Electronic Signature Guide for SignNow
Award-winning eSignature solution
What an electronic signature does
An electronic signature is a digital mark or action that shows a person intended to sign a record. In the U.S., it can be a typed name, a drawn signature, a click, or a certificate-based signature, depending on the workflow. SignNow helps collect that intent, attach the signature to the document, and preserve an audit trail, timestamps, and file history so the completed agreement can be verified later under ESIGN and UETA.
Why electronic signatures matter
Electronic signatures reduce paper handling, speed approvals, and create a record that can be admitted as evidence when paired with intent, attribution, and a reliable audit trail. Under ESIGN and UETA, they are generally enforceable for U.S. business transactions, while certain documents, such as wills and some court orders, remain excluded or subject to separate formalities.
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How the signing flow works
The signing flow starts with document setup and ends with a preserved record of every action taken by each signer.
Prepare the file: Create or upload the document, then place signature and form fields where each person needs to act. Set the workflow: Add recipients and choose the order, so the right signer receives the document first. Collect signatures: Send the document and let each signer review, sign, and submit from any supported device. Archive the result: Save the completed file with its audit history, timestamps, and record trail for future review.
Quick setup steps for signing
Start with the document, add the needed fields, and then route it to the right people.
Upload the document:
Upload a PDF or document that needs signatures. Place the fields:
Add signature, date, and initial fields. Invite recipients:
Enter signer emails and set the signing order. Send and track:
Send the document and monitor completion status.
Ways to send and sign
- Use the web app when you want to upload a document, place fields manually, and route it to one or more signers from a desktop browser.
- Use the mobile app when a signer is away from a desk and needs to review, sign, or initial a file on iOS or Android.
- Use kiosk mode when documents must be signed on one shared device at a front desk, job site, or reception area.
- Use shareable signing links when you need a simple way to invite outside parties without building a full recipient list first.
Core features that shape the workflow
The main value comes from reducing manual steps, keeping records organized, and making each signed file easier to verify later.
Templates
Create reusable documents, save fields, and reduce repetitive setup when the same agreement goes out to many recipients.
Routing
Route signatures in sequence or in parallel so approval steps match real business processes without manual follow-up.
Audit trail
Track opens, completions, and signer events in a built-in history that supports review and audit needs.
Mobile signing
Collect signatures from phones and tablets, which helps field teams and remote signers finish documents quickly.
Signer controls
Use access controls and identity checks to reduce unauthorized signing and preserve document integrity.
Integrations
Connect with business systems when documents must move between CRM, ERP, storage, or project workflows.
Signer authentication and certificates
PKI trust:
Certificate validation:
2FA protection:
SMS OTP:
ID verification:
Identity proofing:
Device and browser requirements
Signatures work in current versions of Chrome, Firefox, Safari, and Edge on Windows, macOS, iOS, and Android with secure TLS connections.
Desktop browsers Chrome, Firefox, Edge, and Safari Operating systems Windows, macOS, iOS, Android Supported devices Phone, tablet, or laptop
For regulated deployments, managed devices, SSO, and role-based access help keep signing consistent across teams. Mobile apps and browser access support field use, while encryption and retention settings help align records with legal and internal policies.
Best practices for electronic signatures
A clear signing process reduces disputes, supports compliance, and keeps documents easy to verify later.
Capture consent before signing
Limit access and edits
Test the workflow first
Archive records with controls
Risks of weak electronic signatures
Consent gap
Attribution failure
Retention lapse
Archive exposure
Signing timeline and completion speed
Electronic signing is usually faster than paper routing, but the exact pace depends on preparation, access, and signer availability.
Prepare document
Send to signers
Signer turnaround
Completion and archive
Troubleshooting common signing questions
These answers focus on plan limits, compliance rules, and the evidence needed to support a signed record.
The Business plan includes legally binding eSignatures, templates, mobile apps, and audit trails. If you need bulk send or kiosk mode, Business Premium adds those features, while Enterprise adds advanced signer authentication and formula fields.
signNow supports ESIGN, UETA, SOC 2 Type II, and HIPAA workflows with a BAA when PHI is involved. For healthcare records, keep signed files for 6 years under HIPAA 45 CFR 164.530(j)(2).
Use the audit trail and document history to verify who signed, when they signed, and what changed. For stronger evidence, keep the consent record, timestamps, and final PDF together.
A typed or drawn signature is fine for many U.S. transactions under ESIGN and UETA. For higher-assurance needs, use identity verification, SMS OTP, or certificate-based signing, depending on the document risk.
If a document must be retained for tax, health, or broker-dealer reasons, apply the applicable rule before deleting it. Examples include HIPAA 6 years, IRS recordkeeping rules, and FINRA Rule 4511.
Some documents, such as wills, certain court orders, and real-estate deeds in some states, may need wet-ink, notarization, or witness requirements. Check the governing state law before sending.
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