How to Check My Digital Signature with signNow

TL;DR

This guide explains how to check a digital signature using signNow, including step-by-step verification, audit trail review, device and platform requirements, security and compliance details, common troubleshooting, and comparison with other eSignature tools. It covers when and why to verify signatures, how to confirm signer identity and certificate details, what to look for in the audit trail, and how signNow stores and protects signed documents under ESIGN, UETA, and HIPAA rules.

What checking a digital signature means

Checking a digital signature means confirming that an electronic signature on a file is authentic, unchanged, and legally valid. In plain terms, it is like checking a sealed envelope’s tamper-evident stamp and the ID of the person who sealed it. For eSignatures, verification can include reviewing the signature timestamp, signer authentication method, audit trail entries, and any cryptographic certificate details. Using signNow, you can review this information in the document history, examine signer authentication settings, and export a signed PDF with an embedded audit trail so recipients or auditors can validate integrity and provenance.

Legal validity and when to check

Electronic signatures are enforceable in the United States under ESIGN and UETA when intent, consent, and reliable records are present. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Reviewing a digital signature helps meet legal standards, demonstrate chain-of-custody, and reduce disputes by preserving signer authentication and an audit trail.

Common verification obstacles

• Missing audit trail entries can make it hard to prove signer identity or timing of the signature.
• Signer authenticated only by email may be less reliable for high-risk documents requiring stronger identity proof.
• Corrupted or edited PDFs can break cryptographic signatures and show tamper warnings during validation.
• Confusion over plan features — some verification details require higher-tier or site license features.

Who checks digital signatures

Companies, legal teams, HR, finance departments, and compliance officers routinely verify signatures to confirm authenticity and maintain audit records.

• Real estate agents verifying lease signatures from remote clients or tenants.
• Healthcare administrators confirming HIPAA-protected patient consent forms.
• Finance teams validating signed invoices and approval chains for audits.

Typical user profiles

IT Administrator

IT administrators configure single sign-on, set authentication policies, and enable audit log exports. They manage security settings and ensure signNow integrates with corporate directories and storage systems for centralized control and compliance reporting.

Legal / Compliance

Legal and compliance teams review signed documents, examine audit trails for disputes, and confirm signer authentication meets ESIGN and UETA requirements. They rely on signNow’s timestamping, audit history, and retention features for legal defensibility.

Key security and compliance facts

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit and reporting: Comprehensive audit trail

Certifications: SOC 2 Type II

Regulatory compliance: ESIGN and UETA

Healthcare support: HIPAA (BAA required)

Risks of not verifying signatures

Legal challenges: Contract unenforceability risk

Regulatory fines: Potential compliance penalties

Fraud exposure: Unauthorized approvals possible

Operational delays: Rework and audit costs

Data breaches: Improper storage risks

Reputational harm: Loss of client trust

Real-world verification examples

These case cards show how signNow customers review and rely on digital signature verification in real workflows.

Optica Ventures LLC

Optica uses signNow to collect investor signatures with a simple interface and reliable history

• They rely on the built-in audit trail for timestamped events
• That trail provides clear evidence of signer actions and identity checks

Resulting in faster closings and fewer signature disputes for the company.

Xerox / NetSuite Operations

Xerox integrated signNow with NetSuite to automate contract routing and signature verification

• Integration ensures authentication methods and signed PDFs flow into ERP records
• This reduces manual entry, preserves audit logs, and ties signatures to financial processes

Leading to more accurate compliance reporting and faster invoice processing.

Quick steps to check a signature

Follow these simple steps in signNow to confirm a digital signature’s authenticity, view the audit trail, and save an evidentiary record.

• 01
  Open the signed document: Sign in to signNow and open the completed document from your dashboard or Shared folder view.
• 02
  View document history: Select the History or Audit Trail tab to review timestamps, IP addresses, and authentication events.
• 03
  Confirm signer identity: Check authentication method, email, phone verification, or ID check shown in the audit entries.
• 04
  Export signed package: Download the signed PDF with the embedded audit trail for archival or external validation.

How verification works in signNow

Verification in signNow combines signer authentication, time-stamped audit logs, and document integrity checks to prove a signature is valid.

• Signer authentication: Email, SMS, SSO, or ID verification records identity events.
• Timestamping: Each signature records an immutable date and time stamp.
• Audit trail: Event log shows every action, IP, and verification step.
• Document integrity: Signed PDF includes cryptographic evidence of tamper status.

Core features for checking signatures

signNow provides several specific features that make signature verification straightforward, from audit logs to secure exports and integration with identity providers.

Audit Trail

A complete, time-stamped history of signer actions, authentication events, IP addresses, and document state changes. This record is attached to the signed document and can be exported as evidence for legal or compliance reviews.

Signer Authentication

Multiple authentication options including email, SMS, SSO, and optional ID verification. Administrators can require stronger authentication for high-risk agreements and document types to meet internal policy or regulatory needs.

Tamper Protection

Signed PDFs include tamper-evident metadata and a certificate of completion that flags edits. Recipients and auditors can validate file integrity to confirm the document has not been altered since signing.

Signed Export

Export the signed document with embedded audit trail and signature certificate to create a durable, forensically useful evidence packet for courts or compliance audits.

Best practices for checking signatures

Follow these recommended controls when verifying digital signatures to strengthen legal defensibility and reduce risk in electronic workflows.

Require appropriate authentication for high-risk documents

Set signer identity methods based on document sensitivity. Use SSO or ID verification for regulated forms, require SMS or two-factor for moderate-risk agreements, and allow email-only for routine acknowledgments.

Preserve the audit trail with the signed file

Always download or archive the signed PDF with its embedded audit trail. Store the package in secure, access-controlled storage to preserve chain-of-custody for audits or disputes.

Document retention aligned to policy

Define retention rules for signed documents based on legal, tax, and industry requirements. Automate archival and deletion to meet records management obligations and reduce liability.

Train users on verification steps

Ensure legal, HR, and finance staff know how to view audit logs, check authentication methods, and export signed packages. Regular training reduces errors and improves response times in disputes.

When to verify by deadline

Some business events require prompt signature verification; schedule checks against business triggers and regulatory deadlines.

Employment onboarding forms:

Verify signed I-9 and onboarding packets before new hire start date.

Sales contract closings:

Confirm signatures within 24–48 hours after deal execution for recordkeeping.

Healthcare consents:

Validate patient consent documents immediately to comply with treatment timelines.

Financial approvals:

Verify signed approvals before releasing payments or changing account terms.

Regulatory report windows:

Ensure signed documents are validated before filing deadlines or audits.

Advanced verification and workflow features

Beyond basic verification, signNow offers advanced tools to control signer identity, automate verification, and integrate signed records into enterprise systems.

Bulk Send

Send a single document to many recipients with individualized fields and collect signatures at scale, reducing manual distribution and ensuring each signer’s audit record is preserved.

Conditional Fields

Show or hide fields based on responses so signed documents capture only relevant information, and verification only needs to check applicable fields for completeness.

Kiosk Mode

Use kiosk mode for in-person signing on a device while still creating a full audit trail and recording device and timestamp information with each signature.

Payments Integration

Collect payments at signing and record payment events in the audit trail to verify finance-related approvals and charged amounts alongside signatures.

Advanced Authentication

Require SSO, two-factor authentication, or ID verification to strengthen signer identity checks and create evidence for high-risk agreements.

API & Automation

Trigger verification and export processes via API to integrate signed records into ERPs, CRMs, or document retention systems for consistent compliance.

Manage and export the audit trail

Use these actions in signNow to review audit details, export evidence, and maintain a defensible signature record for audits or legal needs.

01

Open Audit History:

Access the document's Audit Trail from the More menu to view signer events and metadata.

02

Review signer details:

Examine authentication method, IP address, and device data for each signer entry.

03

Check timestamps:

Confirm date and time stamps to align signature events with business timelines and deadlines.

