Digital Signature How To Get - Complete Guide

TL;DR

Get a digital signature by using a compliant eSignature service such as signNow to prepare, send for eSignature, verify signer identity, and securely store signed files. signNow supports web, mobile, and API workflows, provides audit trails and strong encryption, and meets ESIGN, UETA, and HIPAA requirements when a BAA is in place.

What a Digital Signature Is

A digital signature lets someone sign a document electronically so it has the same legal standing as a paper signature in most U.S. contexts. Think of it like signing with a pen, but done on a phone or computer and recorded with secure evidence. The process combines a visible mark with verification data, a timestamp, and an audit trail. Platforms such as signNow let you upload a file, place signature fields, send for eSignature, and retain proof of signing for compliance and recordkeeping.

Legal Basis and Practical Uses

Electronic signatures are valid under ESIGN and UETA and reduce turnaround times and paper costs. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale.

Common Implementation Challenges

• Confused signer expectations when workflows lack clear instructions often delay completion and require manual follow-up.
• Incomplete identity verification can cause disputes or noncompliance for regulated documents, increasing legal risk.
• Poor template hygiene produces inconsistent fields and repeated edits, slowing processes and causing errors.
• Insufficient retention policies may violate records rules and complicate audits or legal discovery efforts.

Who Uses Digital Signatures

Businesses across sales, HR, legal, finance, and healthcare rely on eSignatures to speed approvals and reduce paper handling.

• Real estate brokers handling leases, purchase agreements, and closing documents.
• Healthcare offices collecting patient consent forms and administrative paperwork securely.
• Finance teams processing loan documents, invoices, and audit-ready approvals.

User Roles and Responsibilities

IT Admin

IT administrators set up SSO, configure account security policies, and manage API keys. They ensure integrations with CRM and document storage are secure, apply retention rules, and monitor usage and audit logs for compliance reasons.

Business User

Business users create templates, prepare documents, place signature fields, and send signing requests. They track completion, send reminders, and export signed PDFs for downstream systems or archives.

Security and Compliance Snapshot

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Audit Standards: SOC 2 Type II

Health Data Controls: HIPAA (BAA)

Regulatory Support: ESIGN and UETA

International Standards: ISO 27001

Risks of Poor Adoption

Noncompliance: Fines or legal exposure

Record Loss: Missing audit trail

Data Breach: Unauthorized access

Contract Disputes: Signature validity challenged

Operational Delays: Manual workarounds needed

Reputational Harm: Client trust reduced

Real-World Examples

Case examples show how signNow handles different document types and scale requirements across industries.

Optica Ventures — COO

The team replaced in‑person signatures with online workflows for investor documents

• simple user interface reduced signer friction
• faster turnaround and fewer errors

Resulting in faster closings and better customer experience for investors.

Xerox — NetSuite Director

Integration with NetSuite automated signature collection for contracts and purchase orders

• API and templates standardized documents
• central record keeping improved compliance

Leading to consistent process control and reduced manual reconciliation work.

Step-by-Step eSignature Process

Follow these clear steps in signNow to get a digital signature on a document using web or mobile tools.

• 01
  Upload Document: Open signNow, choose Upload, and select your PDF or Word file from device or cloud.
• 02
  Prepare Fields: Use the editor to drag signature, date, and text fields to required positions on the document.
• 03
  Set Recipients: Add signer emails, define signing order, and include authentication or access codes if needed.
• 04
  Send For Signature: Click Send, monitor status, and send reminders until all parties have completed signing.

How Electronic Signing Works

A typical signNow workflow includes preparing the file, collecting signatures, verifying identity, and storing the final record with an audit trail.

• Prepare: Upload and add signature fields to the document.
• Request: Send signing links or email invites to recipients.
• Verify: Confirm signer identity via email code or 2FA.
• Store: Save signed PDF with audit details and timestamps.

Core signNow Features

signNow offers a focused set of features to create efficient, compliant eSignature workflows, suitable for small teams or enterprise-scale automation.

Templates

Create reusable templates with pre-placed fields to standardize forms like NDAs, hiring packets, invoices, and lease agreements across teams.

Bulk Send

Send one document to many recipients using Bulk Send to collect individual signatures at scale for mass enrollments or consent forms.

Audit Trail

Automatically capture timestamps, IP addresses, and action history so each signed document has detailed evidence for compliance and legal review.

Mobile Signing

Sign or request signatures from iOS and Android apps to complete transactions anywhere, including offline mode when connectivity is limited.

Best Practices for Getting Signatures

Adopt consistent policies and simple templates to maximize completion rates and ensure legal defensibility when obtaining electronic signatures.

Use Clear Field Labels and Instructions

Label each field with explicit instructions, include required/optional markers, and add tooltips to reduce signer errors and incomplete submissions.

Verify Signer Identity Appropriately

Use email verification, SMS codes, or two-factor methods for higher-risk documents and require stronger authentication for regulated transactions.

Maintain Template Libraries

Centralize approved templates to prevent ad hoc edits, ensure consistent legal language, and speed document preparation across departments.

Document Retention and Backup

Define retention schedules, export signed archives to secure cloud storage, and maintain exportable audit logs for audits or legal discovery.

Retention and Deadlines

Set clear retention periods and signing deadlines to meet legal, tax, and industry requirements and to keep records manageable.

Standard Retention Period:

7 years standard for most financial contracts

HIPAA Records:

6 years retention for health records where required

Employment Records:

7 years from separation for HR documentation

Tax Documents:

Maintain for 4 to 7 years as required

Contract Review Cycle:

Annual review for long-term agreements

Advanced signNow Capabilities

Beyond basic signing, signNow provides authentication options, integrations, API access, conditional fields, and usage models for enterprise needs.

Conditional Fields

Show or hide fields based on signer choices to streamline multi-path forms and reduce confusion for recipients.

Payments

Collect payments during signing on supported plans to combine contract acceptance with immediate transactions and reduced reconciliation.

SSO Support

Enable single sign-on for enterprise access control and centralized user provisioning across large organizations.

Developer API

Integrate signNow with back-office systems using a REST API for automated document generation and signature requests.

Kiosk Mode

Enable on-site signing stations for in-person capture while enforcing signer flow and identity checks.

Conditional Logic

Use formula and conditional fields for calculations and dynamic document behavior based on inputs.

Audit Trail and Records

Maintain forensic evidence for each signed document by capturing who signed, when, and how using signNow built-in audit features.

01

Timestamp:

Record signer action time

02

IP Address:

Log origin network address

03

Action History:

Detail view, edit, sign events

04

Signer Authentication:

Store verification method used

05

Document Versions:

Preserve pre-sign and post-sign files

06

Exportable Logs:

Export CSV or PDF logs

FAQs About digital signature how to get

Answers to common issues when requesting or completing digital signatures using signNow, including setup, access, and verification problems.

• Why can’t a signer open the document?
  Confirm the recipient email is correct, check whether the file exceeds size limits, and ensure the signer has a supported browser or the signNow mobile app.
• What if a signer loses access to their email?
  Reassign or resend the invitation to a different verified email address, update recipient information in the document, and document the change for the audit trail.
• How do I require stronger identity verification?
  Enable two-factor authentication or access codes in the request settings, and choose additional authentication available on higher-tier or Enterprise plans.
• Where is the signed document stored?
  Signed PDFs and the audit trail are stored in signNow account storage and can be exported to integrated cloud services like Google Drive or Box.
• What if a signature is later disputed?
  Provide the audit trail, verification records, and document versions captured by signNow to support dispute resolution and legal review.
• How to fix field placement errors?
  Edit the template or document before signing, reissue signing requests, or use versioning to preserve the original while sending corrected documents.

Device and Platform Requirements

Access signNow on modern browsers, mobile apps, or via API integrations to prepare and collect eSignatures.

• Web Browser: Latest Chrome, Edge, Safari
• Mobile Apps: iOS and Android supported
• API Access: REST API and SDKs

For best results, keep browsers and apps updated, enable TLS connections, and provision API keys for automated workflows and high-volume signing.

Typical Workflow Configurations

Configure these common settings in signNow to match your business processes for signing, reminders, and storage.

Setting Name	Configuration
Reminder Frequency	48 hours
Authentication Method	Email code
Signing Order	Sequential
Template Library	Centralized
Archive Location	Secure cloud

Pricing and Feature Comparison

Data as of May 2026. Compare starting prices and core features for signNow and competitors to evaluate fit and compliance.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Free trial avail.	Free trial avail.	Free trial avail.	Free trial avail.
Bulk Send	Yes, Business Premium	Yes, on select plans	Yes, add-on avail.	Yes, paid plans	Yes, paid plans
Audit Trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Yes, BAA required	Varies by plan	Yes, BAA required
Envelope Cap	No envelope cap	100 envelopes/user/year	No cap documented	No cap documented	No cap documented