Pandemic Signing Habits for SignNow eSignature Workflows

Award-winning eSignature solution

What pandemic signing habits means

Pandemic signing habits means the shift to electronic signing workflows that let people review, sign, and return documents without meeting in person. In the U.S., it usually works by sending a document through an eSignature platform, verifying the signer’s identity, capturing consent, and recording each action in an audit trail. The process supports remote approvals, faster turnaround, and better recordkeeping while preserving the legal and operational details needed to show who signed, when, and how.

Why pandemic signing habits matters

It reduces paper handling, shortens approval cycles, and helps organizations keep transactions moving during remote or hybrid operations. Under ESIGN and UETA, an electronic signature can be enforceable when intent, consent, and record retention are handled correctly.

Why teams look for DocuSign alternatives

Common signing workflow issues

Signer consent is often captured too late, which can weaken the record of agreement under ESIGN and UETA.
Weak identity checks can make it harder to attribute a signature to the right person in a dispute.
Missing audit details, such as timestamps or IP data, can limit evidentiary value in court or review.
Poor document retention practices can create gaps in HIPAA, FERPA, or internal recordkeeping requirements.

Remote teams

Remote teams use eSignature workflows for contracts, approvals, and acknowledgments without in-person meetings.

Regulated departments

Regulated departments use signed forms, disclosures, and records that need audit trails and retention controls.

Real-world user profiles

A director of NetSuite operations at Xerox uses signNow to route the right signatures to the right documents, in the right formats, through a NetSuite-connected workflow that reduces manual follow-up and keeps approvals aligned with internal controls.
A COO at a growth-stage investment firm uses signNow because customers can sign easily, and the team can keep remote approvals moving without adding friction to client-facing document exchange or internal execution steps.

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Intuitive UI and API. Sign and send documents from your apps in minutes.

Mobile signing

Create and send documents from a browser or mobile device, then collect signatures without printing, scanning, or shipping paper.

Audit trail

Track every action in a tamper-evident audit trail that supports review, dispute handling, and internal controls.

Templates

Reuse approved forms and clauses to speed recurring workflows while keeping document structure consistent across teams.

Signing order

Route documents in a defined order so each signer receives the file at the right step.

Consent capture

Capture signer intent with consent, timestamps, and identity checks that support ESIGN and UETA enforceability.

Shared access

Keep teams working from the same file set with controlled access and version visibility.

Connected systems for signing workflows

Connected systems move documents, contacts, and approvals between signNow and the tools teams already use every day.

How the signing flow works

The workflow follows a simple sequence from document preparation to completed record storage.

Prepare file: Upload the document and prepare the fields.
Assign signers: Add signers and set the signing order.
Send request: Send the request and track responses.
Save record: Store the completed record with its audit trail.

Quick setup steps

Use a short setup sequence to prepare and send documents for signature.

Upload file:
Upload the document and add fillable fields.
Add recipients:
Enter signer names and email addresses.
Configure routing:
Set reminders and signing order.
Send for signature:
Review the document, then send it.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	SES
Audit trail	Enable full event log
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform and device support

Pandemic signing habits work across modern browsers and mobile devices, with secure transport and app-based signing on supported platforms.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows 10+, macOS, iOS, Android
Mobile devices iPhone, iPad, and Android phones

For regulated use, managed devices, access controls, and retention policies matter as much as browser support. Teams should confirm browser updates, mobile permissions, and any required authentication or compliance settings before rollout.

Security and compliance controls

Transport security:

TLS 1.2/1.3 in transit

Data protection:

AES-256 at rest

Control assurance:

SOC 2 Type II available

Security management:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Regulated records:

21 CFR Part 11 support

Xerox operations

Xerox needed flexible routing for document approvals across systems and locations.

NetSuite-connected routing
Right signatures on right documents

The workflow reduced manual coordination and kept document execution aligned with system-based controls.

Tech Data

Tech Data wanted faster internal and external service without losing control over approvals.

Speed to revenue
Improved customer service

signNow supported faster turnaround while keeping the signing process organized for both internal teams and customers.

Best practices for remote signing

A disciplined setup helps organizations keep signatures defensible, records organized, and workflows easier to audit later.

Match authentication to risk

Use a signer authentication method that matches the document’s risk level, and document the reason for that choice in your internal policy.

Standardize recurring templates

Keep templates consistent across departments so recurring forms use the same fields, routing, and approval language every time.

Set retention rules

Retain completed records with audit trails in a controlled repository, and align retention periods with HIPAA, FERPA, or internal policy.

Review access regularly

Limit access to signing workflows by role, and review user provisioning regularly when staff change positions or leave the organization.

Day 0:

Set up the workspace and access controls.

Day 1:

Send the first document for signature.

Week 1:

Onboard the team and review routing rules.

7-day trial:

Free trial lasts 7 days, no credit card required.

HIPAA retention:

Keep signed PHI records for 6 years.

Part 11 records:

Retain audit history for regulated records.

UETA adoption:

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

Annual review:

Review authentication, retention, and access controls each year.

Risks of poor execution

Weak consent

Document may be harder to enforce.

Poor identity checks

Signature attribution may be disputed.

Missing logs

Audit evidence may be incomplete.

Retention failure

Regulatory review may flag retention gaps.

Signer authentication:

Verify signer identity before the signing event.

Timestamp capture:

Record UTC time for each action.

Document hashing:

Compute a hash of the file.

Tamper-evident sealing:

Seal the record against later changes.

Audit log storage:

Store the event history with the file.

Audit export:

Export the audit trail for review.

	Plan / Feature	signNow	DocuSign	Adobe Sign	PandaDoc
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	Yes	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	Yes, BAA required	Yes, BAA available	Yes, BAA available	Not verified	Not verified

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
HIPAA support	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Envelope cap	No cap	100/year	Not verified

FAQ and troubleshooting

These answers focus on plan limits, compliance controls, and evidence handling that matter in U.S. signing workflows.

signNow Business includes legally binding eSignatures, audit trails, templates, mobile apps, and unlimited users. If you need HIPAA support, confirm the BAA and retention settings before sending PHI.

signNow supports ESIGN and UETA compliance when the signer’s intent, consent, and record retention are captured correctly. The platform’s audit trail helps show who signed, when, and how.

For HIPAA workflows, use a signed BAA and keep signed records for 6 years under 45 CFR 164.530(j)(2). signNow’s compliance controls help support that recordkeeping model.

If you need higher-assurance authentication, use SMS OTP, ID verification, or another stronger method based on the transaction risk. signNow Enterprise and Site License support more advanced controls.

If a signer cannot complete the flow on mobile, confirm browser support, app permissions, and whether the document uses fields that are easier to complete on desktop.

For regulated records, export the completed document and audit trail together, then store them in a controlled repository. That supports review under HIPAA, 21 CFR Part 11, and internal policy.

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