How to Use an E Signature With SignNow

Award-winning eSignature solution

What an electronic signature does

An electronic signature is a digital mark, symbol, or process that shows a person’s intent to sign a record. In signNow, a sender uploads a document, adds signature fields, and routes it to one or more signers. Each signer reviews the file, confirms identity as required, and applies a signature from a browser or mobile device. The completed document is then stored with a record of actions, timestamps, and signer details that help show what happened and when.

Why electronic signatures matter

They reduce paper handling, speed approvals, and support enforceability under ESIGN and UETA when intent, consent, and attribution are documented.

Why teams look for DocuSign alternatives

Common signing pitfalls

Signer confusion often comes from unclear instructions, missing fields, or documents that do not show where each person must act.
Weak identity checks can make it harder to prove who signed and whether the signature was authorized.
Poor document control creates version conflicts when multiple drafts circulate before the final signature request goes out.
Missing retention rules can leave signed records hard to find during audits, disputes, or internal reviews.

Business workflows

Teams that send contracts, approvals, and consent forms use eSignatures to cut turnaround time and keep records organized.

Document-heavy teams

Organizations handling leases, intake forms, and policy acknowledgments use eSignatures for repeatable, document-heavy processes.

People who benefit most

A NetSuite operations leader at Xerox uses signNow to route the right signatures on the right documents, in the right formats, through a connected workflow. That matters when approvals must match system records and business rules without manual rework.
A founder at Martin Properties uses signNow to execute documents online with mobile access and built-in compliance controls. That helps real estate teams handle leases, disclosures, and approvals without waiting for in-person meetings or paper delivery.

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Templates

Create reusable templates for recurring agreements, intake forms, and approvals so teams send the same document structure without rebuilding fields each time.

Mobile signing

Collect signatures from any browser or mobile device, which helps reduce delays when signers are away from the office.

Audit trail

Track each action with timestamps, signer details, and document history so the final record is easier to review later.

Routing

Route documents in a defined order so each signer receives the file only after the prior step is complete.

Status tracking

Use reminders and status tracking to see where a document is stalled and which signer still needs to act.

Central storage

Store completed files in one place so signed records stay organized for later retrieval, review, or export.

Connected systems that streamline signing

Connected systems move documents, signer data, and completed files between signNow and the tools teams already use every day.

How the signing flow works

The signing process follows a simple sequence from document preparation to final storage, with each action recorded along the way.

Prepare file: Upload the document and place signature fields where each signer must act.
Route for signing: Send the request to the right people in the required order.
Apply signatures: Each signer reviews the file and applies the signature electronically.
Finalize record: The completed record is stored with timestamps and action history.

Quick steps to get started

A short setup path helps teams move from draft document to completed signature without extra process steps.

Upload:
Upload the file you want signed.
Place fields:
Add signature, date, and initial fields.
Add recipients:
Enter signer email addresses and order.
Send:
Send the request and monitor status.
Save:
Download or store the completed document.

Setting	Recommendation
Authentication method	SMS OTP for routine approvals
Signature type	SES for standard U.S. contracts
Audit trail	Enable full event logging
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform and device requirements

signNow works in modern browsers and mobile environments, with secure connections and device support for signing on desktop or phone.

Desktop browsers Chrome, Firefox, Safari, and Edge support web signing.
Mobile devices iOS and Android support mobile signing.
Operating systems Windows and macOS work in the browser.

For regulated workflows, managed devices, current browser versions, and consistent user access policies help reduce signing errors and support recordkeeping.

Security and compliance safeguards

Transport security:

TLS 1.2/1.3 protects data in transit

Storage encryption:

AES-256 protects data at rest

Independent controls:

SOC 2 Type II report available

Security management:

ISO 27001 certified

Healthcare workflows:

HIPAA support with BAA required

Regulated records:

21 CFR Part 11 support available

Enterprise operations

A connected operations team needed faster document turnaround without losing control over approvals and formats.

Xerox used signNow with NetSuite integration.

The workflow matched system records more closely and reduced manual routing between departments.

Real estate

A real estate founder needed online execution for client documents while keeping mobile access and compliance in place.

Martin Properties completed documents online.

The team handled signatures remotely and kept a clear record of completed transactions for later review.

Practical ways to reduce errors

Good signing practices focus on clarity, identity, retention, and access control, which makes the process easier to defend later.

Label fields clearly

Use clear field labels, signer instructions, and a final review step before sending. This reduces confusion and lowers the chance of incomplete signatures or misplaced initials.

Match authentication to risk

Match the authentication method to document risk. Use stronger verification for sensitive agreements, and keep the method consistent across similar workflows to simplify review.

Define retention early

Set retention rules before rollout so completed documents stay available for audits, disputes, and internal records management without ad hoc file searches.

Control document access

Limit access to signed files and templates to the people who need them. Clear permissions reduce accidental edits, duplicate sends, and record handling errors.

Risks of poor signature handling

Weak attribution

Document may be harder to enforce.

Missing trail

Audit evidence may be challenged.

Retention gap

HIPAA records may fail retention rules.

Consent failure

Signature intent may be disputed.

Signer authentication:

Verifies the signer through the chosen authentication method.

Timestamp capture:

Records each event in UTC with an ISO 8601 timestamp.

Document hashing:

Calculates a document hash before and after signing.

Tamper-evident seal:

Locks the file with tamper-evident sealing.

Event log:

Stores signer actions, IP data, and delivery events.

Audit export:

Exports the audit trail for review or evidence.

Day 0:

Set up the workspace, templates, and user access.

Day 1:

Send the first document for signature.

Week 1:

Onboard the full team and confirm routing rules.

7-day trial:

Free trial ends after 7 days without a card.

HIPAA retention:

Keep PHI records for 6 years under 45 CFR §164.530(j)(2).

ESIGN consent:

Capture electronic consent before sending consumer records.

UETA adoption:

UETA is adopted in 49 states plus D.C., Puerto Rico, and the U.S. Virgin Islands.

Enterprise rollout:

Expand to templates, integrations, and access controls after initial use.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trails	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Envelope cap	No cap	100 envelopes/year	Plan-based
HIPAA support	Yes	Yes	Yes

	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, Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA required	Available	Available	Available	Available

FAQ and troubleshooting

These answers cover plan limits, compliance questions, browser access, retention, authentication, and workflow control for signNow users.

signNow Business starts at $8/user/mo billed annually. Business Premium adds bulk send, and Enterprise adds advanced signer authentication. The 7-day free trial does not require a credit card.

signNow supports ESIGN and UETA compliance with audit trails, signer authentication, and tamper-evident records. For HIPAA workflows, a BAA is required before handling PHI.

If a signer cannot open the document, check browser support in Chrome, Firefox, Safari, or Edge, and confirm the signer has access to the email link or mobile app.

For HIPAA records, signed documents containing PHI should be retained for 6 years from the date of creation or last effective date, whichever is later, under 45 CFR §164.530(j)(2).

If you need stronger evidence, use a higher-assurance authentication method such as SMS OTP or ID verification. signNow also records timestamps and document history for review.

If a document needs more control, use templates, routing, and audit trail features together. Enterprise and Site License options add advanced access and API capabilities.

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