How do I sign an electronic signature

TL;DR

signNow lets individuals and organizations eSign, fill, and manage documents online securely and compliantly. Use signNow to upload or create a form, add signature and data fields, set signer order and authentication, then send for signature via web, mobile, or API. The platform includes audit trails, encryption, templates, and integration options to streamline workflows while meeting ESIGN and UETA requirements in the United States.

What electronic signing means

An electronic signature lets someone sign a document on a screen instead of using ink on paper. With signNow, you upload a document, place signature and data fields where needed, and send a secure signing link to recipients who click, review, and eSign from a browser or mobile device. The process creates a tamper-evident audit trail and timestamp so the signed record can be stored, shared, or integrated with other systems while preserving legal validity under ESIGN and UETA.

Legal and practical rationale

Electronic signatures reduce turnaround time, lower processing costs, and create verifiable audit trails; they are legally valid under the ESIGN Act and UETA when identity and intent are recorded.

Common eSignature challenges

• Unclear signer roles can delay completion and require manual follow-up to determine signer order
• Poorly prepared forms create missing or ambiguous fields that lead to rework and rejected signatures
• Inadequate authentication increases legal risk and may not satisfy regulated-signature requirements
• Insufficient storage or retention policies risk noncompliance with document retention laws

Who typically uses eSignatures

Organizations across real estate, healthcare, finance, legal, education, and construction use eSignatures to speed document workflows and reduce paper dependence.

• Real Estate agents using eSignatures to close leases and purchase agreements quickly
• Healthcare providers collecting patient consent and intake forms while maintaining HIPAA protections
• Finance and legal teams using eSignatures to approve contracts and tax forms securely

Typical user profiles

HR Manager

An HR Manager uses signNow to distribute offer letters, onboarding packets, and compliance forms. They create templates for repeat hires, set signer order for managers and new employees, and track completion rates to ensure timely onboarding and regulatory record keeping.

IT Administrator

An IT Administrator configures SSO, manages API keys, and enforces account-level security controls. They set authentication methods, provisioning, and retention policies to integrate signNow with corporate systems while preserving auditability and compliance.

Security and compliance snapshot

Encryption: TLS 1.2/1.3; AES-256 at rest

Certifications: SOC 2 Type II; ISO 27001

Regulatory compliance: ESIGN, UETA, eIDAS, GDPR

Health data: HIPAA compliant; BAA required

Payments: PCI DSS certified

Accessibility: WCAG 2.0 Level AA

Risks when signatures fail

Invalid agreement: Missing intent evidence

Data exposure: Weak access controls

Regulatory fines: Noncompliant retention

Contract disputes: Incomplete audit trails

Operational delays: Field errors cause rework

Reputational damage: Security incidents reported

Real-world examples

Below are real customer examples showing how signNow supports different workflows across industries and system integrations.

Optica Ventures LLC

The team adopted signNow for customer-facing contracts to simplify signature capture and reduce turnaround time.

• The interface is simple and easy-to-use for both staff and customers.
• Adoption led to fewer lost documents and faster closings.

Resulting in improved customer satisfaction and faster deal execution.

Xerox — NetSuite Integration

Xerox integrated signNow with NetSuite to automate signature workflows across billing and procurement documents.

• Integration ensured correct document formats and signer roles.
• The automation reduced manual entry and reconciliation steps.

Leading to more efficient financial processes and fewer processing errors.

Step-by-step signing process

Follow these clear actions to prepare a document, request signatures, and complete eSignature workflows using signNow.

• 01
  Upload Document: Open signNow, click Upload, and choose a local file or cloud document to import into the editor.
• 02
  Add Fields: Drag signature, date, and text fields onto the document where each signer must provide information or consent.
• 03
  Set Signers: Enter signer names and emails, define signing order, and set authentication methods like email or access code.
• 04
  Send for Signature: Click Send, add an optional message, and dispatch the signing link; monitor progress from the dashboard.

How signing workflows operate

A typical signNow workflow moves from document preparation to signer authentication, completion, and secure storage; each step is tracked in the audit trail for verification.

• Prepare Form: Upload or create a template and position required fields for signers and data collection.
• Authenticate Signers: Choose signer verification like email, access code, or advanced authentication when needed.
• Collect Signatures: Recipients open the link, review the document, and apply their eSignature from any device.
• Store Record: A completed PDF with audit trail is stored securely and optionally exported to connected systems.

Core signNow capabilities

signNow includes the features most teams need to convert paper processes to digital: document templates, flexible authentication, audit trails, and bulk operations for scale.

Templates

Create reusable templates with preplaced fields for recurring documents such as NDAs, contracts, and onboarding packets to speed preparation and ensure consistency across signers and departments.

Authentication

Choose signer authentication levels including email verification, access codes, or advanced verification methods to match the legal or internal security requirements for each transaction.

Audit Trail

Every signed document includes a tamper-evident audit report that records signer identity, IP address, timestamps, and field-level actions to support compliance and dispute resolution.

Bulk Send

Send the same document to many recipients with individualized fields or a single signing role; available on Business Premium to accelerate mass distribution tasks like policy acknowledgements and invoices.

Advanced platform features

Beyond core eSigning, signNow provides integration, automation, data capture, and administrative controls to support enterprise workflows and secure record keeping.

Integrations

Connect signNow with Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, Procore, and other systems to automate document creation, sending, and archiving within existing business applications.

API Access

Use the signNow API to embed signing flows, programmatically create templates, and manage completed documents within custom applications and backend systems.

Conditional Fields

Show or hide fields based on signer responses to capture only relevant information and reduce form completion errors on complex documents.

Kiosk Mode

Enable on-site signing with a tablet or kiosk device, allowing customers to sign in person while maintaining the same audit trail and security controls.

Offline Signing

Allow mobile users to sign forms offline and sync signed documents once a connection is restored to support remote or field operations.

Role-Based Access

Manage users and permissions by role to control who can create templates, send documents, view audit trails, and access administrative settings.

Manage audit trails effectively

Follow these actions to ensure completed documents include full, verifiable audit information that supports legal and compliance needs.

01

Enable Logging:

Turn on account-level audit logging for signed documents.

02

Capture IP:

Ensure signer IP addresses are recorded for each action.

03

Include Timestamps:

Verify all signatures include accurate timestamps.

04

Export Reports:

Download audit reports for compliance reviews.

05

Retain Originals:

Store completed PDFs with embedded audit records.

06

Review Activity:

Use the activity feed to monitor signer events.

FAQs and troubleshooting

Common questions and solutions for signing, authentication, document errors, and account configuration when using signNow.

• Why won't my signer receive the email?
  Confirm the recipient email address is correct and not blocked by spam filters. Check account sending limits and review the Sent folder in signNow to verify the message status. If the recipient still does not see the message, ask them to search their spam or bulk mail folder and whitelist signNow domain names.
• What if a signer can’t access the document?
  Verify the signing link has not expired and that the signer is using a supported browser or mobile app. If an access code was set, confirm the signer has the correct code. Resend or generate a new signing link from the document activity panel if needed.
• How can I change a signer after sending?
  If the document is still unsigned, you may be able to modify recipient details from the pending document settings. For completed or partially completed documents, voiding and resending with updated recipient information ensures a clean audit trail and legally clear signature sequence.
• Why are fields misaligned on mobile?
  Use templates and responsive field placement to minimize layout shifts. Preview the document in mobile view before sending, and prefer PDF-based templates rather than scanned images to preserve consistent rendering across devices.
• How do I request a higher authentication level?
  Select advanced signer authentication in the document settings or account policies, choosing options like access code, SMS verification, or integrations with identity providers. Enterprise plans offer additional authentication controls for regulated transactions.
• Where are completed documents stored?
  Completed documents are saved in your signNow account with the associated audit trail; you can also configure automatic exports to cloud storage or connected systems like Google Drive, Box, or NetSuite for centralized archiving.

Devices and platform access

Access signNow from modern web browsers, iOS and Android apps, or via API for server-side integrations and embedded signing.

• Web browsers: Chrome, Edge, Safari support
• Mobile apps: iOS and Android native apps
• API access: REST API for integrations

The platform supports desktop and mobile use, plus developer APIs for embedding signing flows into existing business applications and automating document lifecycles.

Typical workflow configuration

Settings below show common configurations to set up document flows, signer authentication, reminders, and retention when using signNow in an organization.

Feature	Configuration
Signing Order	Sequential
Reminder Frequency	48 hours
Authentication Method	Email or Access Code
Document Retention	7 years
API Access	Enabled

Feature comparison at a glance

Quick comparison of core capabilities between signNow and two widely used competitors for U.S.-centric compliance and common features.

Capability	signNow (Recommended)	DocuSign	Adobe Sign
Legal validity	esign/ueta compliant	esign/ueta compliant	esign/ueta compliant
Bulk send	yes, premium plan	select plans only	select plans only
API availability	full rest api	full rest api	full rest api
Mobile apps	ios/android apps	ios/android apps	ios/android apps

Pricing and plan highlights

Data as of May 2026. The table compares starting prices, trials, bulk send availability, audit trails, HIPAA support, and envelope caps for common eSignature vendors.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes, Business Premium	Select plans only	Select plans only	Available on Business	Higher plans
Audit Trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, audit trail	Yes, audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Yes, BAA required	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/year	Varies by plan	Varies by plan	Varies by plan

Timing and deadlines guidance

Use clear deadlines and reminders to reduce signature delay and ensure legal timelines are preserved for agreements and regulated forms.

01

Signer deadline

Set a clear due date for signer completion.

02

Auto reminders

Enable scheduled reminders to reduce stalled workflows.

03

Expiration policy

Define link expirations to control access.

04

Escalation steps

Route uncompleted agreements to alternates or admins.

Retention and processing timeframes

Define retention schedules and processing windows to meet legal and operational requirements for signed documents across departments.

Short-term storage:

30 to 90 days for temporary access

Standard retention:

Keep signed records for 3 to 7 years

Long-term archives:

Transfer to cold storage after retention period

Regulated records:

Follow industry-specific retention rules

Deletion policy:

Automate purging after retention expires