How Do I Create An Electronic Signature

TL;DR

Create, sign, and manage electronic signatures by uploading a document, placing signature and form fields, sending for eSignature, and storing the completed file securely. signNow supports compliant workflows under ESIGN and UETA, offers audit trails, works on web and mobile, and provides API and integrations for automation. Use signNow to fill and sign forms, request signatures in order, and retain tamper-evident records for audits.

What Electronic Signature Means

An electronic signature is a digital mark that shows someone agreed to a document, similar to signing on paper but done online. It can be a drawn signature, a typed name, or a cryptographic signature that proves intent and consent. Electronic signatures streamline approvals, let people sign remotely on web or mobile devices, and create an audit trail showing who signed and when. Under U.S. law, eSignatures are legally valid when they meet ESIGN and UETA requirements and when parties consent to transact electronically.

Step-by-Step eSignature Setup

Follow these clear steps to create, send, and complete an electronic signature workflow using signNow on web or mobile.

• 01
  Upload Document: Open signNow, choose Upload, and select your PDF or Word file from your device or cloud storage.
• 02
  Prepare Fields: Open the editor, drag signature and form fields onto the document where signers must complete information.
• 03
  Assign Signers: Add signer names and emails, set signing order if needed, and add authentication requirements.
• 04
  Send for Signature: Use Send or Request Signature, add a message, set reminders, and track the envelope until completion.

Device And Platform Support

signNow runs in modern web browsers and native mobile apps, enabling signing on most desktops, tablets, and smartphones.

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

Use the web app for full document editing and templates, sign on mobile apps for on-the-go workflows, and use the API for integration and automation.

Legal Validity And Use Cases

Electronic signatures are legally enforceable under ESIGN and UETA when parties consent and intent are shown. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. It also reduces turnaround time and creates admissible audit trails for regulatory purposes.

Security And Compliance Overview

Encryption In Transit: TLS 1.2 and TLS 1.3

Encryption At Rest: AES-256 encryption

Regulatory Certifications: SOC 2 Type II, ISO 27001

Privacy Standards: GDPR and CCPA compliance

Health Data: HIPAA compliant with BAA

Record Integrity: Detailed audit trails

How The eSigning Workflow Works

A typical signNow workflow moves a document from preparation to signature capture, then to secure storage and audit reporting.

• Prepare Document: Upload file and add fields for signatures and data entry.
• Authenticate Signers: Select email, access code, or advanced auth methods.
• Collect Signatures: Send a request and monitor signer progress in real time.
• Store Completed File: Save signed PDF with an audit trail and retention controls.

Core eSignature Features

signNow provides core capabilities that support common eSignature needs across business functions, from templates to bulk delivery and secure storage.

Templates

Create reusable document templates with preplaced fields for repeatable agreements such as NDAs, invoices, and HR forms to speed future sends and reduce errors.

Bulk Send

Send the same document to many recipients at once with recipient-specific fields and tracking, ideal for mass acknowledgments or standardized contracts.

Audit Trail

Every signed document includes a complete, timestamped history recording actions, IP addresses, and authentication steps to support legal defensibility and internal compliance audits.

Mobile Signing

Native iOS and Android apps let users fill and sign on smartphones and tablets, supporting offline signing and later synchronization when connectivity is restored.

Advanced Capabilities And Integrations

Beyond core signing, signNow supports automation, authentication options, and integrations that fit enterprise workflows and developer needs.

API

Full REST API to embed eSignature, automate document creation, and integrate with back-end systems for programmatic sending and retrieval.

SSO

Single sign-on support for centralized user authentication and simplified enterprise user management.

Advanced Fields

Conditional fields and formula-driven fields that adapt the document based on user input to reduce errors and manual editing.

Payments

Collect payments alongside signatures when using supported plans to combine acceptance and transaction processing in one flow.

Integrations

Prebuilt connectors for Salesforce, NetSuite, Google Workspace, Box, and more to embed signing directly in business apps.

Kiosk Mode

Onsite signing configuration for shared devices to capture signatures in a managed public or retail environment.

Typical Workflow Configurations

Common signNow settings and recommended defaults for consistent, compliant eSignature workflows in business environments.

Setting Name	Configuration
Signing Order	Sequential
Reminder Frequency	48 hours
Authentication Method	Email code
Retention Period	7 years
Audit Trail Storage	Included

Pricing And Feature Comparison

Data as of May 2026. The table compares starting prices, trial availability, bulk send, audit trail, HIPAA support, and envelope caps across leading eSignature vendors.

	signNow	DocuSign ($8 ser/mo)	Adobe Sign ($13/user/mo)	PandaDoc ($19/user/mo)	HelloSign ($15/user/mo)
Starting Price	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes, Business Premium	Yes, paid plans	Varies by plan	Yes, paid plans	Yes, paid plans
Audit Trail	Yes, detailed audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Yes, BAA available	Yes, BAA available	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Use Examples

Concrete examples show how teams use signNow to replace paper and speed approvals in day-to-day operations.

Optica Ventures — Sales

Optica uses signNow to send standardized investor and partner agreements quickly

• The interface is simple for internal users
• Customers complete and return documents faster

Resulting in faster closes and fewer in-person meetings.

Fertility Centers of Illinois — Healthcare

Fertility Centers implemented signNow to collect patient consents and intake forms online

• API integration moves signed files into patient records
• The team enforces HIPAA controls with a BAA

Leading to secure, auditable workflows and reduced front-desk processing time.

Common Issues And Fixes

Practical answers to frequent problems users encounter when creating or sending electronic signatures with signNow.

• Document Not Uploading
  Check file type and size limits, ensure a stable internet connection, clear browser cache, or try uploading from a different browser or device. If issues persist, compress the file or split into smaller documents before uploading again.
• Signer Not Receiving Email
  Confirm the email address is correct, check spam folders, and advise the recipient to whitelist signNow domains. If company firewalls block messages, provide a direct signing link or use an alternate email address.
• Signature Field Misplaced
  Open the document in the editor, remove or move fields to the correct position, and use zoom and grid snapping to align fields precisely before saving and sending.
• Authentication Failures
  Verify chosen authentication method, resend access codes, or switch to an alternate method such as SMS or knowledge-based verification when available to confirm signer identity.
• Mobile App Sync Issues
  Ensure the app is up to date, sign in again to refresh credentials, and allow the app to sync when a stable network connection is available for pending offline signatures.
• API Integration Errors
  Check API keys, confirm correct endpoints and request formats, inspect error responses, and consult the developer documentation for rate limits and permitted scopes to resolve issues.

Practical Best Practices

Adopt consistent practices to ensure legally defensible and efficient eSignature workflows across teams and systems.

Standardize Templates And Fields

Create verified templates for recurring agreements. Preplace required fields to reduce signer errors, and version-control templates so changes are tracked and rolled out consistently.

Require Clear Authentication

Choose an authentication method appropriate to transaction risk, such as email codes for low-risk forms and two-factor or identity verification for high-value agreements.

Keep Detailed Audit Records

Ensure every signed PDF includes an audit trail with timestamps, signer IPs, and field history to support compliance and dispute resolution if necessary.

Train Staff On Workflows

Provide role-specific training for admins, business users, and legal staff so everyone understands template creation, sending rules, and retention policies.

Who Uses eSignatures Today

Organizations across real estate, healthcare, finance, legal, and education use eSignatures to replace paper and speed approvals.

• Real Estate agents and brokers who need remote lease and purchase agreements signed quickly.
• Healthcare providers collecting patient consents and intake forms while maintaining HIPAA controls.
• Financial teams sending invoices and tax documents for faster processing and auditability.

Both small teams and large enterprises adopt eSignatures to reduce cycle time, lower costs, and provide secure, auditable records for compliance.

User Roles And Needs

IT Administrator

IT administrators configure SSO, manage user provisioning, control security settings, and set account-level retention and compliance policies to ensure safe, enterprise-grade deployment.

Business User

Business users create templates, send documents for signature, and track status; they rely on signNow to reduce manual paperwork and accelerate approvals without needing developer support.

Risks If eSignatures Misused

Invalid Consent: May invalidate agreement

Weak Authentication: Increases fraud risk

Poor Recordkeeping: Complicates audits

Noncompliance: Regulatory penalties possible

Data Breach: Exposes sensitive data

Operational Delays: Slows processes

Feature Availability Snapshot

Quick availability check across signNow, DocuSign, and Adobe Sign for common technical capabilities.

Feature / Vendor	signNow	DocuSign	Adobe Sign
API Access
Bulk Send
SSO Support
Mobile App