ProSeries eSignature Tutorial for SignNow Workflows

Award-winning eSignature solution

What proseries eSignature tutorial covers

Proseries eSignature tutorial explains how to send, sign, and store documents electronically in signNow for U.S. business use. It shows how a document is uploaded, prepared with signature fields, routed to the right signer, and completed with an audit trail that records identity checks, timestamps, and document activity. The process is designed to support legally binding electronic signatures under ESIGN and UETA, while keeping the workflow simple for teams that need faster turnaround and clearer recordkeeping.

Why this workflow matters

It reduces paper handling, speeds approvals, and preserves evidence of consent and signing activity. Under ESIGN and UETA, properly captured electronic signatures can be enforceable when attribution, intent, and record integrity are maintained.

Why teams look for DocuSign alternatives

Common setup and signing issues

Signer confusion often starts when the document has too many fields, unclear instructions, or missing required initials.
Weak identity checks can make it harder to show who actually signed and when the signature was applied.
Poor document preparation can cause misplaced fields, broken routing order, or incomplete signature capture.
Missing retention rules can leave teams without the records needed for audits, disputes, or internal review.

Real estate

Real estate teams use it for lease agreements, rental applications, and closing documents that need fast turnaround.

Healthcare and finance

Healthcare and finance teams use it for consent forms, approvals, and records that need controlled access.

Typical users and real-world roles

A director of NetSuite operations can route contract approvals through signNow while keeping document flow aligned with ERP records and signer order. This fits teams that need structured approvals, repeatable templates, and traceable completion across departments and vendors.
A COO in a fast-moving services company can use signNow to shorten turnaround on customer-facing agreements, internal approvals, and compliance forms. The value is strongest when teams need simple signing steps, mobile access, and clear status visibility without extra manual follow-up.

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Document routing

Upload a document, place fields, and send it for signature in a few guided steps. The workflow keeps preparation simple while preserving a clear signing sequence for each recipient.

Audit trail

Track each action in a time-stamped audit trail that records views, signatures, and completion events. This helps teams document intent and support later review.

Reusable templates

Use templates to reuse approved forms, field layouts, and routing rules. Repetition drops, and teams avoid rebuilding the same document structure for every request.

Mobile signing

Collect signatures on desktop or mobile without changing the core workflow. Signers can review, sign, and return documents from supported devices.

Signer verification

Apply signer authentication options to match the sensitivity of the document. Stronger verification helps support attribution for higher-risk agreements and regulated records.

Record storage

Store completed files in a format that supports retrieval, review, and retention policies. Teams can keep signed records organized for audits and internal controls.

Integrations that connect signing work

Connected systems move documents, contacts, and approvals into signNow so teams can keep work inside the tools they already use.

How the signing flow works

The process follows a simple sequence from document preparation to completed record, with each step captured for review and retention.

Prepare document: Upload the file and add signature fields.
Route for signing: Send it to the right signer.
Sign and submit: Signer reviews and completes the form.
Capture record: signNow records completion and stores the file.

Quick steps to start signing

Use a short setup path to prepare the file, send it, and keep the completed record organized.

Upload file:
Upload the ProSeries document into signNow.
Place fields:
Add signature, date, and initial fields.
Set routing:
Set signer order and delivery method.
Send request:
Send the document for electronic signature.
Save result:
Download or store the completed record.

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

Platform and device requirements

signNow works in modern browsers on desktop and mobile devices, with secure connections over TLS 1.2 or TLS 1.3. Users can sign from Windows, macOS, iOS, and Android devices, including Chrome, Firefox, Safari, and Edge. Mobile apps support signing on the go, while browser access covers most standard document workflows without extra software.

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

For regulated deployments, teams should confirm device management, access controls, and retention rules before rollout. Browser support is broad, but administrative features, API access, and SSO provisioning may depend on the selected plan and internal IT setup. Organizations handling HIPAA, FERPA, or financial records should also align platform settings with their own policy and recordkeeping requirements.

Security and compliance controls

Encryption:

TLS 1.2/1.3 in transit

Data storage:

AES-256 at rest

Certification:

SOC 2 Type II available

Security management:

ISO 27001 certified

Healthcare use:

HIPAA support with BAA

Regulated records:

21 CFR Part 11 controls

Operations leader

A NetSuite operations leader needed a cleaner way to route approvals across systems and keep the right version of each document in motion.

NetSuite-linked approvals
Right document, right format

The workflow reduced manual handoffs and kept approval records aligned with the company’s system of record, which helped support faster turnaround and clearer document control.

Real estate founder

A real estate founder needed to execute documents online while keeping mobile access, compliance, and security in the same workflow.

Mobile signing
Compliance-focused execution

The signing process supported remote document completion and preserved a record of activity, which is useful when lease and transaction files must stay organized and defensible.

Best practices for reliable signing

A careful setup reduces errors, improves attribution, and keeps completed documents easier to review later.

Keep instructions simple and specific

Use clear field labels, signer instructions, and routing order so each recipient knows exactly what to do and when to act.

Use stronger verification for sensitive files

Match authentication strength to document sensitivity, especially for healthcare, finance, or other records that need stronger attribution evidence.

Standardize repeat workflows with templates

Save templates for repeat forms so field placement, signer order, and required inputs stay consistent across every send.

Set retention rules before sending

Review retention, access, and export rules before rollout so completed records stay available for audits, disputes, and internal review.

FAQ and troubleshooting

These answers focus on plan features, compliance controls, and signing issues that affect document validity and workflow reliability.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If a document needs HIPAA handling, a BAA is required, and retention should follow 45 CFR 164.530(j)(2) for PHI records.

Yes. signNow supports ESIGN and UETA-compliant workflows when the signer’s intent, attribution, and record integrity are preserved. The audit trail and completion record help support enforceability in U.S. transactions.

signNow Business Premium adds bulk send. If you need higher-volume distribution, check whether your plan includes that feature before building a large mailing workflow.

For healthcare records, signNow can be used with a BAA and HIPAA-aligned controls. The platform supports encryption, access controls, and audit trails, but your organization still needs proper policy and retention settings.

If a signer cannot complete the document on mobile, confirm browser support on iOS or Android and check whether the file uses fields that are difficult to complete on a small screen.

If you need a stronger evidentiary record, use authentication options that fit the transaction, such as SMS OTP or ID verification, and keep the audit trail enabled for every send.

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	$15/user/mo
Envelope cap	No cap	100/year	5-10/mo

Day 0:

Set up the workflow and confirm plan access.

Day 1:

Send the first document for signature.

Week 1:

Onboard the team and standardize templates.

7-day trial:

Free trial lasts 7 days, no credit card required.

HIPAA retention:

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

UETA adoption:

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

ESIGN baseline:

Use ESIGN for interstate electronic transactions.

Record export:

Export completed files for internal retention policy.

Risks of an incomplete workflow

Weak audit trail

Document may be harder to defend in court.

Missing BAA

HIPAA record handling may fail compliance review.

Poor authentication

Signer attribution may be disputed later.

Part 11 gaps

Records may be rejected in regulated workflows.

Signer authentication:

Verify the signer’s identity before the document is opened.

Timestamp capture:

Record the exact UTC time of each action.

Document hashing:

Create a hash of the final document.

Tamper-evident sealing:

Seal the file so changes are detectable.

Audit record storage:

Store the event log with the signed file.

Trail retrieval:

Export the trail for review or evidence.

	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 available	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating