Wet or Electronic Signature for SignNow
Award-winning eSignature solution
What a wet or electronic signature means
A wet or electronic signature is any handwritten mark, typed name, drawn image, or digital process used with intent to sign a record. In U.S. business, the key question is whether the signer intended to approve the document and whether the record can be tied to that person. SignNow supports this workflow with routing, identity checks, audit trails, and signed-document storage, so teams can complete agreements without relying on paper exchange.
Why electronic signatures matter
Electronic signatures reduce paper handling, speed approvals, and create a record of signer intent. Under ESIGN and UETA, they can be enforceable for U.S. business transactions when the process identifies the signer, captures intent, and preserves the record in a reviewable form.
Recommended signature workflow setup
Configure identity checks, record retention, and encryption so signed documents stay defensible, searchable, and consistent across the workflow.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP with ID checks |
| Signature type | Electronic signature for most transactions |
| Audit trail | Enable immutable event logging |
| Document retention | Set rule-based retention periods |
| Encryption | Use TLS 1.2/1.3 and AES-256 |
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Intuitive UI and API. Sign and send documents from your apps in minutes.
Security and data protection
Encryption:
Data protection:
Controls:
Certification:
Privacy:
Healthcare:
Browser and device requirements
Use current browsers and supported operating systems to sign documents securely in the browser or through mobile apps.
Browsers Chrome, Firefox, Safari, and Edge support web signing. Operating systems Windows 10+, macOS, iOS, and Android supported. Devices Desktop, laptop, tablet, and phone workflows available.
For managed deployments, pair supported devices with access controls, SSO provisioning, and encryption policies. Regulated teams should also verify audit-trail export options, HIPAA controls, and certificate-based requirements before rollout.
Retention schedule for signed records
Use the governing rule for each record class, then store the signed file, audit trail, and related consent together for review.
6 years for HIPAA records
Keep IRS support records
Retain FINRA books and records
Keep transaction records for evidence
Preserve FDA-regulated records
Recordkeeping practices for signed documents
Sound retention practices help signed records stay admissible, searchable, and compliant when a transaction is reviewed months or years later.
Match retention to the governing rule
Export the audit trail
Archive records securely
Document disposal rules
Risks of improper signature handling
Weak audit trail
Unverified signer
Missing records
Improper access
Privacy and disclosure pitfalls
Signed files can expose addresses, account numbers, or PHI if the document is shared too broadly. Consent for electronic delivery may be missing when the signer never sees the consent disclosure. Role-based access errors can let unauthorized staff view drafts, completed forms, or signer metadata. A weak password reset flow can break signer attribution and complicate dispute review.
Who uses signature workflows
Legal teams
Law firms send engagement letters, contracts, and filing authorizations to clients and counterparties.
Construction
Construction contractors collect bids, change orders, and safety forms from field crews.
Best-fit business types
Different organization sizes use signature workflows for different reasons, from simple intake to high-volume internal approvals and regulated recordkeeping.
Small law practice: sends engagement letters, consent forms, and client agreements without printing or scanning. This keeps intake moving, preserves signatures with an audit trail, and makes it easier to manage each matter from a single workflow. Regional healthcare provider: collects patient forms, consent records, and authorization documents online. The workflow supports HIPAA controls, BAA requirements, and faster front-desk processing while still keeping completed records organized for retention and review. Enterprise operations team: routes contracts, approvals, and internal forms across departments using templates and delegated sending. It helps standardize large-volume document workflows, reduce manual errors, and keep permissions aligned with role-based oversight.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
How the signing flow works
The signing process moves from preparation to delivery, signature capture, and archival, with each step creating a record of activity.
Set up the document: Prepare the file, add required fields, and choose the signing order. Deliver for signature: Send the document to one signer or a group by email or link. Capture the signature: The signer reviews, completes, and applies a wet or electronic signature. Complete and archive: The completed file is stored with timestamped history and exportable records.
Signing methods and when to use them
- Use the web app when a document needs review, routing, and signer notifications in one browser session.
- Use the mobile app when people need to sign from iOS or Android without returning to a desk.
- Use kiosk mode for in-person signing at a front counter, jobsite trailer, or shared device.
- Use shareable signing links when a signer must open the document from email, chat, or a portal.
FAQ and troubleshooting
These questions focus on specific signing, compliance, and access issues that teams often need to resolve in real workflows.
Check whether the sender enabled the required fields, added the signer in the correct order, and shared a valid signing link. In SignNow, templates and routing rules often solve missing-field issues before the document is resent.
Use the audit trail and document history to confirm who opened, viewed, and completed each step. If identity is disputed, stronger methods such as SMS OTP or ID verification can support attribution under ESIGN and UETA.
If a healthcare file contains PHI, use a BAA and verify HIPAA controls such as access controls, audit controls, and retention. SignNow can support HIPAA workflows, but the deployment still needs proper handling and policy settings.
For FDA-regulated records, review validation, audit trails, unique user IDs, and two-factor authentication. 21 CFR Part 11 expects secure time-stamped records and traceable access, so the system configuration matters as much as the signature itself.
If a document must be stored long term, export the signed PDF and its audit trail immediately after completion. That preserves timestamps, signer actions, and document history for ESIGN evidence, retention policy, or later dispute review.
If access is blocked, confirm the plan and permissions. Business plans include signed documents, templates, and mobile apps, while Enterprise and Site License options add more advanced controls such as integrations, SSO, and higher-assurance deployment options.
Key performance indicators that demonstrate SignNow's proven track record.