How to Check the Digital Signature with signNow

TL;DR

Check a digital signature by verifying signer identity, integrity of the signed file, and the platform audit trail. signNow provides built-in verification, an immutable audit log, and cryptographic protections (TLS and AES-256). Use signNow to upload, add signature fields, send for signature, and review the audit trail to confirm authentication, timestamps, and document integrity.

What checking a digital signature means

Checking a digital signature is like checking a tamper-evident seal on a package: it shows who signed, when they signed, and whether the content changed after signing. In practice, platforms like signNow use cryptographic hashes and timestamps to link a signer to a document and record events. Users can validate signatures by reviewing the platform audit trail, signer authentication methods, signature certificate metadata, and cryptographic integrity checks that prove the document has not been altered since signing.

Legal and operational reasons to verify signatures

Verifying digital signatures confirms legal enforceability under ESIGN and UETA, reduces fraud risk, and supports internal controls and audits. Use these checks to meet regulatory or contractual requirements and to ensure signed documents remain admissible in legal or compliance reviews.

Common verification challenges

• Missing signer authentication can create uncertainty about signer identity and raise legal disputes over intent.
• Altered documents after signing leave signatures invalid; proving integrity requires access to audit logs and cryptographic hashes.
• Different jurisdictions may expect different signature evidence, complicating cross-border validation and acceptance.
• Unsigned or partially filled fields may be overlooked if workflows lack required field enforcement and conditional logic.

Who checks digital signatures

Organizations and individuals responsible for compliance, legal validity, and transaction integrity routinely verify digital signatures before accepting documents.

• Real estate professionals validating lease and closing documents to avoid title issues.
• Healthcare administrators confirming patient consent forms and HIPAA-compliant authorizations.
• Finance teams verifying approval chains on loan documents and tax forms.

Verification helps these users reduce risk, meet regulatory standards, and document reliable evidence of consent and transaction completion.

Representative user profiles

HR Manager

An HR Manager uses signNow to collect employment agreements and I-9 forms, requiring identity verification, stored audit trails, and document retention controls to meet company policy and audit requirements.

Legal Counsel

A Legal Counsel verifies signature evidence on contracts by reviewing signer authentication, timestamps, and the full audit trail to ensure enforceability and prepare admissible records for disputes or regulatory reviews.

Security and compliance highlights

Encryption in transit: TLS 1.2 and TLS 1.3

Encryption at rest: AES-256 encryption

Data privacy standards: GDPR compliant

Audit and controls: SOC 2 Type II certified

Regulatory compliance: ESIGN and UETA compliant

Healthcare and records: HIPAA support (BAA required)

Risks of inadequate verification

Contract disputes: Enforceability risk

Regulatory fines: Compliance penalties

Fraud exposure: Unauthorized signatures

Data breaches: Compromised documents

Operational delays: Transaction hold-ups

Reputational harm: Loss of trust

Real-world signNow examples

Customer stories illustrate practical signature verification and workflow benefits across industries.

Optica Ventures LLC

Optica Ventures modernized tenant agreements to reduce in-person signings

• signNow provided a simple interface and mobile signing support
• Tenants signed quickly and securely across devices

Leading to faster lease execution and improved customer convenience.

Xerox NetSuite Integration

Xerox integrated signNow with NetSuite to automate contract signatures

• API-driven workflows pushed documents and captured audit trails
• This replaced manual processes and centralized signed records for compliance

Resulting in fewer errors and faster processing cycles.

Step-by-step verification with signNow

Follow these clear steps in signNow to check a digital signature and confirm document integrity, authentication, and audit evidence.

• 01
  Upload Document: Open signNow, click Upload, and import your PDF or Word file from device or cloud storage.
• 02
  Add Signer Fields: Drag signature and required fields to the correct spots to ensure signers complete mandatory information.
• 03
  Send for Signature: Use Send for Signature, enter signer emails, set authentication and signing order, then dispatch the request.
• 04
  Review Audit Trail: Open the completed document, view the Audit Trail, and inspect timestamps, IP addresses, and authentication events.

How signNow verifies signatures

signNow uses authentication, cryptographic measures, and an immutable audit trail to show who signed, when, and whether the signed file changed.

• Identity Authentication: SignNow supports email, SMS, and advanced signer authentication options.
• Cryptographic Binding: Signatures are cryptographically linked to document content to detect tampering.
• Immutable Audit Trail: Every event is recorded with timestamps and signer details for legal evidence.
• Document Storage: Completed files are stored encrypted with retention metadata.

Primary tools for signature checking

Key signNow features help you confirm signature validity, manage records, and enforce signing policies across teams and systems.

Audit Trail

A comprehensive, human-readable event log captures signer authentication methods, timestamps, IP addresses, and document changes, allowing legal or compliance teams to verify intent and sequence of actions during signing.

Signer Authentication

Multiple authentication methods, including email verification, SMS passcodes, and higher-assurance options on advanced plans, let administrators require stronger identity proof before accepting a signature for sensitive documents.

Document Integrity

Cryptographic hashing links signature events to specific document content so any post-signing modification invalidates the signature and is evident in the audit record.

Access Controls

Role-based permissions, SSO integration, and account-level controls let IT or compliance teams limit who can send, view, or modify signing templates and completed records.

Best practices when checking signatures

Adopt consistent practices to make signature verification reliable, defensible, and simple to reproduce during audits or disputes.

Require clear signer authentication steps

Mandate email plus SMS or higher-assurance authentication where appropriate; document each authentication method in the audit trail to support legal admissibility and reduce identity disputes.

Enforce required fields and conditional logic

Use required fields and conditional flows to prevent incomplete or unsigned sections; this reduces back-and-forth and ensures the signed document contains all necessary data.

Retain and secure audit logs

Preserve audit trails and signed documents under encryption with defined retention policies; ensure only authorized users can export or view sensitive metadata.

Train teams on verification steps

Provide short, role-specific training for legal, HR, and operations staff on how to view audit details, interpret signature metadata, and escalate suspected irregularities.

Timing and verification windows

Set clear timeframes and reminders so signatures are captured and verified within required windows for compliance or business needs.

01

Signing window length

Define how long a request remains valid.

02

Reminder schedule

Automate reminder sends at set intervals.

03

Escalation triggers

Notify managers when signings exceed thresholds.

04

Retention review period

Schedule periodic archival or deletion checks.

Retention and legal timeframes

Map retention and legal hold dates to your signing and verification practices to maintain evidence for the required durations.

Short-term transaction records:

Keep six months to two years for active documents.

Standard compliance retention:

Retain critical signed records for seven years when required.

Healthcare records retention:

Follow HIPAA rules and state laws for patient files.

Contract retention timelines:

Preserve executed contracts for statute of limitations periods.

Audit evidence preservation:

Keep audit trails intact for litigation or review.

Advanced verification and management features

These additional signNow capabilities extend verification, automation, and enterprise control for larger or more regulated deployments.

Bulk Send

Send identical documents to many recipients while tracking individual audit trails, ideal for HR onboarding packets or routine consent forms where evidence of each recipient signing is required and must be stored separately.

SSO and Access Control

Integrate single sign-on and granular role permissions so administrators centrally manage who can send requests, who can view audit logs, and which documents are accessible to each business unit.

Advanced Fields

Use conditional and calculated fields to ensure documents capture consistent data and reduce manual errors, improving the reliability of signed records and the accuracy of verification.

API and Integrations

Use signNow APIs to automate signature checks and pull audit evidence into ECM, CRM, or case-management systems for programmatic validation and archival.

Kiosk and Offline

Support on-device or kiosk signing with secure storage and later synchronization, allowing teams to collect signatures in disconnected environments while preserving audit continuity.

Payment Collection

Capture payments alongside signatures and include payment events in the audit trail to link consent with financial transactions when required for compliance or recordkeeping.

Audit trail review checklist

Use this checklist when reviewing signNow audit details to confirm validity and prepare evidence for compliance or legal review.

01

Check Timestamps:

Verify date and time entries match expectations.

02

Confirm Signer Info:

Match signer email or phone to identity records.

03

Review IP Logs:

Note IP addresses for unusual activity.

04

Validate Authentication:

Confirm SMS or other auth method was used.

05

Inspect Document Hash:

Ensure the file hash shows no post-signing changes.

06

Export Evidence:

Download audit trail and signed PDF for retention.

FAQs About checking digital signatures

Answers to common questions about signature verification in signNow and how to resolve typical problems encountered when confirming signatures.

• How do I access the audit trail for a signed document
  Open the completed document in signNow, select the Audit Trail option, and review the recorded events including timestamps, signer authentication, and IP addresses. Export the audit log PDF if you need to share or archive the verification evidence with legal or compliance teams.
• What evidence proves signer identity
  signNow records authentication events such as email confirmation and SMS passcodes; for higher assurance, enable advanced authentication on Enterprise plans. Combine audit metadata with external identity records for the strongest evidence in disputes.
• How can I tell if a document was altered after signing
  signNow uses cryptographic binding; the platform flags any post-signature modification. Review the audit trail and the document integrity status; if the file hash mismatches, the signature will be shown as invalid or tampered in the audit record.
• My signer did not receive the request
  Confirm the email address or phone number, check spam folders, and resend the signing link. Use the Audit Trail to confirm delivery attempts and consider changing authentication or sending via a different address if delivery fails.
• Can I get a certificate or signed PDF for court
  Yes, export the completed PDF with the embedded signature and the accompanying audit trail PDF from signNow; these exports contain the metadata and event history typically used as evidence in legal or compliance reviews.
• What if I need stronger signer verification
  Upgrade to Enterprise or Site License options for advanced signer authentication, multi-factor identity checks, and additional compliance controls like 21 CFR Part 11 and QES capabilities where needed.

Operational timeline for verification

A compact timeline helps teams schedule verification steps and ensures signed records are reviewed and retained on time.

01

Request Sent

Record initial send time and expected signing window.

02

First Reminder

Send a reminder within 48 to 72 hours if unsigned.

03

Signer Completes

Document is signed and audit trail begins.

04

Verification Review

Compliance reviews signature evidence within set SLA.

05

Export for Archive

Export signed PDF and audit log to archives.

06

Retention Start

Retention clock begins per policy.

07

Periodic Audit

Schedule annual checks of retained records.

08

Disposition

Archive or delete according to retention policy.

Where and how to perform checks

You can check digital signatures in signNow via web browser, mobile apps, or through API integrations for automated verification workflows.

• Web Browser: Access full audit and export tools
• Mobile Apps: View signatures and audit summaries
• API Access: Automate checks and retrieve evidence

Use the web app for detailed audits, mobile apps for quick checks on the go, and APIs for system-to-system verification and archival workflows.

Typical verification workflow settings

Configure these signNow settings to support reliable signature checking and evidence retention across business processes.

Setting Name	Configuration
Reminder Frequency	48 hours
Authentication Method	Email or SMS
Audit Export Policy	On completion
Retention Duration	7 years
Document Encryption	AES-256

Feature comparison at a glance

Compare core verification and enterprise features between signNow and common alternatives for quick vendor selection context.

Feature	signNow	DocuSign	Adobe Sign
Starting Price	$8/user/mo	$8/user/mo	$13/user/mo
Bulk Send	yes (premium)
Audit Trail	yes, full	yes, full	yes, full
Advanced Auth	enterprise options	enterprise options	enterprise options

Pricing and compliance snapshot (data current as provided)

Quick pricing and compliance facts to compare signNow with other leading providers. Data reflects plan-level starting prices and known platform facts.

	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	Yes (Premium)	Varies by plan	Varies by plan	Yes	Varies by plan
Audit Trail	Yes, full audit trail	Yes, audit trail	Yes, audit trail	Yes	Yes
HIPAA Compliant	Yes, BAA required	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan