Document Type
Specify the exact form or agreement name (for example: Master Service Agreement, W-9, Articles of Organization), version or revision date, and a brief purpose statement for routing.
A Business Document Selection Form reduces errors, standardizes handling, and documents legal requirements for each file. It helps assign signing authority, identify notarization or witness needs, and confirms whether electronic signatures satisfy ESIGN and UETA standards for a given transaction.
Typical users include legal, HR, finance, procurement, and compliance teams that manage signatures, filings, and records.
External signers include vendors, clients, notaries, and regulators who may be routed documents for signature or review.
Specify the exact form or agreement name (for example: Master Service Agreement, W-9, Articles of Organization), version or revision date, and a brief purpose statement for routing.
List whether electronic signature is acceptable under ESIGN/UETA, whether RON or in-person notarization is required, the minimum authentication level for the signer, and any required consumer disclosure.
Identify the authorized signer role (officer, registered agent, partner), provide contact info, and include delegated authority limits or board resolutions when applicable to validate signature authority.
If notarization is needed, record jurisdictional requirements, witness counts, acceptable notary types (manual, RON), recording retention obligations, and any audio‑video recording requirements for RON per state law.
Specify whether documents must be submitted to federal, state, or local agencies, include exact office or division names, submission format (paper, electronic), and any portal credentials.
Record applicable retention periods, trigger events for retention or destruction, statutory deadlines for filings, and internal review or renewal reminders tied to contract expirations and audit requirements.
| Field | Configuration |
|---|---|
| Auto-detection | Extract names, dates, and addresses automatically. |
| Conditional Fields | Show fields only when specific choices selected. |
| Authentication Level | Choose email, SMS code, or KBA. |
| Routing | Sequential or parallel approval options available. |
Ensure the chosen platform supports the delivery, authentication, and file formats required by your organization and filer agencies.
W-9 provided upon request; 1099-NEC deadlines to recipients and IRS are Jan 31.
I-9 retention: 3 years after hire or 1 year after termination, whichever later.
State SoS deadlines depend on filing type; check state portal for fees.
RON recording and notary acknowledgements may require retention of video or journal entries.
Record renewal notice windows and auto-renew deadlines to trigger internal approvals.
| 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 free trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes, available on Business Premium | Yes, available on paid tiers | Yes, available on paid tiers | Yes, bulk features on paid plans | Yes, bulk features on paid plans |
| Audit Trail & Envelope Cap | Yes with full audit trail; no envelope cap | Yes with full audit trail; limits apply (100 envelopes/user/year) | Yes with audit trail; verify plan limits | Yes with audit trail; verify plan limits | Yes with audit trail; verify plan limits |
| HIPAA Compliant | Yes — HIPAA support with BAA available | Yes — HIPAA support available | Yes — HIPAA capabilities available | No official HIPAA support | No official HIPAA support |