How to Authenticate an Electronic Signature with signNow

TL;DR

Authenticating an electronic signature means verifying the signer, preserving an audit trail, and protecting the signed file. signNow supports multiple authentication options, strong security controls, and audit-ready records while complying with ESIGN and UETA. Use signNow to set signer verification, choose appropriate authentication, send documents for eSignature, and maintain retention policies for legal or internal records.

What authenticating an electronic signature means

Authenticating an electronic signature is the process of proving who signed a document and showing the steps taken to verify that identity. Think of it as showing an ID and leaving a dated receipt that the action happened; the platform captures that receipt. In practice this includes selecting an authentication method, capturing timestamps, and recording an audit trail so the signed record is provable in business and legal contexts.

Legal validity and when to use authentication

Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Electronic authentication helps reduce disputes, meets ESIGN and UETA legal standards, and protects sensitive data under HIPAA when a BAA is in place.

Common authentication challenges

• Inadequate signer verification can lead to disputed contracts and longer legal resolution times.
• Poorly recorded audit trails make it difficult to prove who signed and when during audits.
• Complex identity requirements (KBA, ID docs) can slow signers and reduce completion rates.
• Mobile or offline signing without proper sync can break chain-of-custody and metadata capture.

Who uses authentication for eSignatures

Companies across real estate, healthcare, finance, and legal use authentication to secure signed records.

• Real Estate: remote closings, leases, and rental agreements requiring identity verification.
• Healthcare: patient consent forms where HIPAA-compliant authentication is required.
• Finance / Banking: loan docs, tax forms, and account authorizations needing robust verification.

User roles and needs

IT Administrator

An IT administrator configures signNow at the account level, sets SSO and authentication policies, and manages API keys. They ensure integrations with CRM or document repositories work securely and that audit trails meet internal compliance requirements.

HR Manager

An HR manager prepares onboarding packets, sets signer order and authentication levels, and uses templates to collect employee acknowledgments. They rely on templates and audit records to verify completion and to store signed forms in HR systems.

Security and compliance snapshot

Encryption in transit: TLS 1.2 and TLS 1.3

Encryption at rest: AES-256 encryption

SOC and ISO: SOC 2 Type II, ISO 27001

Payment compliance: PCI DSS certified

Health data: HIPAA compliant with BAA

Regulatory coverage: ESIGN, UETA, 21 CFR Part 11

Risks of weak authentication

Invalid signatures: Contracts may be unenforceable

Regulatory fines: Fines for noncompliance

Data breaches: Exposure of sensitive data

Operational delays: Slower approvals and closures

Reputational harm: Loss of customer trust

Legal disputes: Costly dispute resolution

Real-world examples

These case summaries show how organizations use signNow to authenticate signatures and maintain compliant records.

Optica Ventures (COO Brian Fitzgibbons)

Optica simplified customer signing with signNow templates and basic email authentication

• The team used reusable templates to reduce prep time and avoid manual field placement
• This improved turnaround and reduced errors for external customers

Resulting in faster deal cycles and a simpler signing experience for clients and staff.

Xerox (Director Kodi-Marie Evans)

Xerox integrated signNow with NetSuite to automate signature requests and verification

• Integration enabled consistent authentication rules and mapping of signed documents back to records
• The setup reduced manual uploads and improved chain-of-custody for customer contracts

Leading to fewer processing errors and faster revenue recognition for signed orders.

Step-by-step: authenticate an eSignature

Follow these clear actions in signNow to apply signer authentication and record a compliant audit trail.

• 01
  Upload Document: Open signNow, click Upload, and choose the file from your computer or cloud storage.
• 02
  Add Signature Fields: In the editor, drag signature and date fields onto the document where signatures are required.
• 03
  Set Authentication: Select the signer, choose email, SMS, or access code, and enable required ID checks.
• 04
  Send for Signing: Click Send, confirm signer order, and deliver the signing link via email or SMS.

How authentication flows work

Authentication in signNow follows a clear prepare-send-verify-store flow with options for extra verification.

• Prepare Template: Upload file and add fields to create a reusable template for consistent authentication.
• Assign Signers: Add signer emails, determine signing order, and tag required fields to each signer.
• Choose Verification: Pick email, SMS, or phone PIN to verify identity before signing begins.
• Store Records: Save signed PDF and audit trail in cloud storage for compliance and retrieval.

Core features for authenticating signatures

signNow provides several core features that establish identity, track activity, and secure signed documents for audit and legal use.

Authentication Options

Choose from email verification, SMS codes, access codes, and optional multi-factor checks to confirm signer identity before signing proceeds, reducing fraud and helping meet regulatory requirements.

Audit Trail

Every signed document includes a built-in, tamper-evident audit trail with timestamps, IP addresses, field interactions, and signer email or phone verification details for evidentiary support.

Templates & Fields

Create reusable templates with locked fields, conditional logic, and preset signer roles so authentication rules and signature placement remain consistent across repeated transactions.

