How to Create and Send an Electronic Signature

TL;DR

Use signNow to create, send, and manage legally valid electronic signatures in regulated U.S. environments. This guide explains step-by-step creation, device and platform options, required security controls, audit trail management, integrations, typical workflows, and a concise pricing comparison with major competitors. It highlights compliance with ESIGN and UETA, HIPAA support with a BAA, and practical best practices for HR, sales, legal, and real estate users.

What an eSignature Is

An electronic signature lets a person agree to or approve a document without using pen and paper. Think of it like signing with your finger or mouse on a digital page; the system records who signed, when, and how. In practical terms, an eSignature platform such as signNow provides tools to upload files, add fillable fields, capture signatures, verify signer identity, and store completed records securely while maintaining compliance with U.S. laws like ESIGN and UETA.

Why Electronic Signatures Matter

Electronic signatures speed approvals, reduce errors, and create auditable records for legal and operational needs. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale; it also makes HIPAA-compliant patient forms and vendor agreements easier to process and store securely.

Common Implementation Challenges

• Confusion over signer identity methods can delay acceptance and raise legal risk without clear authentication steps.
• Poorly designed forms lead to incomplete submissions and return cycles, increasing manual follow-up and time spent.
• Integration gaps with CRM or ERP systems force duplicate data entry and reduce the expected efficiency gains.
• Misunderstanding state or industry rules may produce noncompliant records, exposing organizations to fines or disputes.

Who Uses eSignatures

Organizations across industries adopt eSignatures to accelerate approvals, reduce paper costs, and maintain legal records.

• Real estate agents and brokers using eSignatures for leases and closing documents.
• Healthcare providers collecting HIPAA-compliant consents and patient intake forms online.
• Finance and banking teams executing loan documents, disclosures, and approvals quickly.

Typical User Profiles

IT Administrator

Manages account security, SSO, and API keys. Responsible for configuring SAML, enforcing multi-factor authentication, and ensuring integrations with systems like Salesforce or NetSuite follow corporate security policies and audit requirements.

HR Manager

Creates templates for onboarding and benefits enrollment, sends bulk signature requests, tracks completion rates, and ensures new-hire forms are stored in compliance with retention policies and privacy rules.

Security Certifications and Controls

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Regulatory Compliance: ESIGN and UETA

Audit Standards: SOC 2 Type II

Health Data Support: HIPAA with BAA

International Standards: ISO 27001

Key Risks and Penalties

Regulatory Fines: Potential monetary penalties

Legal Disputes: Contract enforceability issues

Data Breach Exposure: Customer data loss

Noncompliance Costs: Remediation expenses

Operational Delays: Workflow interruption

Reputational Harm: Loss of trust

Real-World Examples

Practical case studies show how signNow supports speed and compliance in different business contexts.

Optica Ventures LLC

Optica uses signNow to simplify customer-facing document execution and reduce friction for tenants.

• The interface is simple for both staff and clients, enabling quick completions.
• That ease of use shortens turnaround times and reduces missed fields, improving operational throughput.

Resulting in faster lease execution and improved customer satisfaction for property operations.

Xerox NetSuite Integration

Xerox integrated signNow with NetSuite to automate signature capture in its order workflows.

• Integration enabled routing of signed documents back into ERP records and removed duplicate data entry.
• That automated transfer improved accuracy and allowed teams to close orders faster.

Leading to measurable time savings and more reliable audit-ready records across finance and operations.

Create and Send Steps

Follow these clear steps to create, send, and manage an electronic signature using signNow on desktop or mobile.

• 01
  Upload Your Document: Open signNow, click Upload, and select the file from your computer or cloud storage.
• 02
  Prepare Fields: Enter the editor, drag signature and text fields onto required lines for each signer.
• 03
  Set Signer Order: Assign signers and role order, enabling sequential or parallel signing as your workflow requires.
• 04
  Send for Signature: Use Send, add signer emails and a message, then configure reminders and authentication.

How Sending Works

This section outlines the underlying flow: document upload, field placement, signer verification, and completion tracking.

• Document Intake: Upload from device or import from cloud storage.
• Field Placement: Add signature, date, and required input fields in the editor.
• Signer Authentication: Choose email, access code, or two-factor authentication.
• Completion and Storage: Signers complete tasks and the platform stores signed PDFs with logs.

Core Features to Use

Key features that streamline eSignature workflows include document editing, reusable templates, signer validation, and cross-device signing.

Fillable Fields

Create text, checkbox, date, and signature fields to enforce required inputs and prevent incomplete returns using validation rules.

Bulk Send

Send the same document to many recipients with personalized fields and track completion at scale to support HR or sales outreach.

Audit Trail

Maintain a time-stamped history of signer emails, IP addresses, and actions to support compliance and evidentiary needs.

Mobile Signing

Capture signatures and fill forms on iOS or Android devices to support field teams and remote customers.

Practical Best Practices

Adopt consistent processes and security measures to maximize validity, speed, and auditability of eSignature workflows.

Design Forms for Completeness

Use required fields, logical tab order, and field validation to prevent incomplete submissions and reduce follow-up cycles for signers.

Enforce Appropriate Authentication

Match signer authentication level to document risk; use access codes or two-factor authentication for higher-value or regulated agreements.

Use Templates for Repetition

Create and manage reusable templates for recurring documents to ensure consistency across teams and speed up the sending process.

Retain Audit Records

Keep signed documents and system audit trails together in secure cloud storage to support legal defensibility and future audits.

Typical Timeframes and Retention

Common deadlines and retention choices help teams standardize processing and compliance with internal policies and legal needs.

Signature Deadline:

7 days recommended

Reminder Frequency:

Every 48 hours

Completed Document Retention:

7 years typical

Temporary Access Window:

30 days access

Audit Log Retention:

7 years recommended

Advanced Capabilities

Advanced features support enterprise deployments, automation, and regulatory controls across complex signing processes and integrations.

Templates Library

Save and manage reusable document templates with pre-placed fields and role mapping to streamline repetitive processes and maintain consistency.

Conditional Logic

Show or hide fields based on previous answers to ensure forms remain concise and contextually relevant for each signer.

Advanced Authentication

Require phone verification, access codes, or knowledge-based checks for higher security signings and regulatory compliance.

Payments Integration

Collect payments at signing when documents include invoices or fees, allowing one-step acceptance and payment capture.

Kiosk Mode

Configure a public tablet or device for onsite signing while protecting document integrity and signer privacy.

API Access

Use REST APIs for automated document creation, sending, and retrieval in backend systems and custom applications.

Manage Audit Trails

Audit trails are essential for legal validity; follow these steps to configure and use them effectively in signNow.

01

Enable Audit Logs:

Turn on full logging in account settings for all sent documents.

02

Include Timestamps:

Ensure each action records precise UTC timestamps for evidentiary clarity.

03

Capture IP Addresses:

Log signer IP addresses to strengthen identity records.

04

Store Signed PDFs:

Save final signed PDFs along with the audit metadata.

05

Export Audit Reports:

Use export tools to produce reports for audits or legal review.

06

Retain Records:

Follow retention schedules that align with policy and legal requirements.

FAQs About Creating and Sending

Answers to common questions about issues encountered when creating, sending, and managing electronic signatures using signNow.

• Why can’t a signer access the document?
  Confirm the signer’s email address is correct, check spam folders, and verify any set access code or authentication requirement. Resend from the Dashboard if needed and use the resend link rather than forwarding the original email to preserve tracking.
• How do I add signer authentication?
  Open the send dialog, select Authentication, choose email, phone, or access code, and save. For higher-risk documents enable two-factor or require ID verification where supported.
• Can I sign offline on mobile?
  Use the signNow mobile app to prepare forms while offline; signatures and edits sync when connectivity is restored, allowing field teams to work without an immediate internet connection.
• How do I request a BAA for HIPAA work?
  Contact signNow enterprise support to arrange a Business Associate Agreement; signNow supports HIPAA workflows with a BAA in place for covered entities and partners.
• Why is a field validation failing?
  Check the field’s validation rules, required format, and conditional logic. Ensure previous conditional fields are completed correctly to reveal dependent inputs.
• What if I need API help?
  Consult signNow API docs, generate API credentials in Admin, and test in a sandbox. Reach out to developer support for enterprise-grade integrations and SSO configuration.

Supported Devices and Platforms

signNow supports web browsers, mobile apps, and API access for server-side integrations across common enterprise environments.

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

For best results use up-to-date browsers or the official mobile apps and configure SSO for centralized access control and enterprise security.

Typical Workflow Settings

Recommended default settings and configurations for a secure, auditable signing workflow when using signNow in an organization.

Setting Name	Configuration
Reminder Frequency	48 hours
Default Authentication	Email verification
Template Retention	Unlimited
Audit Log Level	Full logging
Document Storage	Encrypted cloud

Feature Comparison Snapshot

Quick binary and concise comparisons between signNow, DocuSign, and Adobe Sign for common eSignature features.

Feature	signNow	DocuSign	Adobe Sign
Audit Trail
Bulk Send
HIPAA Support	yes, baa req.	yes, baa req.	yes, baa req.
Envelope Cap	no cap	100 env/year	no cap

Pricing and Plan Comparison

Pricing comparison (data current as of this guide) showing starting prices, trial options, feature availability, HIPAA support, and envelope caps across five 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 card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes, on Premium	Yes	Yes	Yes	Yes
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Yes, BAA available	Yes, BAA available	Yes, BAA available	Yes, BAA available
Envelope Cap	No envelope cap	100 envelopes/user/year	No cap	No cap	No cap