How to Create a Digital Signature in Kofax with signNow

TL;DR

Use signNow with Kofax-exported PDFs to fill, eSign, and manage documents electronically. Export a document from Kofax, upload to signNow or call the signNow API, place signature and form fields, request eSignatures, and store completed files securely. signNow supports audit trails, HIPAA workflows with a BAA, mobile signing, and integrations for automated routing.

What is a Kofax eSignature

Creating a digital signature in Kofax means taking a document produced or captured by Kofax and applying an electronic signature so the document can be completed and approved without printing. Think of it like signing a paper form with a pen, but the pen is a secure digital process on your computer or phone. Technically, the file (usually a PDF) is exported from Kofax, uploaded to an eSignature service such as signNow, assigned signature fields and authentication, and then sent to signers who eSign under ESIGN and UETA-compliant procedures.

Legal and Operational Rationale

Electronic signatures let organizations speed approval cycles, reduce manual handling, and maintain a legally admissible record under U.S. law. Using signNow with Kofax centralizes capture and signature steps, preserves audit trails, and supports HIPAA-protected health documents when a BAA is in place.

Common Implementation Challenges

• Mapping capture fields in Kofax to editable fields in the signing system can require template design work and validation to avoid misaligned data during automated transfers.
• Signer authentication expectations vary; balancing low-friction email links with stronger identity checks like SMS or knowledge-based verification creates process complexity.
• Regulated documents need retention and access controls; implementing appropriate storage, encryption, and retention policies is often overlooked during deployment.
• Integrating Kofax workflows with downstream systems for completed document storage or accounting can require API work and version testing across environments.

Who Uses This Workflow

Organizations that capture documents in Kofax and need legally verifiable signatures use an eSignature service to complete workflows end-to-end.

• Real estate brokers using Kofax to capture lease paperwork and signNow to execute agreements remotely.
• Healthcare clinics that collect intake forms via Kofax and use signNow under a BAA for patient consents.
• Finance teams capturing invoices then routing approvals and signatures through signNow for auditability.

The combination supports roles ranging from field agents and HR admins to legal teams, enabling remote completion while preserving compliance and audit trails.

User Profiles and Roles

IT Administrator

An IT admin configures integrations between Kofax and signNow, manages SSO and API credentials, controls user access and retention policies, and monitors security logging to meet enterprise standards.

Business User

A business user exports Kofax-captured PDFs, uploads templates to signNow, places signature and form fields, then sends documents for eSignature and tracks completion, without needing developer support.

Security and Compliance Snapshot

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Regulatory Certifications: SOC 2 Type II

Healthcare Compliance: HIPAA (BAA)

Pharma Compliance: 21 CFR Part 11

Accessibility: WCAG 2.0 AA

Risks of Poor eSignature Practices

Invalid Records: Weak audit trails

Regulatory Fines: Noncompliant retention

Data Breach: Exposed PHI

Operational Delays: Manual rework

Legal Exposure: Disputed signatures

Integration Failures: Lost documents

Real-World Examples

Two brief case examples show how signNow and Kofax work together in different industries.

Optica Ventures — Lease Execution

Optica exports rental agreements from Kofax into signNow for signature placement

• used templates and mobile signing
• reduced in-person closings and improved turnaround

Resulting in faster lease execution and higher customer convenience without extra paper handling.

Fertility Centers of Illinois — Patient Forms

Fertility Centers capture intake forms in Kofax and route them to signNow for secure patient eSign

• used email links with two-factor authentication
• ensured HIPAA-compliant signing with auditable timestamps

Ensures protected health information is handled securely and efficiently while preserving regulatory records.

Create a Digital Signature

Follow these step-by-step actions to create and apply a digital signature to a Kofax-exported document using signNow.

• 01
  Export from Kofax: Export the completed form as a searchable PDF to your local drive or network folder.
• 02
  Upload to signNow: Sign into signNow, choose Upload Document, and select the exported PDF from your device.
• 03
  Place signature fields: Open the editor, drag a Signature field to the signature line and add any required form fields.
• 04
  Send for signature: Use Send for Signature, add signer emails, set authentication, and send the signing request.

How the Kofax to signNow Flow Works

This sequence describes the typical flow from capture in Kofax through final storage after eSignature completion.

• Capture Document: Scan or capture documents in Kofax and validate fields.
• Export PDF: Export the validated document as PDF for signing.
• Upload or API: Upload file into signNow or push via API integration.
• Complete and Store: Send for eSignature, receive completed PDF, store in archive.

Key signNow Features for Kofax

When connecting Kofax output to an eSignature workflow, these signNow capabilities address the most common requirements for form completion, security, and automation.

Fill and Sign

Edit and complete text fields, checkboxes, and dates inside uploaded PDFs, allowing recipients to fill forms created in Kofax without leaving their browser or mobile device.

Templates

Save frequently used Kofax form layouts as reusable templates in signNow to speed repeated sends and ensure consistent field placement across similar documents.

Bulk Send

Send a single Kofax-originated template to many recipients at once for mass signature collection, available on appropriate signNow plans for high-volume use.

Audit Trail

Every signed document includes a timestamped history, signer IP addresses, and action logs, supporting legal admissibility and internal compliance requirements.

Best Practices for Kofax eSignatures

Adopt these practices to reduce errors, maintain compliance, and improve signer completion rates when using signNow with Kofax.

Design forms for digital completion

Modify Kofax capture templates to place signature lines, checkboxes, and required fields with consistent alignment so signNow fields map cleanly and reduce signer confusion.

Choose appropriate signer authentication

Use email links for low-friction cases and enable SMS or two-factor verification for higher-risk documents to balance usability and identity assurance.

Standardize retention and backup

Set and enforce document retention policies for completed PDFs, archive copies in secure cloud storage, and maintain backups for legal or audit needs.

Test integrations in sandbox

Validate Kofax export formats, field mappings, and signNow API calls in a staging environment to catch formatting issues and ensure consistent production behavior.

Typical Timelines and Retention

Common deadlines and retention settings used when processing Kofax documents through signNow, expressed as practical default ranges.

Initial signature window:

7 to 30 days depending on contract urgency and legal requirements.

Reminder schedule:

Send reminders after 3 and 7 days if unsigned.

Document retention period:

Retain signed copies for 6 to 7 years for financial or legal records.

HIPAA record retention:

Follow state and federal rules, often 6 years minimum.

Audit log retention:

Keep audit trails for the same retention period as documents.

Advanced Features and Integrations

These signNow functions help automate high-volume and enterprise-grade workflows when pairing Kofax capture with eSignature processes.

API Access

Full REST API enables automated upload of Kofax-exported PDFs, programmatic field placement, webhook notifications, and retrieval of completed documents for downstream systems.

SSO and SAML

Single sign-on options simplify user provisioning and centralize authentication for enterprise environments integrating Kofax and signNow users.

Conditional Fields

Show or hide form elements based on signer choices, enabling dynamic Kofax-derived forms to behave differently per recipient.

Payments and Kiosks

Collect payments during signing flows or use kiosk mode for onsite signings when captured in the field alongside Kofax processes.

Mobile Apps

Native iOS and Android apps let field staff sign and complete Kofax-exported forms even with intermittent connectivity.

Document Workflows

Advanced routing, conditional approval chains, and integration with CRMs or ERPs for automated post-sign processing.

Manage Audit Trails

Steps to ensure a robust audit trail for Kofax-originated documents processed in signNow, to support legal and compliance review.

01

Enable logging:

Turn on detailed action logs in signNow account settings.

02

Capture signer info:

Require email and record IP address with each signature.

03

Record timestamps:

Ensure all events include UTC timestamps for consistency.

04

Preserve original file:

Archive the Kofax-exported source PDF alongside the signed copy.

05

Export audit reports:

Download audit reports for legal review or internal audits.

06

Secure access:

Restrict audit logs to authorized compliance roles.

FAQs About how to create a digital signature in kofax

Answers to common issues when exporting from Kofax and completing signatures in signNow, with troubleshooting steps for typical problems.

• Document appears corrupted after export
  Confirm Kofax exports a flattened or searchable PDF. If form fields shift, export as a high-fidelity PDF/A and re-upload to signNow. Also verify page size and margins match the signNow editor expectations to prevent field misalignment.
• Signer cannot access signing link
  Check that the recipient email address is correct and not blocked by spam filters. If links are blocked, resend and advise recipients to check junk folders or allow emails from the sending domain.
• Need stronger signer identity verification
  Use signNow authentication options such as SMS PIN or knowledge-based checks. For regulated use cases, enable two-factor authentication or request additional identity documents during signing.
• Audit trail missing events
  Confirm audit logging is enabled at the account level and that signNow recorded each signer action. If records are incomplete, retrieve webhook delivery logs and contact support for log recovery.
• Automated upload from Kofax fails
  Validate API keys, check request payloads match signNow API schema, and inspect error responses. Ensure network access and OAuth tokens are current for the integration user.
• How to enable HIPAA workflows
  Execute a Business Associate Agreement (BAA) with signNow, configure access controls and encryption, and restrict PHI exposures according to your policies.

Typical Sending Timeline

A practical timeline for sending and completing Kofax-derived documents through signNow, from export to archival.

01

Day 0 Export

Export the PDF from Kofax and upload to signNow the same business day.

02

Day 0 Template Setup

Create or apply a template and place required signature and form fields.

03

Day 0 Send

Send signing request to recipients with appropriate authentication settings.

04

Day 3 Reminder

Configure automated reminders after three days if unsigned.

05

Day 7 Escalation

Escalate to a manager or reassign signer after a week.

06

Day 30 Close

Consider closing the request or reissuing after thirty days.

07

Post-sign Archive

Move completed PDFs to long-term cloud archive within 24 hours.

08

Periodic Review

Review retention and access policies annually for compliance.

Supported Platforms and Devices

You can access signNow for Kofax-exported documents via web, mobile apps, or the signNow API for automated workflows.

• Web Browser: Chrome, Edge, Safari
• Mobile Apps: iOS and Android
• API Access: RESTful endpoints

For automated integration, use signNow's REST API to programmatically upload Kofax PDFs, place fields, and retrieve signed documents; mobile apps support offline signing and later synchronization.

Recommended Workflow Settings

Typical configuration values to set when automating Kofax-to-signNow workflows to ensure reliability and security.

Setting Name	Configuration
Reminder Frequency	3 days
Authentication Method	Email or SMS PIN
Retention Period	7 years
Bulk Send Enabled	Yes on Premium
Envelope Cap	No cap

Feature Comparison Snapshot

Quick availability comparison across eSignature vendors for features commonly required when pairing with Kofax output.

Plan / Vendor	signNow	DocuSign	Adobe Sign
Bulk Send	yes, business premium	yes, add-on	yes, enterprise
API Access	full rest api	full rest api	full rest api
HIPAA Support	yes, baa required	yes, baa required	yes, baa required
Envelope Limits	no cap	100 envelopes/year	varies by plan

Pricing and Plan Comparison

Data current as of May 2026. Use these concise plan-level facts to compare starting cost, trial, and key enterprise features relevant to Kofax integrations.

	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, no card	Trial avail.	Trial avail.	Trial avail.	Trial avail.
Bulk Send	Yes, Business Premium	Available on higher plans	Available enterprise	Available	Available
Audit Trail	Yes, detailed logs	Yes, detailed logs	Yes, detailed logs	Yes	Yes
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	Varies by plan	Varies by plan	Varies by plan