Offline Signing

Allow signers to download and sign offline using the mobile app; the signed file and audit record sync when connectivity resumes to preserve chain-of-custody.

Best practices for strong authentication

Follow these practices to balance signer convenience with appropriate verification levels and legal defensibility.

Match authentication to risk level

Choose email verification for low-risk forms and require SMS codes or ID checks for high-value agreements; document the rationale for each authentication choice for auditability and compliance.

Use templates to enforce rules

Build templates that embed authentication settings, field requirements, and signer order so each document of that type uses the same verified workflow without manual configuration.

Preserve and index audit data

Store signed PDFs alongside their audit records in a searchable repository, tag metadata for retrieval, and retain according to legal and internal retention schedules.

Train users on authentication options

Provide short role-based training for business users and administrators so they apply the appropriate signNow authentication option and understand when to escalate to stronger verification.

Advanced authentication and integration features

For organizations with higher compliance needs, signNow offers advanced features and integrations that improve identity assurance and workflow automation.

Bulk Send

Send thousands of personalized signature invites in one operation to collect many identical documents efficiently while preserving per-recipient authentication controls.

Conditional Fields

Use conditional and formula fields to hide or require fields based on signer input, ensuring only necessary authentication steps appear for each signer.

Payments Integration

Collect payments during signing when needed, while keeping authentication intact and capturing payment details in the signing record for reconciliation.

SSO and SAML

Enable single sign-on for enterprise users, centralizing identity management and strengthening access controls to the signing admin console.

API and Webhooks

Automate authentication workflows via signNow API calls, trigger authentication steps programmatically, and receive webhook notifications on signing events.

Document Encryption

Protect signed files with AES-256 encryption at rest and secure transmission to maintain confidentiality and chain-of-custody.

Manage audit trails and proof

Maintain complete records in signNow to support audits, disputes, and legal requirements; follow these management steps.

01

Locate Document:

Open signed document in account.

02

View Audit Trail:

Select Audit Trail to review timestamps and actions.

03

Download Records:

Export PDF and audit report together.

04

Attach Evidence:

Upload supporting ID or correspondence to record.

05

Set Retention:

Apply retention policy to document storage.

06

Share Securely:

Send signed package with secure links and permissions.

FAQs and troubleshooting

Common issues when authenticating eSignatures and how to resolve them using signNow account settings, plan features, and admin controls.

• Signer did not receive the email invite
  Confirm the recipient email is correct, check spam folders, and resend the invite. If deliverability issues persist, verify domain SPF and DKIM settings for the sending account to improve reliability.
• SMS code not received by signer
  Verify the phone number format and country code. If messages fail, use email authentication or an access code while troubleshooting carrier restrictions or two-factor delivery settings.
• Authentication level needs to be stronger
  Upgrade to Enterprise plan features for advanced signer authentication options, use multi-factor methods, or require ID verification where legally necessary for high-risk transactions.
• Audit trail missing expected details
  Ensure the document was sent through signNow rather than uploaded post-signature. Confirm account audit settings and retention were enabled at send time to capture full metadata.
• API integration not recording authentication
  Check API calls to ensure authentication parameters were included. Validate webhooks and API responses in logs for successful authentication events and resubmit if needed.
• HIPAA or healthcare compliance questions
  Use signNow with a signed BAA, restrict access, and apply appropriate authentication levels. Contact account admin to enable HIPAA controls and confirm storage meets health data policies.

Where you can authenticate signatures

signNow supports web, mobile apps, and API-based workflows so authentication can be applied across platforms.

• Web browsers supported: Chrome, Edge, Firefox, Safari
• Mobile apps: iOS and Android apps
• API access: REST API and webhooks

Use the web editor for complex templates and integrations, mobile apps for on-the-go or offline signing, and the API for embedded authentication in your systems and automation pipelines.

Recommended workflow settings

These default settings help balance signer convenience with verification and retention across typical business workflows.

Setting Name	Default Configuration
Default reminder frequency for outstanding signers	48 hours, three reminders by default
Default signer authentication method and options	Email verification; optional SMS or access code
Default audit trail storage and retention policy	Retain audit and PDF together for seven years
Default bulk send configuration and limits	Enabled on Business Premium with CSV mapping
Default integration behavior for signed files	Auto-save to connected cloud storage

Feature comparison at a glance

Quick availability and capacity comparison between signNow and other common eSignature providers for typical authentication features.

Feature Criteria	signNow	DocuSign	Adobe Sign
Audit Trail
Bulk Send	yes, business premium
SSO / SAML
Envelope Cap	no cap	100 envelopes/user/year	no cap

Pricing and envelope limits snapshot

Pricing and feature snapshot as of 2026-05-21 comparing starting price, trial, bulk send, audit trail, and envelope cap for major vendors.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo, annual billing	$8/user/mo, annual billing	$13/user/mo, annual billing	$19/user/mo, annual billing	$15/user/mo, annual billing
Free Trial	7-day free trial, no card	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes, Business Premium	Yes	Yes	Yes	Yes
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap