Passcode Verification for Secure eSignatures

Award-winning eSignature solution

What passcode verification means

Passcode verification is a signer authentication step that asks a person to enter a code before opening or signing a document. In signNow, the sender sets the passcode requirement, and the signer receives the code through the chosen delivery method, then enters it to continue. This adds a clear identity check to the signing flow and creates evidence that the signer completed the step. It is often used when a document needs stronger access control than email alone.

Why passcode verification matters

Passcode verification helps confirm signer intent, reduce unauthorized access, and strengthen the record if a signature is later reviewed. Under ESIGN and UETA, it supports enforceability when the process shows attribution, consent, and a reliable signing record.

Why teams look for DocuSign alternatives

Passcode verification pain points

Users may miss the passcode if delivery goes to an old phone number or inbox.
Short code windows can frustrate signers when they switch devices during the signing session.
Weak identity proofing can leave questions about who actually entered the passcode.
Poorly documented settings can make it harder to explain the authentication method later.

Document workflows

Teams use passcode verification for leases, consent forms, approvals, and regulated records that need stronger signer checks.

Signer audiences

It fits customers, patients, tenants, employees, and vendors who must confirm identity before signing.

People who benefit most

A director of NetSuite operations at Xerox uses signNow to route the right documents to the right people. Passcode verification adds a controlled step when approvals need stronger signer confirmation across integrated workflows and recordkeeping.
A founder at Martin Properties uses signNow to execute lease and property documents online. Passcode verification helps confirm the signer before completion, which is useful when tenants, owners, or agents sign remotely and the record must stay defensible.

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Code check

Adds a code-based check before the signer can continue, which helps confirm access and reduce accidental or unauthorized signing.

Simple flow

Works within the signing flow, so the signer stays in one process instead of moving to a separate system.

Audit support

Creates a clearer record of who completed the step and when, which supports later review and internal controls.

Access control

Helps teams apply stronger access control to sensitive agreements without changing the document format or approval path.

Remote use

Fits remote signing because the signer can verify identity without an in-person meeting or paper exchange.

Policy consistency

Supports repeatable policy enforcement across teams, so the same verification rule can apply to selected documents.

Connected workflows for passcode verification

Connected systems can trigger signing requests, store completed records, and keep passcode-protected documents aligned with existing business workflows.

How passcode verification works

The signing flow is straightforward: the sender sets the rule, the signer proves access with a code, and signNow records the event.

Enable protection: The sender turns on passcode verification for the document.
Send code: The signer receives the document and passcode instructions.
Verify access: The signer enters the code to continue signing.
Log activity: signNow records the event in the document history.

Quick setup steps

Use a short setup sequence to apply passcode verification before sending the document for signature.

Set the rule:
Open the document settings and choose passcode verification.
Assign signers:
Choose who must complete the code step.
Deliver request:
Send the document to the signer.
Check completion:
Confirm the signer enters the passcode correctly.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	SES
Audit trail	Enable full history
Document retention	6 years (HIPAA 45 CFR 164.530(j)(2))
Encryption	TLS 1.2/1.3 and AES-256

Platform requirements

Passcode verification works in modern browsers and mobile environments that support secure web sessions and document access.

Desktop browsers Chrome, Firefox, Edge
Apple platforms Safari on macOS and iOS
Mobile access Android app and mobile browser

For enterprise deployments, managed devices, SSO, and current browser updates help maintain stable access and consistent authentication behavior.

Security and compliance

Encryption:

TLS 1.2/1.3 in transit

Storage protection:

AES-256 at rest

Control report:

SOC 2 Type II available

Security management:

ISO 27001 certified

Healthcare use:

HIPAA support with BAA

Privacy and EU:

GDPR and eIDAS aligned

Enterprise operations

A NetSuite operations leader needed the right signatures on the right documents across integrated workflows.

Xerox uses signNow with NetSuite.
Passcode verification adds signer confirmation.

The workflow stays controlled, and the signed record is easier to review across departments and systems.

Real estate

A property founder needed remote execution for lease and property forms without losing control over signer identity.

Martin Properties signs online.
Passcode verification supports remote identity checks.

The process supports remote signing while keeping the document history clearer for later review and internal records.

Best practices for passcode verification

A few policy and setup choices can make passcode verification easier to manage and easier to defend later.

Match the control to the document

Use passcode verification only for documents that need stronger signer confirmation, such as leases, approvals, or regulated records. Match the step to the risk level so the workflow stays simple for low-risk forms and more controlled for sensitive ones.

Verify delivery details first

Keep signer contact data current before sending. If the passcode goes to an outdated number or email, the signing session slows down and support requests increase. Review contact records before each send, especially for recurring customers or employees.

Set a written policy

Document the policy for when passcode verification is required. A written rule helps admins apply the same standard across teams, reduces inconsistent setup, and makes it easier to explain the process during audits or internal reviews.

Retain records consistently

Review the audit trail after completion and keep retention aligned with the record type. For HIPAA-covered records, retain signed documents for 6 years under 45 CFR 164.530(j)(2), and preserve the history needed to show attribution and intent.

Passcode verification FAQ

These answers cover setup, compliance, and recordkeeping questions that arise when teams use passcode verification in signNow.

A passcode not received issue usually points to delivery settings, outdated contact data, or a blocked SMS route. signNow supports secure signer authentication, and admins should confirm the recipient’s phone number or email before resending. For regulated records, keep the audit trail and consent record aligned with ESIGN and UETA.

If a signer cannot continue after entering the code, the document may have a time-limited verification step or a session interruption. signNow records signing activity in the audit trail, so admins can review the event history. For HIPAA workflows, keep the signed record and access controls consistent with 45 CFR 164.312.

If a document needs stronger healthcare controls, signNow can be used with a BAA for HIPAA-covered workflows. The platform’s compliance posture includes HIPAA support, but the covered entity must still configure access controls, audit controls, and retention correctly under the HIPAA Security Rule.

If you need higher assurance for regulated transactions, passcode verification can be combined with stronger identity checks and detailed audit records. signNow supports business and enterprise plans, and the workflow should match the document’s legal risk, internal policy, and ESIGN or UETA requirements.

If the audit trail does not show the expected event, review the document history and signer activity logs. signNow records timestamps and signing actions, which helps support attribution and non-repudiation. For FDA-regulated records, keep the system validated and the trail secure under 21 CFR Part 11.

If a signer uses a mobile device, passcode verification still works when the browser or app supports secure access. signNow supports desktop and mobile workflows, and mobile-created eSignatures remain valid under ESIGN and UETA when intent, attribution, and consent are captured.

signNow	DocuSign	Adobe Sign	PandaDoc
Passcode verification	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
HIPAA support	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Free trial	7-day trial	Not verified	Not verified

Setup day:

Turn on passcode verification before the first send.

First send:

Send one test document to confirm delivery and access.

Team onboarding:

Train admins and senders on the same policy.

HIPAA retention:

Keep signed records 6 years per 45 CFR 164.530(j)(2).

ESIGN consent:

Capture electronic consent before the first electronic transaction.

UETA coverage:

UETA applies in 49 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands.

Trial period:

signNow offers a 7-day free trial, no credit card required.

Policy review:

Recheck retention and access rules after the first rollout month.

Risks of weak verification

Attribution risk

Signature attribution may be disputed.

Evidence gap

Audit evidence may be weaker.

HIPAA exposure

HIPAA controls may fail.

Enforceability risk

ESIGN enforceability may be challenged.

Signer authentication:

The signer identity event is logged with the chosen authentication method.

Timestamp capture:

The system records the exact UTC time of each action.

Document hashing:

A document hash is created to detect later changes.

Tamper-evident sealing:

The signed file is sealed so edits become detectable.

Audit record:

The audit record stores the signing sequence and activity details.

Retrieval and export:

Admins can retrieve or export the 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, paid tiers	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA available	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating