Verify identity: Identity checks confirm the signer before the signature is applied. Seal record: The system records the signature, timestamp, and document hash. Store evidence: The completed file is stored with the audit history.
Teams that rely on digital signatures
Different business types use digital signatures to remove paper delays, support remote approvals, and preserve clear records for audits and disputes.
Independent real estate brokerages use digital signatures for leases, disclosures, and offers that need quick turnaround across clients, partners, and remote locations. Healthcare provider networks use digital signatures for patient forms, consent packets, and internal approvals while keeping HIPAA workflows organized and traceable. Construction firms use digital signatures for bids, change orders, and jobsite approvals that move between office staff, supervisors, and subcontractors.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Document types and audiences
Business teams
Contracts, NDAs, and invoices fit sales, procurement, and finance teams that need quick approvals.
Regulated records
Consent forms, HR packets, and intake documents fit healthcare, education, and insurance workflows.
Browser and system support
Digital signatures work in modern browsers and on current desktop and mobile operating systems with secure, up-to-date connections.
Browsers Chrome, Firefox, Edge, and Safari Desktop systems Windows and macOS desktops Mobile systems iOS and Android mobile devices
For business deployments, standardize supported devices, account provisioning, and access controls. Regulated teams should pair platform access with retention policies, SSO administration, and certificate or authentication requirements that match their internal compliance rules and any applicable U.S. recordkeeping obligations.
Common document-handling risks
Signed documents can leak sensitive data when email forwarding or shared folders are not restricted after completion. Unclear signer instructions can lead to partial completion, rejected consent, or documents signed in the wrong order. Weak permissions can expose templates, completed files, or audit records to people who should not access them. Keeping records without a retention rule makes later review difficult and can complicate internal or legal discovery.
Document retention best practices
Retention works best when records, audit evidence, and storage rules are defined before the first signature request is sent.
Match retention to regulation
Export the audit trail
Use secure archival
Check access before distribution
Risks of poor signature handling
Weak attribution
Missing audit trail
Open access
Poor archival
Sending and signing methods
- Use the web app for office-based teams that need full document management, template editing, and signer routing in one place.
- Use the mobile app when staff, clients, or contractors need to review and sign away from a desk.
- Use kiosk mode for in-person signing stations where many people sign documents sequentially on shared devices.
- Use shareable signing links when sending a document to a known audience through email, chat, or internal portals.
Signing timeline at a glance
A document can move from preparation to archival quickly when routing, signer access, and record storage are already defined.
Document preparation
Delivery to signers
Signer turnaround
Completion and archival
Frequently asked questions
These answers cover plan limits, compliance requirements, mobile access, audit evidence, and access control questions tied to SignNow workflows.
Business plan starts at $8/user/mo, billed annually, and includes legally binding eSignatures, templates, mobile apps, and audit trails. If you need HIPAA workflows, confirm a BAA and verify access controls and retention settings before sending PHI.
For HIPAA documents, use a plan that supports a BAA and operating controls aligned with 45 CFR 164.312. SignNow’s compliance features include audit trails, encryption, and access controls, but your internal policy still has to define who can view PHI.
21 CFR Part 11 workflows need unique user identification, time-stamped audit trails, and controlled signatures. SignNow supports audit history and authentication features, but validation and SOPs must come from the regulated organization, not the software alone.
If a signer cannot open the file, check browser support, app permissions, and link expiration. SignNow works in Chrome, Firefox, Safari, and Edge, and also supports iOS and Android apps for mobile signing.
If the audit trail is missing, confirm that the completed document was fully signed before export. The signed file should include the history of actions, timestamps, and signer details needed for later review or evidence.
For team access issues, review user provisioning, roles, and permissions in the admin settings. Paid plans include unlimited users, and enterprise-style controls can be paired with SSO or delegated sending on higher tiers.
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