Procedure for Digital Signature Guide for signNow Users

Award-winning eSignature solution

What a digital signature procedure is

A procedure for digital signature is the set of steps used to create, verify, and store a signed electronic record. In practice, a signer opens a document, confirms identity, applies a signature using a secure platform, and the system records the event with timestamps, audit data, and document integrity checks. In the U.S., this process supports legally binding electronic transactions when it shows signer intent, attribution, and a reliable record of what was signed.

Why the process matters legally

It speeds approvals, reduces paper handling, and creates evidence that supports enforceability under ESIGN and UETA when consent, intent, and attribution are documented.

Why teams look for DocuSign alternatives

Common procedure pain points

Signer identity can be hard to prove when authentication is too weak for the transaction.
Missing consent records can weaken enforceability for electronic delivery and signing.
Poor audit logs make it harder to defend a signature in a dispute.
Unclear retention rules can leave signed records unavailable when regulators or auditors ask for them.

Organizations

Organizations use digital signature procedures for contracts, approvals, disclosures, and records that need clear signer intent and traceable evidence.

Use cases

Teams use them for leases, patient forms, tax documents, vendor agreements, and internal approvals across desktop and mobile workflows.

People who rely on signNow

Real estate teams at firms like Martin Properties use signNow to execute leases and rental paperwork on the move, with mobile signing and compliance-focused recordkeeping that helps keep transactions moving without in-person meetings.
Operations leaders at companies like Xerox use signNow with NetSuite to route the right documents to the right people in the right format, which helps reduce manual follow-up and keeps approval chains aligned across systems.

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Signing flow

Create a repeatable signing flow that captures intent, identity, and document history in one place, which helps reduce back-and-forth and missing signatures.

Audit record

Track every action with timestamps and document history so teams can review who signed, when, and what changed.

Templates

Use templates to standardize recurring agreements and cut setup time for forms that follow the same approval path.

Mobile access

Support mobile signing so people can review and sign documents from phones, tablets, or desktops without changing the record format.

Role routing

Route documents in order when approvals must happen sequentially, such as legal review before final signature.

Record storage

Keep signed files organized for later retrieval, which helps with audits, internal reviews, and retention policies.

Connected systems for signing workflows

Connected systems move documents into signing, return completed files, and keep records aligned with the tools teams already use.

How the signing process works

The process follows a simple sequence from delivery to verification, signature capture, and final record storage.

Send: The signer receives the document and reviews the request.
Verify: Identity is confirmed through the chosen authentication method.
Sign: The signer applies the signature and submits the record.
Record: The system seals the file and stores the audit trail.

Quick steps to start signing

Use a short setup sequence to prepare the file, send it, and confirm completion.

Prepare:
Upload the document and choose the signing order.
Place fields:
Add signer fields, dates, and required initials.
Send:
Send the request and confirm delivery settings.
Finish:
Review completion status and download the signed file.

Setting	Recommendation
Authentication method	SMS OTP for higher-risk transactions
Signature type	Electronic signature with audit trail
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

Use current versions of Chrome, Firefox, Safari, or Edge on Windows, macOS, iOS, or Android. TLS 1.2 or 1.3 is the expected secure transport layer for browser sessions, and signNow mobile apps support signing on phones and tablets when desktop access is not practical.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows, macOS, iOS, and Android
Mobile access signNow mobile apps on iOS and Android

For enterprise deployments, managed devices, SSO provisioning, API access, and retention controls matter more than the device itself. Regulated teams should confirm browser policy, mobile app permissions, and any certificate or validation requirements before rollout.

Security and compliance controls

Transport encryption:

TLS 1.2/1.3 in transit

Storage encryption:

AES-256 at rest

Security report:

SOC 2 Type II available

Information security:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Regulated records:

21 CFR Part 11 controls

Enterprise operations

A NetSuite operations leader needed flexible routing for signed documents across systems and formats.

Xerox used signNow with NetSuite.
Right document, right format, right signer.

The workflow reduced manual routing and helped the team keep approvals aligned with system data and document format requirements.

Real estate

A real estate founder needed online execution for property documents with compliance and mobile access.

Martin Properties signed online.
Mobile and offline signing supported.

The team processed documents without in-person meetings, while keeping a compliance-focused record of the signing process and completed files.

Best practices for digital signatures

A careful setup reduces disputes, supports compliance, and makes signed records easier to manage over time.

Match authentication to risk

Use stronger authentication for contracts, healthcare records, and other documents where signer identity needs clear support. SMS OTP or ID verification can add evidence without making the workflow difficult to use.

Use clear signing order

Keep the signing order simple and visible. When approvals depend on legal, finance, or operations review, route the document in sequence so each signer sees only the fields relevant to their step.

Store the full record set

Retain the signed file, audit trail, and related consent records together. That makes it easier to answer audit questions, resolve disputes, and show how the signature was collected and stored.

Set policy before launch

Review retention and compliance needs before rollout. HIPAA records, FDA-regulated records, and financial documents can have different retention or validation expectations, so set policy before the first document goes out.

Day 1:

Set up the account, templates, and signer roles.

Day 2:

Send the first document and confirm delivery.

Week 1:

Onboard the full team and review permissions.

HIPAA retention:

Keep signed PHI records for 6 years.

Free trial:

7 days, no credit card required.

Business plan:

$8/user/month, billed annually.

DocuSign cap:

100 envelopes per user per year.

Enterprise review:

Confirm SSO, API, and retention policy before rollout.

Risks of an improper process

Weak attribution

Document may be challenged in court.

Missing logs

Audit evidence may be incomplete.

Retention gaps

Regulatory review may fail.

Consent failure

Signature may be rejected.

Signer authentication:

The system records the signer’s identity check.

Timestamp capture:

Each action receives a secure UTC timestamp.

Document hashing:

The document hash is calculated before and after signing.

Tamper-evident sealing:

The signed file is sealed against later changes.

Audit storage:

Audit data is stored with the completed record.

Retrieval and export:

The trail can be exported for review or evidence.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Envelope cap	Unlimited	100/year	Not verified
Audit trail	Yes	Yes	Yes
HIPAA support	BAA available	BAA available	Not verified

	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-day trial	Not verified	Not verified	Not verified	Not verified
Bulk send	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA required	BAA available	BAA available	Not verified	Not verified

FAQ and troubleshooting

These answers focus on plan features, compliance needs, and workflow issues that affect signing, retention, and evidence.

signNow Business includes legally binding eSignatures, audit trails, templates, mobile apps, and unlimited users. For HIPAA workflows, use a BAA and confirm the plan or add-on covers your record type.

signNow supports ESIGN and UETA workflows when the signer’s intent, attribution, and consent are captured. The signed record should include timestamps, document history, and a clear audit trail for later review.

For HIPAA documents, signNow can be used with a BAA and the workflow should preserve access controls, audit logs, and retention. Signed PHI records should be kept for 6 years under 45 CFR 164.530(j)(2).

If a signer cannot complete the request on mobile, check browser support, app permissions, and the authentication method. signNow supports Chrome, Firefox, Safari, Edge, iOS, and Android for signing workflows.

For 21 CFR Part 11 use cases, confirm validation, secure audit trails, unique user IDs, and two-component signatures where required. The record should show who signed, when, and what the signature meant.

signNow Business Premium adds bulk send, and Enterprise adds advanced signer authentication and formula fields. If your workflow needs SSO or full API access, the Site License plan is the relevant starting point.

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