04

Download evidence packet:

Export the signed PDF with audit trail to create a single, portable evidentiary file.

05

Store securely:

Upload exported packages to approved cloud storage or document management systems.

06

Retain per policy:

Apply retention schedules to archived signed records in accordance with company policy.

FAQs About checking digital signatures

Answers to common questions about signature verification, broken signatures, and signNow plan requirements for advanced verification features.

• Why does a signature show as invalid?
  A signature can be flagged as invalid if the file was edited after signing, if the cryptographic certificate is missing, or if the PDF viewer cannot validate embedded verification metadata. In signNow, confirm the document matches the original signed package and use the platform's Download with Audit Trail option to preserve validation data for third-party checks.
• Can I confirm signer identity beyond email?
  Yes. signNow supports stronger authentication methods—SMS codes, SSO, and optional identity verification—and administrators can require these methods when sending. Choose the appropriate method in the Send settings before dispatching to ensure identity evidence is captured in the audit trail.
• Which signNow plan includes bulk send?
  Bulk send is available on Business Premium and higher plans. If your workflow requires sending the same document to many recipients, use Business Premium for built-in bulk distribution and individual audit records for each signer.
• How do I export a signed record for court or audit?
  Open the completed document in signNow, select Download and choose the option that includes the Certificate of Completion or embedded audit trail. Store this exported file in secure archival storage to maintain chain-of-custody for external reviews.
• What if my signer lost access to the signed copy?
  The sender or account admin can re-download the signed PDF with audit trail and re-share it via secure link or encrypted transfer. Ensure sharing complies with your privacy policies and access controls.
• Does signNow provide HIPAA support?
  Yes. signNow supports HIPAA-compliant workflows when a Business Associate Agreement (BAA) is in place. Contact your account administrator to enable HIPAA features and ensure appropriate authentication and retention controls are configured.

Verification checkpoints by timeline

Set recurring verification checkpoints to align with internal processes and external filing deadlines.

01

Immediate confirmation

Verify signatures as soon as documents complete to catch any issues early.

02

24-hour audit

Run a full audit trail review within one business day for high-value transactions.

03

Weekly batch review

Schedule weekly exports and storage of signed records for ongoing compliance.

04

Monthly retention check

Confirm retention policies and archived packages match regulatory requirements.

05

Quarterly policy review

Update authentication and verification policies with legal and IT each quarter.

06

Annual audit readiness

Run an annual compliance drill using exported evidence packages.

07

Incident response

Trigger immediate verification checks if suspicious activity is detected.

08

Document disposal

Schedule deletion in line with retention policies after required hold periods.

Where and how to check signatures

Access signNow verification features from the web app, mobile apps, or programmatically via API to view audit trails and export signed records.

• Web browser support: Modern browsers
• Mobile compatibility: iOS and Android apps
• API access: RESTful API

Use the signNow web dashboard for detailed verification, the mobile apps for on-the-go checks, or the API to automate exports and archival into enterprise systems.

Settings to enable verification workflows

Configure these signNow settings to ensure verification data is captured and preserved in daily workflows.

Setting Name	Configuration
Reminder Frequency	48 hours
Authentication Requirement	Email or SMS
Audit Export	Include on download
Retention Period	7 years
Storage Location	Approved cloud

Pricing and verification features snapshot (data current)

Pricing and feature highlights for signNow and common competitors. Data reflects annual billing and signNow ground-truth details; verify vendor sites for plan-specific adjustments.

	$8/user/mo, annual	$8/user/mo, annual	$13/user/mo, annual	$19/user/mo, annual	$15/user/mo, annual
Free Trial	7-day free trial, no cc	Trial varies by vendor	Trial varies by vendor	Trial varies by vendor	Trial varies by vendor
Bulk Send	Yes, Business Premium+	Yes, plan dependent	Yes, plan dependent	Yes, plan dependent	Varies by plan
Audit Trail	Built-in audit trail	Built-in audit trail	Built-in audit trail	Built-in audit trail	Built-in 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/user/year	No published cap	No published cap	No published cap