Set Phone Call Authentication with SignNow

With airSlate SignNow you can protect access to a document by requiring authentication with a phone call. Once your document has been signed, you will receive a notification.

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What set phone call authentication means for eSignature workflows

set phone call authentication is a signer verification method that triggers an automated voice call to a designated telephone number to confirm identity before a signature is accepted. The call typically delivers a one-time passcode (OTP) or captures an explicit verbal acknowledgement, tying the authentication event to the signer’s phone. In eSignature workflows this adds an additional layer beyond email verification, and can be combined with other factors such as knowledge-based questions or SMS OTPs. signNow supports phone call authentication as an option within configurable signing flows to help organizations meet internal security policies and signer identity expectations under U.S. electronic signature laws.

Why use phone call authentication in signing processes

Phone call authentication strengthens signer identity assurance without requiring specialized hardware, reduces impersonation risk, and integrates with standard eSignature audit trails for legal and operational clarity.

Why use phone call authentication in signing processes

Common operational challenges when using phone call authentication

  • Incorrect or outdated phone numbers increase failed verification attempts and delay signing completion.
  • International phone numbers can introduce higher latency, extra costs, and inconsistent call reliability.
  • Reliance on voice calls may exclude signers without reliable cellular access or those who prefer text-based flows.
  • Call-based OTPs require clear UX design to reduce confusion and lower support cases during authentication.

Typical user profiles for phone call authentication

Loan Officer

A loan officer uses phone call authentication when sending mortgage or consumer loan documents to ensure the signer is reachable at a known phone number and to reduce fraud during identity verification. They rely on call logs and OTP records to support audit requirements during underwriting reviews.

HR Manager

An HR manager applies phone call authentication for sensitive onboarding forms and benefits elections to confirm a new hire’s identity. The manager reviews the audit trail to verify the authentication event and combines phone verification with document retention policies for compliance.

Organizations and roles that commonly adopt phone call authentication

Teams that need stronger signer verification without full PKI deployments commonly select phone call authentication as a practical step up from email-only workflows.

  • Financial services teams processing loan approvals and account authorizations.
  • Human resources groups managing sensitive onboarding and benefits enrollment documents.
  • Legal and compliance staff validating identity for high-risk contract signings.

Implementations are typically focused on specific transaction types or high-risk signer cohorts rather than applied uniformly across all documents.

Key tools and controls for effective phone call authentication

A set of configurable features helps administrators tailor phone call authentication to organizational needs and compliance expectations.

Phone Call Authentication

An automated outbound call that delivers a one-time passcode or prompts verbal confirmation, configurable per signer and per document to balance security with user experience.

One-time PIN

A short numeric code spoken during the call that the signer enters or confirms, providing a cryptographic link between the call event and the signing action for audit purposes.

Call recording options

Configurable recording settings enable organizations to capture caller interactions where permitted, with storage and retention settings aligned to privacy and legal policies.

Custom caller ID

Support for specifying a recognizable caller ID or company name to reduce recipient confusion and improve verification completion rates during authentication calls.

Conditional routing

Rules that route signers to alternate authentication methods if a phone call fails, such as falling back to SMS OTP or knowledge-based questions to avoid transaction stalls.

Admin controls

Centralized settings for retry policies, timeout windows, country restrictions, and audit retention to ensure phone call authentication aligns with internal controls and compliance needs.

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Integrations that extend phone call authentication

Connectors and integrations let phone call authentication fit into existing document authoring, storage, and CRM systems.

Google Docs

Use signNow integration to prepare documents in Google Docs, then send through a signing flow that includes phone call authentication for specified recipients, keeping the authoring and verification processes closely linked and reducing manual export and import steps.

CRM platforms

Integrate with CRM systems to pull signer phone numbers and trigger phone call authentication automatically when contracts or approvals are generated, ensuring verification is applied consistently to high-value or regulated transactions.

Dropbox

Store signed copies automatically in Dropbox after successful phone call verification and signature completion, maintaining centralized backups and retaining authentication metadata alongside the signed documents for review.

API access

Programmatic API integration allows developers to include phone call authentication in custom workflows, automate call triggers, and retrieve verification status for downstream systems or audit reporting.

How phone call authentication operates during the signing flow

A simple flow describes the interaction between the signer, the call channel, and the eSignature system.

  • Trigger: System initiates a call when document reaches signer.
  • Call delivery: Automated voice places the call to the provided number.
  • Verification: Signer receives code or confirms verbally during call.
  • Completion: Signature allowed and event logged after verification.
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Quick setup steps for enabling phone call authentication

Follow these concise steps to add phone call authentication to a document workflow in signNow.

  • 01
    Open document: Upload or select the document to send.
  • 02
    Add signer: Specify signer name and phone number.
  • 03
    Select authentication: Choose Phone Call as the authentication method.
  • 04
    Send and monitor: Send the envelope and watch the audit trail.

Audit trail and recordkeeping steps after phone authentication

Maintain a clear audit trail entry for every phone call authentication event to support compliance and dispute resolution.

01

Log call timestamp:

Record precise call start and end times.
02

Capture call outcome:

Store success, failure, or timeout.
03

Record OTP usage:

Log code issuance and consumption.
04

Attach signer IP:

Include associated IP and device data.
05

Store caller metadata:

Keep caller ID and routing info.
06

Secure retention:

Apply encryption and access controls.
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Recommended workflow settings for phone call authentication

These example configuration settings provide a practical starting point for implementing phone call authentication within signNow workflows.

Setting Name and Configuration Value Default configuration values for phone call authentication
Primary authentication delivery channel for signer verification Phone call with one-time PIN (OTP)
Retry attempts and cooldown policy for calls 2 attempts, 5 minute cooldown
Fallback authentication method when call fails SMS OTP as fallback
Call timeout and maximum response window 60 seconds timeout
Audit logging detail level and retention period Full event logs, retained 5 years

Supported platforms and minimum requirements

Phone call authentication requires access to outbound voice services plus standard signNow platform compatibility on web and mobile clients.

  • Web browsers: Modern browsers supported
  • Mobile devices: iOS and Android supported
  • API access: REST API endpoints available

Ensure recipient phone numbers are accurate and that outbound calling is enabled for your account region; also consider carrier restrictions and international dialing implications when configuring global workflows.

Security controls associated with phone call authentication

Phone verification: Call-based OTP delivery
Encrypted transport: TLS protected calls
Access logging: Timestamped event logs
Multi-factor options: Combine with email or SMS
API control: Programmable auth rules
Configurable retries: Retry limits and timeouts

Real-world examples of phone call authentication in use

Two short examples show how organizations combine phone calls with eSignature to strengthen identity verification and support compliance.

Mortgage Closing

A lender requires phone call authentication for remote closing authorizations to confirm the borrower’s identity before final signatures.

  • The system places an automated call that delivers a one-time PIN for the borrower to enter.
  • This reduces risk of impersonation and supplements existing identity checks.

Resulting in clearer audit evidence and fewer post-closing disputes due to signer identity concerns.

Employment Onboarding

An HR team uses phone call authentication for high-sensitivity onboarding forms to ensure new hires complete background and tax documents securely.

  • The platform calls the provided number and asks the signer to confirm a short code shown in the document workflow.
  • This approach offers a simple second factor without hardware tokens.

Leading to faster verification, a documented audit trail, and reduced manual follow-up for identity confirmation.

Best practices for secure and user-friendly phone call authentication

Apply these operational best practices to maximize both security and signer completion rates when using phone call authentication.

Verify phone numbers before sending
Validate and normalize recipient phone numbers in your records prior to sending to reduce failed calls and support a smoother signer experience, using formatting checks and optional pre-send confirmation.
Use fallback authentication methods
Configure automatic fallback options such as SMS OTP or email verification to ensure transactions can proceed when calls fail due to coverage or international restrictions.
Limit call retries and set timeouts
Define conservative retry limits and reasonable timeouts to prevent abuse, avoid repeated disturbances to recipients, and maintain predictable workflow timing for senders and signers.
Document retention and audit controls
Keep authentication events, call records (where permitted), and signing audit trails together with signed documents to support compliance reviews and dispute resolution while following applicable retention policies.
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FAQs About set phone call authentication

Answers to common questions and troubleshooting tips for phone call authentication in signNow deployments.

Feature comparison: phone call authentication across platforms

A concise comparison highlights whether phone call authentication and related capabilities are available in signNow and a leading alternative.

Criteria signNow (Recommended) DocuSign
Phone Call Authentication Availability
One-time PIN delivered by call
Call recording option Optional Limited
API support for phone authentication
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Document retention and phone authentication record timelines

Retention policies should align authentication records with document retention requirements and legal obligations.

Short-term retention policy:

Store verification logs for 90 days for operational troubleshooting

Standard legal retention:

Retain signed documents and audit trails for 7 years common in contracts

HIPAA-specific retention:

Follow covered entity requirements, often 6 years or as required

Call recording retention:

Retention configurable; align with privacy and consent rules

Archival and export:

Export audit logs for long-term archival outside primary system

Operational risks and consequences to monitor

Failed verification: Signing delays
Incorrect phone data: Authentication errors
Call interception: Potential exposure
Regulatory noncompliance: Audit findings
User friction: Lower completion rates
Increased support: Higher helpdesk volume

Pricing snapshot for phone call authentication capability

Typical starting prices and plan availability vary by vendor; this snapshot shows common entry points and trial options to inform budgeting considerations.

Pricing Metric signNow (Recommended) DocuSign Adobe Sign HelloSign PandaDoc
Starting monthly price From $8 per user per month From $10 per user per month From $14.99 per user per month From $15 per user per month From $19 per user per month
Standard business plan price Approximately $12 per user monthly Approximately $25 per user monthly Approximately $24 per user monthly Approximately $20 per user monthly Approximately $25 per user monthly
Enterprise plan available Yes, enterprise tier available Yes, enterprise tier available Yes, enterprise tier available Yes, enterprise tier available Yes, enterprise tier available
Free trial availability Free trial available Free trial available Free trial available Free trial available Free trial available
Per-user billing option Monthly and annual billing available Monthly and annual billing available Monthly and annual billing available Monthly and annual billing available Monthly and annual billing available

How to set phone authentication with airSlate SignNow

Make sure your documents are signed by authorized parties only. With phone call authentication, your recipients will be able to sign your documents only after receiving an automated phone call to their number.

Customize your signer invitation

Click Invite to Sign next to a document you need to send for eSignature.

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Enter your signer’s email address and customize an invitation subject line and message. Add CC (carbon copy) recipients if you need other parties to receive signed copies of your document. Then, click Advanced Options.

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Set two-factor authentication

In the Advanced Signer Settings section, click on the No Authentication dropdown and select Phone Call.

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Enter your signer’s phone number and set the expiration date for the document. You can also schedule signer reminders to make sure your document is signed on time. Once finished, click Send Invite to send out your signature request.

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