Add Two-Factor Authentication

Protecting your documents and ensuring only authorized individuals can access and sign them is crucial in today’s digital world. With SignNow, you can easily add two-factor authentication (2FA) to any document you send for signature, providing an extra layer of security beyond just an email invitation. This guide will walk you through what two-factor authentication is, why it matters, the available authentication methods in SignNow, and how to set it up step by step. You’ll also find best practices and troubleshooting tips to ensure a smooth and secure signing experience for you and your recipients.

What Is Two-Factor Authentication in SignNow?

Two-factor authentication (2FA) in SignNow is a security feature that requires signers to verify their identity using two separate methods before they can access and sign a document. Instead of relying solely on an email invitation, SignNow allows you to require an additional verification step—such as entering a password, receiving a code via SMS, or confirming through a phone call. This approach significantly reduces the risk of unauthorized access, as even if someone gains access to the recipient’s email, they would still need the second authentication factor to proceed.

Benefits of Adding Two-Factor Authentication

Implementing two-factor authentication for your documents in SignNow offers several important benefits:

• Enhanced Security: By requiring a second form of verification, you greatly decrease the chances of unauthorized access or fraudulent signatures.
• Compliance: Many industries and regulations require multi-factor authentication for sensitive documents. Using 2FA helps you meet these compliance standards.
• Peace of Mind: Both senders and signers can feel confident that only the intended recipient can access and sign the document.
• Flexible Options: SignNow supports multiple authentication methods, allowing you to choose the best fit for your workflow and your signers’ preferences.

Supported Authentication Methods

SignNow provides three robust options for two-factor authentication, each designed to fit different security needs and user preferences:

• Password Protection: Set a custom password that the signer must enter to access the document. This is ideal for situations where you can securely communicate the password to the recipient.
• SMS Text Message: Require the signer to enter a code sent to their mobile phone via SMS. This method is convenient and widely used, as most people have access to their mobile devices at all times.
• Phone Call Verification: The signer receives a phone call and must enter the code provided during the call to proceed. This is especially useful for recipients who may not have reliable SMS access but can receive calls.

Each method can be selected and configured directly from the document invite settings, ensuring a seamless experience for both sender and signer.

Step-by-Step Guide: Adding Two-Factor Authentication to Documents

Adding two-factor authentication to your SignNow documents is straightforward. Follow these steps to secure your documents before sending them for signature:

1. Open the document you wish to send for signature and click Invite to Sign.
   
2. In the invite window, click the gear icon to access Advanced Settings.
3. Select your preferred two-factor authentication method for each signer:
   • Password
   • Text message (SMS)
   • Phone call
4. Depending on your selection, enter the required details:
   • For SMS, select the country and enter the recipient’s phone number.
     
   • For Phone Call, select the country and enter the phone number.
     
   • For Password, create a secure password and make sure to communicate it to the signer.
     
5. Click Apply to save your authentication settings.
   
6. Enter the signer’s email address and send the invite. The signer will receive an email and must complete the authentication step before accessing the document.
   

Important: Always double-check the phone number for SMS or phone call authentication, and securely communicate any passwords to your signers to avoid delays or failed authentication.

Setting Up Password, SMS, or Phone Call Verification

Let’s take a closer look at how each authentication method works in SignNow, so you can choose the best option for your workflow:

• Password Protection: When you select password authentication, you’ll be prompted to create a password for the signer. This password must be shared with the recipient through a secure channel (such as a phone call or encrypted message). The signer will need to enter this password to unlock and sign the document. This method is especially useful for highly confidential documents.
  
• SMS Verification: Choose the recipient’s country, enter their mobile number, and SignNow will send a one-time code via SMS. The signer must enter this code to access the document. This method is fast and convenient, leveraging the signer’s mobile device for added security.
  
• Phone Call Verification: Similar to SMS, but the signer receives a phone call with a code they must enter to proceed. This is a great alternative if SMS delivery is unreliable or unavailable.
  

Each method is designed to be user-friendly while providing robust protection for your documents. You can mix and match authentication types for different signers on the same document, tailoring security to each recipient’s needs.

Best Practices for Secure Authentication

To maximize the effectiveness of two-factor authentication in SignNow, consider these best practices:

• Verify Contact Information: Always double-check the recipient’s phone number or email address before sending the invite. Incorrect details can prevent the signer from receiving authentication codes.
• Communicate Passwords Securely: If using password authentication, never send the password in the same email as the document invite. Use a separate, secure channel such as a phone call or encrypted messaging app.
• Educate Your Signers: Let your recipients know what to expect during the authentication process. A quick heads-up can prevent confusion and reduce support requests.
• Monitor Access Attempts: Keep an eye on document access logs in SignNow to spot any unusual activity or repeated failed authentication attempts.
• Update Authentication Methods as Needed: If a signer loses access to their phone or forgets the password, be ready to update the authentication method or resend the invite with new credentials.

By following these tips, you’ll ensure a smooth, secure, and professional signing experience for everyone involved.

Troubleshooting Two-Factor Authentication Issues

Even with a user-friendly system like SignNow, occasional issues can arise during the two-factor authentication process. Here’s how to address the most common problems:

• Didn’t Receive SMS or Phone Call: Double-check the phone number and country code entered for the signer. Ask the recipient to check their device for any blocked or filtered messages or calls.
• Password Not Working: Ensure the password was communicated correctly and that the signer is entering it exactly as set (case-sensitive). If needed, resend the invite with a new password.
• Authentication Code Expired: Codes sent via SMS or phone call are time-sensitive. If the signer waits too long, you may need to resend the invite or update the authentication method.
• Technical Issues: If the signer is experiencing technical difficulties, suggest they try a different device or browser, or clear their cache and cookies. Sometimes, switching from Wi-Fi to mobile data (or vice versa) can help.
• Still Need Help? If issues persist, reach out to SignNow support for personalized assistance. Our team is ready to help you resolve any authentication challenges quickly and efficiently.

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