How to Check Electronic Signature in PDF with signNow

TL;DR

This guide explains how to check an electronic signature in a PDF using signNow, covering what an eSignature is, how to verify signature validity and audit trails, device and platform steps, security and compliance, typical troubleshooting, and a short vendor comparison. It shows step-by-step instructions for viewing signature metadata, confirming signer identity, and managing signed PDFs in signNow workflows for HR, sales, legal, and healthcare contexts.

What eSignature Checking Means

An electronic signature in a PDF is a digital way to confirm someone signed a document; it can be as simple as a typed name or as robust as a cryptographic signature with a certificate. Checking an electronic signature means verifying the signature field, confirming signer identity, and reviewing the audit trail and document integrity. In signNow, users can view signature details, timestamps, IP addresses, and certificate data from the document history to validate a PDF without leaving the platform.

Step-by-Step Verification

Follow these clear steps inside signNow to inspect and confirm signatures on a PDF, from opening the signed file to reviewing the audit trail and signature metadata.

• 01
  Open Signed PDF: Log into signNow, open the completed document from My Documents or shared folder view.
• 02
  View Document History: Click the Audit Trail or History button to display signer actions, timestamps, and IP addresses.
• 03
  Inspect Signature Details: Select the signature field to view signer name, email, timestamp, and any certificate information.
• 04
  Confirm File Integrity: Check the document hash and audit entries to ensure no post-signing alterations occurred.

Audit Trail Step Grid

Use this grid to confirm key audit entries and metadata that prove who signed and when, and to preserve chain of custody for compliance or legal review.

01

Open Audit Trail:

Open the Audit Trail panel from the document options to load events and timestamps.

02

Review Signer Events:

Scan each signer event to confirm signature order, email address, and the recorded timestamp details.

03

Check IP Addresses:

Compare recorded IP addresses and locations against expected signer context for consistency.

04

Verify Document Hash:

Confirm the hash entry to validate that the PDF has not been altered after signing.

05

Download Audit Report:

Generate a PDF audit report that captures all events for archiving or legal evidence.

06

Attach Supporting Files:

Include signer authentication records or identity proofs within the case folder for completeness.

How Verification Works

This overview explains the logical sequence signNow follows when validating a PDF signature and ensuring the document remains tamper-evident.

• Capture Signature: User or signer applies an eSignature field during signing in the signNow editor.
• Record Metadata: signNow logs signer details, timestamp, IP, and device information into the Audit Trail.
• Apply Cryptography: Where certificates are used, signNow records cryptographic evidence and document hashes.
• Store Securely: Signed PDFs and audit logs are stored encrypted and associated with the document record.

Device and Platform Needs

signNow verification works in modern browsers, mobile apps, and via API so you can check signatures wherever you manage documents.

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

For corporate deployments, enable SSO and ensure browsers support TLS 1.2/1.3; developers should use signNow’s API for automated verification and record retrieval in backend systems.

Typical Verification Workflow

A recommended configuration for teams that need to check signatures consistently and keep verifiable records for audits or legal needs.

Setting Name	Configuration
Default Retention Policy	7 years
Reminder Frequency	48 hours
Audit Log Export	On demand
Two-factor Requirement	Enabled for signers
Signer Authentication	Email or SMS

Pricing and Feature Snapshot

Pricing and basic feature availability as of the current data date; values are concise to help you compare starting price, trial, bulk send, audit trail, HIPAA, and envelope limits across providers.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available (premium)	Available (select)	Available (select)	Available (select)	Available (select)
Audit Trail	Yes, full audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail
HIPAA Compliant	Yes, BAA required	BAA available	BAA available	Varies by plan	BAA available
Envelope Cap	No envelope cap	100 envelopes/year	Varies by plan	Varies by plan	Varies by plan

Feature Availability Comparison

A compact comparison showing basic capability availability across signNow and two common competitors for verification-related features.

Feature / Capability	signNow	DocuSign	Adobe Sign
Two-factor signer auth
Bulk send support
API access
Mobile signing

Security and Compliance

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256 encryption

Certifications: SOC 2 Type II

Health Data: HIPAA (BAA required)

Regulatory Acts: ESIGN and UETA

Accessibility: WCAG 2.0 AA

Verification Features Overview

Key signNow capabilities that matter when checking signatures in PDFs: authentication options, audit trails, certificate support, integrations, API controls, and secure storage for compliance.

Audit Trail

Comprehensive event logs capture signer actions, timestamps, IP addresses, and document hashes for reliable verification and legal defensibility.

Signer Authentication

Multiple authentication modes include email, SMS, and advanced options through enterprise plans to strengthen signer identity assurance during verification.

Certificate Support

Support for digitally-signed certificates and cryptographic evidence on qualifying plans or site-license deployments for enhanced signature validation.

API and Webhooks

APIs provide programmatic retrieval of signed PDFs and audit records, enabling automated verification and integration into backend compliance systems.

Secure Storage

Signed documents are stored encrypted with access controls, retention policies, and exportable audit reports for regulatory needs.

Integrations

Prebuilt connectors with CRMs, cloud storage, and ERPs make verification part of larger document workflows across the business stack.

Practical Verification Tools

Four practical signNow tools you will use when checking signatures: the Audit Trail viewer, signature field inspector, downloadable audit report, and the API for retrieval.

Audit Trail Viewer

The Audit Trail shows a chronological list of signing events, timestamps, IP addresses, and user actions to establish a reliable chain of custody for the PDF.

Signature Field Inspector

Click any signature field to view signer name, email, timestamp, and certificate properties if present; this helps confirm identity and the signature method used.

Downloadable Audit

Export the audit report as a PDF to attach to legal files or retention systems as an immutable record of the signing session and document state.

Programmatic Access

Use the signNow API to fetch signed documents and audit logs automatically for validation, archival, or cross-system verification processes.

Recommended Verification Practices

Follow these best practices when checking electronic signatures in PDFs to reduce risk and create verifiable records for audits or disputes.

Keep the Original Audit Report

Always download and archive the signNow audit report alongside the signed PDF to preserve the full evidence trail and avoid relying on screenshots or partial data.

Enforce Strong Signer Authentication

Require multi-factor or SMS authentication for high-risk documents to reduce the likelihood of impersonation and improve the credibility of verification results.

Lock Documents After Signing

Enable post-signing restrictions or use cryptographic seals where available so that any alteration is detectable and the audit trail remains authoritative.

Document Retention Policies

Define retention and deletion policies aligned to legal and business requirements, ensuring audit trails and signed PDFs are available for required periods.

FAQs About Signature Checks

Common verification problems and how to resolve them when inspecting electronic signatures in signNow-managed PDFs, organized as practical Q&A items for admins and users.

• I can’t find the audit trail for a PDF
  Ensure you opened the final completed document rather than a draft. Only completed or archived documents contain a full Audit Trail; drafts show limited events. If the document was imported already signed, check the attachment source and any external signer metadata to reconcile missing entries.
• Signature shows as invalid or altered
  An invalid signature typically indicates a post-signing change or corrupted file. Compare document hashes, check the Audit Trail for edit events, and re-download the signed PDF from signNow to confirm integrity and rule out local corruption.
• How do I confirm signer identity?
  Use recorded authentication methods from the Audit Trail, such as email or SMS confirmation. For higher assurance, enable advanced authentication on the workflow or require ID verification through supported integrations before accepting signatures.
• Audit report missing expected details
  Audit exports vary by plan and configuration; confirm account settings allow detailed logs, and request the audit report from the document menu. For enterprise accounts, contact your admin to enable extended logging and retention.
• Can I verify signatures offline?
  You can download the signed PDF and the audit report for offline review. For cryptographic certificate validation, use the included certificate data and checksums when an online verification service is not available.
• Who to contact for escalations
  If internal checks don’t resolve the issue, escalate to your IT or compliance team with the exported audit report; enterprise customers can use signNow support channels for deeper logs or account-level inquiries.

Real-World Verification Examples

Two customer examples show how teams use signNow to check signatures, preserve audit trails, and integrate verification into processes.

Optica Ventures

Optica Ventures standardized online closing workflows to reduce in-person steps and accelerate deal execution.

• They used signNow to capture signer metadata and timestamps for each investment agreement.
• The team relied on exported audit reports to confirm signer identity during reviews.

Resulting in faster closings and fewer manual reconciliation tasks for compliance.

Xerox (NetSuite Ops)

Xerox integrated signNow with NetSuite to manage contract approvals and signature verification inside their ERP.

• The integration pulled signed PDFs and audit logs into NetSuite records automatically.
• This ensured each contract retained a verifiable audit trail for procurement and legal teams.

Leading to more reliable recordkeeping and reduced manual document handling across departments.

Who Uses Signature Verification

Verification is used across teams that require legal assurance, traceability, or compliance, including legal, HR, finance, and healthcare organizations.

• Real estate agents verifying rental agreements and leases to close remotely.
• Healthcare admins confirming patient consent forms with HIPAA-compliant records.
• Finance teams validating tax forms, invoices, and approvals for audits.

Organizations of all sizes use signNow verification to reduce paper, speed approvals, and maintain legally defensible audit trails for internal and external review.

User Roles and Needs

IT Administrator

An IT admin configures account security, SSO, and API keys; they ensure audit logs are retained and accessible for compliance reviews and automate retrieval of signed documents into enterprise systems.

Business User

A business user, such as HR or sales staff, prepares templates, sends documents for signature, and inspects the Audit Trail to confirm signatures and download proof for records or reporting purposes.

Risks of Poor Verification

Legal Exposure: Invalid signatures

Regulatory Penalties: Noncompliance fines

Operational Delays: Missing approvals

Data Breach: Unauthorized access

Dispute Costs: Litigation expenses

Reputational Harm: Customer distrust

Common Verification Challenges

• Signed PDF missing a complete audit trail when documents are combined or redacted after signing, complicating verification and chain-of-custody checks for compliance reviewers.
• Signer identity ambiguity arises when only a typed name is used without authentication, making it harder to defend signature validity in disputes or regulatory audits.
• Cross-system verification problems happen when signed PDFs are moved to third-party storage without migrating the audit report, breaking the link between the document and its provenance.
• Certificate-based signature interpretation can be complex for nontechnical users when verifying cryptographic signatures, requiring IT or legal teams to validate certificate chains and trust anchors.

When to Verify Signatures

Typical trigger points and schedule considerations for performing a signature check or audit when managing signed PDFs in signNow workflows.

Post-signing review:

Immediately after final signature to confirm integrity

Before filing records:

Prior to archiving into retention systems

Prior to audits:

During scheduled internal or external compliance audits

When disputes arise:

On any challenge to signer identity or document integrity

Periodic checks:

Quarterly reviews for high-risk document sets