how to create a digital signature in kofax pdf

TL;DR

Create a digital signature in Kofax PDF by exporting or uploading the PDF to signNow, adding signature fields, authenticating the signer, and sending the document for eSignature. signNow supports secure, compliant workflows with audit trails, mobile and API options, HIPAA/ESIGN compliance, and bulk send for scaled processes.

Create Digital Signature in Kofax

A digital signature on a PDF is like placing a sealed stamp on a letter that proves the signer agreed to the contents. When you learn how to create a digital signature in Kofax PDF, you can sign, send, and track documents without printing them. Using signNow, you upload or import your Kofax PDF, place signature fields, choose authentication options, and send the file for eSignatures while preserving an audit trail and secure storage.

Legal Validity and Practical Benefits

Electronic signatures created in Kofax PDFs and processed through signNow meet U.S. legal standards under ESIGN and UETA, and they provide verifiable audit trails and faster turnaround times for common business needs.

Common Challenges

• Confusing signer steps when PDFs contain flattened fields, causing incomplete signatures and delays.
• Authentication gaps when relying only on email addresses without stronger multi-factor checks.
• File compatibility issues if Kofax forms use proprietary objects not recognized by eSignature platforms.
• Retention missteps when signed PDFs are not archived with an immutable audit trail and metadata.

Who Uses This Workflow

Organizations across real estate, healthcare, finance, and legal use eSignatures to replace in-person signing and reduce processing time.

• Real Estate agents closing leases and rental agreements remotely with mobile signing.
• Healthcare administrators collecting patient authorizations and intake forms securely online.
• Finance and banking teams accelerating loan document signing and approvals electronically.

Typical User Profiles

IT Administrator

IT administrators manage signNow deployment and Kofax integration, configure SSO and security policies, set audit retention rules, and coordinate API connections to other systems for automated PDF routing.

Legal Counsel

Legal teams review signature workflows for enforceability, set signer authentication levels, archive signed Kofax PDFs with certificates, and ensure processes meet ESIGN/UETA and industry-specific regulations.

Security and Compliance Highlights

Encryption: TLS 1.2/1.3 transit; AES-256 rest

Audit Trails: Detailed signer history and timestamps

Regulatory Certifications: SOC 2 Type II and ISO 27001

Health Data: HIPAA compliant (BAA required)

Electronic Law: ESIGN and UETA compliance

Accessibility: WCAG 2.0 Level AA support

Risks of Improper eSigning

Enforceability Issues: Invalid evidence in disputes

Data Breach: Exposure of PII or PHI

Non‑Compliance: Regulatory fines or audits

Operational Delays: Rejected documents slow processes

Reputation Damage: Client trust erosion

Retention Failures: Missing audit records

Real-World Examples

Two customer examples illustrate how Kofax PDFs become eSign workflows using signNow for speed and compliance.

Case Study 1

Optica Ventures simplified customer signings with signNow integration

• They used a straightforward Kofax to signNow upload pipeline to convert lease forms into fillable PDFs
• This reduced in-person appointments and sped turnaround for tenants

Resulting in faster lease execution and improved customer convenience.

Case Study 2

Xerox improved NetSuite-driven signature processes using airSlate SignNow

• The team integrated Kofax PDF exports into an automated send-for-signature flow tied to NetSuite records
• That ensured the right signatures landed on the correct documents with consistent audit trails and metadata

Leading to better compliance, fewer manual steps, and faster revenue recognition.

Quick Setup Steps

Follow these clear steps to create a digital signature in a Kofax PDF using signNow; each step names the UI action to take.

• 01
  Upload Document: Open signNow, click Upload, and select the exported Kofax PDF from your computer or cloud storage.
• 02
  Add Fields: Open the document editor, choose Signature field, and drag it to the signature line.
• 03
  Set Signers: Enter signer emails, set signing order, and add authentication methods as needed.
• 04
  Send for Signature: Click Send, confirm recipients, and send the signing request with your message.

How the Workflow Operates

A typical Kofax-to-signNow workflow moves files from form generation to signed archive with verification and storage steps.

• Export PDF: Generate the final Kofax PDF and save locally or to cloud storage.
• Import to signNow: Upload or connect cloud storage and import the Kofax PDF into signNow.
• Configure Signature: Place signature and data fields, then select signer authentication options.
• Track Completion: Monitor status via dashboard and download signed PDF with audit records.

Primary Feature Set

SignNow provides the core features needed to convert Kofax PDFs into trusted eSignature transactions and to manage signed documents at scale.

Fillable Fields

Create and place text, date, checkbox, and signature fields on Kofax PDFs to collect structured data and ensure consistent completed forms across recipients.

Signer Authentication

Choose from email verification, access codes, and two-factor authentication to raise signer identity assurance to match your compliance and risk requirements.

Audit Trail

Every signed Kofax PDF includes an immutable audit record with timestamps, IP addresses, and signer actions to support legal admissibility and internal controls.

Mobile Support

Recipients can review, fill, and eSign Kofax PDFs on iOS or Android apps, preserving form layout and signature validity for on-the-go workflows.

Best Practices for Signing

Follow these operational best practices when creating digital signatures in Kofax PDFs to reduce errors and maintain compliance.

Validate PDF Structure Before Upload

Confirm Kofax forms are flattened or use standard PDF form fields so signNow recognizes fields correctly; inconsistent objects can break field placement and signer experience.

Choose Appropriate Authentication Levels

Match authentication to document risk—use email for low-risk forms and access codes or 2FA for contracts containing sensitive or regulated information.

Use Templates for Reusable Forms

Convert frequently used Kofax PDFs into signNow templates with pre-placed fields to speed future sends and ensure consistent data capture.

Archive Signed Copies with Metadata

Store signed Kofax PDFs with audit records and structured metadata in a secure repository for retention, retrieval, and compliance audits.

Timing Considerations

Be mindful of internal deadlines and external statutory timeframes when sending documents for signature.

01

Contract Review Deadlines

Allow review period before sending, typically 48–72 hours.

02

Signature Expiration

Set reminders or expiry windows for time-sensitive agreements.

03

Regulatory Filing Dates

Schedule signing to meet filing or reporting deadlines.

04

Onboarding Start Dates

Coordinate documents to complete before new hire start dates.

Document Retention Deadlines

Retention timelines depend on document type, industry rules, and internal policy; align signed Kofax PDFs with legal hold and recordkeeping schedules.

Employment Records Retention:

Retain for at least 3 years or per state law

Healthcare Records Retention:

Follow HIPAA and state-specific minimums

Financial Records Retention:

Keep tax and transaction records for 6 years

Real Estate Documents Retention:

Store lease and closing docs for 7 years

Compliance Audit Logs Retention:

Preserve audit trails for the policy period

Extended Capabilities

Beyond basic signing, signNow offers advanced features that support automation, authentication, and integration for Kofax PDF workflows.

Bulk Send

Send a Kofax PDF to many recipients with individualized fields and track each response to accelerate mass agreements like NDAs or policy acknowledgements.

API Access

Use signNow APIs to programmatically upload Kofax PDFs, populate fields, start signature workflows, and retrieve completed documents for backend processing.

Conditional Fields

Show or hide fields based on prior inputs to guide signers and ensure they only see relevant sections of a Kofax PDF.

Payment Collection

Attach payment requests to signature flows when delivering invoices or service agreements that require immediate payment.

SSO Support

Integrate single sign-on for enterprise control over user access and centralized authentication across the organization.

Kiosk Mode

Configure signing stations for in-person Kofax PDF completion when signers are physically present and a device is shared.

Audit Trail and Records Steps

Maintain a reliable audit trail for each signed Kofax PDF by following these exact actions in signNow before and after sending.

01

Enable Audit Logs:

Turn on audit logging in account settings.

02

Set Retention Policy:

Define retention length for signed documents.

03

Capture Signer Metadata:

Include IP and timestamp capture during signing.

04

Store Signed Copies:

Save completed PDFs to secure cloud storage.

05

Export Certificates:

Download signing certificates with each file.

06

Review Audit Reports:

Periodically audit logs for anomalies.

FAQs About Kofax PDF Signing

Answers to common questions and troubleshooting tips for creating digital signatures in Kofax PDFs using signNow, including field mapping, signer errors, and failed uploads.

• Why won’t my Kofax fields import correctly?
  Kofax PDFs may include nonstandard form objects that signNow cannot detect. Export the Kofax form as a flattened PDF or use Kofax to generate standard AcroForm fields before uploading to signNow to ensure field recognition and correct placement.
• What if a signer can’t access the document?
  Check that the recipient email is correct, verify spam filters, and confirm the signNow send settings allow external signers. If using access codes, ensure the code was shared securely with the intended signer to avoid access failures.
• How do I strengthen signer identity verification?
  Select two-factor authentication, access codes, or phone verification in the signer settings. For high-risk documents, require multi-step authentication and include signer ID verification where permitted by policy and law.
• Why is the signed PDF missing the audit trail?
  Ensure you download the signed PDF package that includes the certificate and audit record. If the audit was disabled or retention expired, contact your account admin to check settings and retrieval options.
• Can I automate Kofax PDF sending from NetSuite or Salesforce?
  Yes. Use signNow integrations or API to trigger sends from NetSuite, Salesforce, or other systems. Configure mapping rules so Kofax-extracted fields populate signNow templates automatically for streamlined workflows.
• How do I fix field placement issues on mobile?
  Reopen the document editor on desktop to adjust field coordinates, then save as a template. Mobile editors can display fields differently; templates ensure consistent placement across devices.

Signing Sequence Checklist

A horizontal checklist of actions and checkpoints to follow when preparing Kofax PDFs for electronic signature to avoid delays and ensure compliance.

01

Prepare Kofax Export

Export final PDF and confirm visual layout.

02

Normalize Form Fields

Flatten or convert custom objects to standard fields.

03

Upload to signNow

Import file from desktop or cloud storage.

04

Place Signature Fields

Add signature, date, and required data fields.

05

Set Authentication

Choose email, access code, or 2FA.

06

Send and Monitor

Send for signature and watch progress.

07

Download Package

Retrieve signed PDF plus audit certificate.

08

Archive and Backup

Store in secure repository with metadata.

Supported Platforms and Devices

signNow supports desktop web browsers, mobile apps for iOS and Android, and API access for server-side automation when working with Kofax PDFs.

• Web Browsers: Chrome, Edge, Firefox
• Mobile Apps: iOS and Android apps
• API Access: RESTful API endpoints

Use the web app for full editing and templates, mobile apps for on-the-go signing, and API integrations to automate Kofax PDF uploads and retrieval; ensure browsers and apps are kept up to date for security.

Typical Workflow Settings

Default workflow settings and recommended configurations for Kofax PDF signing with signNow to maintain security and automation.

Feature	Configuration
Reminder Frequency	48 hours
Signing Order	Sequential
Authentication Method	Email or 2FA
Storage Location	Secure cloud
Audit Retention	7 years

Feature Availability Snapshot

Quick binary and concise-technical comparison between signNow, DocuSign, and Adobe Sign for common eSignature features.

Plan / Feature	signNow	DocuSign	Adobe Sign
Audit Trail Included
Bulk Send		varies by plan	varies by plan
API Availability
Envelope/Usage Limits	no cap	100 envelopes/year	varies

Pricing and Plan Comparison

Pricing snapshot accurate as of the current data date; compare starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope caps 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, no CC	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available on $15 plan	Varies by plan	Varies by plan	Yes, higher plans	Varies by plan
Audit Trail	Yes, included	Yes, included	Yes, included	Yes, included	Yes, included
HIPAA Compliant	Yes, BAA required	Contact vendor	Contact vendor	Contact vendor	Contact vendor
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies