How to Create a Document That Can Be Signed Electronically
Award-winning eSignature solution
What electronic document signing means
A document that can be signed electronically is a digital record prepared so a signer can review, consent, and apply an electronic signature instead of pen and paper. In the U.S., the process usually includes creating the document, adding signer fields, sending a secure signing link, and capturing the signer’s intent, identity, and timestamp. The signed file then stores an audit trail and tamper-evident record, which helps show who signed, when, and what was signed.
Why electronic signing matters
It reduces printing, scanning, and manual routing while preserving enforceability under ESIGN and UETA when consent, attribution, and record retention are handled correctly. That makes routine approvals faster and easier to track across teams.
Common setup pitfalls
Missing signer consent language can weaken enforceability and create disputes about whether the recipient agreed to electronic delivery. Poor field placement can cause signers to miss required initials, dates, or attachments before submission. Weak authentication makes it harder to attribute the signature to the right person in a later challenge. Incomplete audit records can leave gaps in the signing history, timestamps, or document version control.
Who uses electronic signing
Real estate
Real estate teams use electronic signing for leases, disclosures, and rental applications that need quick turnaround.
Regulated industries
Healthcare, finance, legal, education, and insurance teams use it for forms, approvals, and compliance records.
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.
Typical users and roles
Coordinates lease packets, disclosures, and renewal forms for property teams that need mobile signing and fast turnaround. signNow customer Martin Properties has highlighted online execution, built-in security, and efficient document return across office and field workflows. Manages system-connected signature flows for ERP-driven document routing, where the right signer, format, and approval order matter. Xerox’s NetSuite operations story reflects this need for flexible routing and integration-aware signing across internal and external documents.
Core features and benefits
signNow supports practical signing workflows that help teams prepare documents, collect signatures, and retain records with less manual handling.
Templates
Create reusable templates for contracts, forms, and approvals so teams can standardize fields, reduce setup time, and keep document versions consistent across repeated signing workflows.
Signing order
Route documents in a defined order so each signer receives the file at the right time with the right fields and instructions.
Audit trail
Capture timestamps, signer details, and document history in one record that supports internal review and later evidentiary use.
Mobile access
Use mobile apps and browser access to sign on desktop, iPhone, iPad, or Android without changing the signing process.
Access control
Apply role-based permissions so only approved users can prepare, send, or manage sensitive documents and signer data.
Status tracking
Track completion status so teams can see which documents are pending, signed, declined, or returned for correction.
How the signing flow works
The signing process follows a simple sequence from document preparation to final record storage, with each action logged for review.
Prepare: Upload the document and add signer fields. Distribute: Send a secure signing request to each signer. Sign: Signer reviews, signs, and submits the file. Complete: Completed records store the final file and audit trail.
Quick setup steps
Use a short setup sequence to prepare a document, assign fields, and send it for signature.
Upload:
Upload the file you want signed. Add fields:
Add signature, date, and text fields. Assign signers:
Enter signer names and email addresses. Send:
Send the document for signature. Save:
Download the completed file after signing.
Recommended workflow settings
Use settings that support attribution, record integrity, and retention for U.S. signing workflows and regulated records.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher assurance |
| Signature type | SES for routine U.S. contracts |
| Audit trail | Enable time-stamped event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Supported devices and browsers
signNow works across major desktop browsers and mobile operating systems, so users can review and sign documents on the devices they already use.
Desktop browsers Chrome, Firefox, Edge Desktop systems Windows and macOS Mobile devices iOS and Android apps
For managed deployments, confirm browser policy, mobile app access, and network controls before rollout. Regulated teams should also verify SSO, API access, and retention settings on Windows, macOS, iOS, and Android devices used for signing.
Security and compliance controls
Transport security:
Data encryption:
Independent controls:
Security management:
Healthcare workflows:
Regulated records:
Real-world use cases
These examples show how teams use electronic signing in property, operations, and system-connected document workflows.
Property operations
A property operations leader needed faster lease execution across office and mobile workflows.
- Martin Properties used online signing for lease packets.
- Built-in security supported efficient document return.
The team could process and execute documents online with stronger control over turnaround, security, and mobile access.
ERP operations
A systems operations leader needed flexible signature routing inside an ERP-connected workflow.
- Xerox used signNow with NetSuite integration.
- Right signatures reached the right documents in the right format.
The integration helped route documents more accurately while keeping signing aligned with internal system data and approval needs.
Best practices for setup
A careful setup reduces signing errors, supports enforceability, and makes the completed record easier to review later.
Design for clarity
Capture consent early
Match authentication to risk
Keep complete records
Rollout and retention timeline
This timeline combines rollout milestones with retention facts that matter for U.S. signing workflows and regulated records.
Day 1:
Day 2:
Week 1:
7-day trial:
HIPAA retention:
Part 11 records:
UETA adoption:
ESIGN baseline:
Risks of poor setup
Weak identity proof
Missing audit trail
Short record storage
No BAA
No consent record
What the audit trail records
The audit trail captures identity, timing, integrity, and retrieval details that help show how the signed record was created.
Authenticate:
Timestamp:
Hash:
Seal:
Archive:
Export:
Pricing and feature snapshot
Pricing and plan details reflect verified annual-billing entry tiers and documented feature notes from the current vendor landscape.
| Plan / Feature | 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 | Plan dependent | Plan dependent | Plan dependent | Plan dependent | |
| Audit trail | Included | Included | Included | Included | Included | |
| HIPAA compliance | BAA required | BAA available | BAA available | Not verified | Not verified |
Frequently asked questions
These answers cover plan limits, compliance needs, and recordkeeping questions that often come up during electronic signing setup.
signNow Business includes legally binding eSignatures, audit trails, templates, mobile apps, ISO 27001, SOC 2, and GDPR support. If you need bulk send or advanced signer authentication, Business Premium and Enterprise add those options.
signNow’s 7-day free trial requires no credit card. It lets you test document sending, signing, and basic workflow setup before choosing a paid plan.
HIPAA workflows require a BAA. signNow supports HIPAA compliance when the covered entity signs the agreement and uses the platform for PHI handling.
For U.S. enforceability, ESIGN and UETA require consent, attribution, and a reliable record. signNow’s audit trail helps document signer activity, timestamps, and document history.
DocuSign’s entry tiers can include envelope limits, while signNow’s paid plans do not cap users. If you need high-volume sending, compare plan limits before rollout.
For regulated records, 21 CFR Part 11 may require validation, access controls, and secure audit trails. signNow supports these controls, but the regulated entity remains responsible for validation and policy fit.
Key performance indicators that demonstrate SignNow's proven track record.