How to Give an Electronic Signature with signNow

TL;DR

signNow enables legally binding eSignatures under ESIGN and UETA, supports web, mobile, and API workflows, and includes strong security controls (TLS, AES-256, SOC 2). This guide explains how to prepare a document, add signature fields, send for signature, verify signers, and store completed files securely using signNow, plus common issues, templates, integrations, pricing comparisons, and industry examples.

What an Electronic Signature Is

An electronic signature is a digital method for a person to show agreement or approval on a document without pen and paper. Imagine tapping your name on a tablet instead of signing with a pen: it proves intent and is recorded with the document. Electronic signatures can be a typed name, a drawn mark, or a cryptographic signature. Platforms like signNow package the signature with time stamps, signer details, and an audit trail so signed files can be shared, stored, and relied on in business processes.

Step-by-Step eSigning Process

Follow these clear steps to prepare, send, track, and complete an eSignature workflow in signNow.

• 01
  Upload Document: Open signNow, click Upload, and select your PDF or Word file from a local drive.
• 02
  Add Fields: Open the editor, drag Signature and Date fields to the required lines on the document.
• 03
  Set Recipients: Enter signer names and emails, set signing order if sequential signing is required.
• 04
  Send for Signature: Use Send or Invite to Sign, add a message, then send and monitor completion status.

Sending and Signing Flow

A typical eSignature flow moves a prepared file through designated recipients, collects signatures, and stores the signed version with audit data.

• Prepare File: Upload and position fields so signers know where to provide input.
• Assign Roles: Define signers, viewers, and approvers and set signing order if needed.
• Notify Signers: Send signature requests by email, SMS, or share a secure link for signing.
• Complete and Archive: Collect signatures, generate audit trail, then store the completed document securely.

Devices and Platform Requirements

Use signNow from a modern web browser, mobile app, or via API to send and sign documents.

• Web Browser: Chrome, Edge, Safari supported
• Mobile Apps: iOS and Android native apps
• API Access: REST API for integrations

Legal Validity and Use Cases

Electronic signatures using signNow are enforceable under the ESIGN Act and UETA when signer intent and consent are captured. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale, where speed and documented consent matter. The platform records timestamps, IP addresses, and audit logs to support legal admissibility and internal compliance needs.

Security and Compliance Summary

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256 encryption

Regulatory Certifications: ISO 27001 and SOC 2 Type II

Health Data: HIPAA compliant with BAA

US Legality: ESIGN and UETA compliant

Accessibility: WCAG 2.0 Level AA

Core eSignature Capabilities

signNow offers tools to prepare documents, collect signatures, and automate repetitive workflows across teams and customers.

Fillable Fields

Create text boxes, checkboxes, and signature fields that guide signers through forms to reduce errors and speed completion on web or mobile devices, with conditional logic options for dynamic forms.

Reusable Templates

Save common forms as templates and prefill recurring data to accelerate sending and ensure consistency across contracts, onboarding, and purchase orders with fewer manual steps.

Bulk Send

Send the same document to many recipients at once for signature, with individualized tracking and reporting; bulk send is included on Business Premium and above to streamline mass collection.

Mobile Signing

Sign and send on iOS or Android apps, including offline signing capabilities that sync when connectivity is restored to maintain field operations efficiency.

Advanced Features and Integrations

Advanced signNow features support enterprise needs: authentication, API access, conditional fields, payments, and deep integrations into business systems.

API Integration

Full REST API for embedding signing, routing, and document generation into custom apps and workflows, enabling programmatic sends and status checks.

Conditional Fields

Show or hide fields based on prior answers, reducing signer confusion and ensuring required data is captured only when needed.

Payments

Collect payments during signing with integrated payment options, linking payment confirmation with signed documents for invoices and agreements.

Kiosk Mode

Enable on-site signing for shared devices or point-of-sale scenarios, ensuring a secure, guided signing experience for walk-up signers.

Single Sign-On

SSO support and SCIM provisioning for centralized user management in enterprise environments to improve security and admin control.

Comprehensive Audit Trail

Detailed event history with timestamps, IP addresses, and certificate data to support compliance and dispute resolution.

Typical Workflow Settings

These common signNow settings illustrate a standard configuration for secure, auditable signing workflows.

Setting Name and Default Configuration	Default configuration values for workflow settings
Reminder Frequency and Escalation Policy	48 hours
Signature Order and Routing Mode	Sequential
Signer Authentication and Verification	Email plus SMS
Template Usage and Prefill Options	Enabled
Document Retention and Archive Period	7 years

Pricing and Feature Comparison

Data current as of signNow verified pricing; compare starting prices, trials, bulk send, audit trails, HIPAA support, and envelope caps across vendors.

	$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	Available on Business Premium	Available on some plans	Available on some plans	Available on Business plan	Available on paid plans
Audit Trail	Yes, full audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Yes, BAA required	Contact sales	Contact sales
Envelope Cap	No envelope cap	100 envelopes/user/year	No published cap	No published cap	No published cap

Feature Availability Snapshot

Quick yes/no and capacity checks for frequently compared features across signNow, DocuSign, and Adobe Sign.

Feature and Vendor Columns Header	signNow	DocuSign	Adobe Sign
Template Library
Bulk Send Capability
Audit Trail Present
Envelope Cap Details	no cap	100 env/user/yr	no published cap

Real-World Examples

Two customer stories show how signNow handles different business needs, from simple leases to integrated ERP workflows.

Optica Ventures LLC

Optica Ventures implemented signNow to speed investor agreements and customer paperwork

• The team used templates and mobile signing to streamline closings
• This reduced processing delays and made customer signing easier

Resulting in faster turnaround and higher customer satisfaction, according to COO Brian Fitzgibbons.

Tech Data

Tech Data integrated airSlate SignNow across internal systems to improve order processing

• The integration connected signNow with ERP workflows for automated document routing
• That reduced manual handoffs and sped revenue recognition

Leading to faster internal approvals and improved speed to revenue, as stated by CEO Bob Dutkowsky.

FAQs About How to Give an Electronic Signature

Common problems and solutions when preparing, sending, or signing documents using signNow, with practical fixes for admins and end users.

• Cannot open document to sign
  Ensure the recipient uses a supported browser or the signNow mobile app, clear browser cache, and confirm the email link has not expired. If the file was password-protected, the sender must remove protection or provide the password before signing.
• Signer identity verification failure
  Confirm the signer entered the exact email used by the sender and that SMS or ID verification codes were received. For stronger authentication, enable phone verification or two-factor authentication in the signing request.
• Audit trail not visible to recipient
  Audit trails are accessible to account admins and document owners; ensure you view the document history from the signNow interface and that your plan permits audit report export if needed.
• Bulk send not available in account
  Bulk send is included with Business Premium and above. If you need bulk capabilities, upgrade to Business Premium or use site license options for high-volume sending.
• Offline signing synchronization issues
  Use the official signNow mobile app for offline signing; open the app and allow it to sync when you regain connectivity. Check app permissions and storage on the device if sync fails repeatedly.
• HIPAA and BAA questions
  To store PHI, obtain a Business Associate Agreement with signNow and enable HIPAA-specific controls; contact account support for BAA execution and plan eligibility details.

Best Practices for eSigning Workflows

Adopt these operational and security practices to maximize reliability, legality, and user experience when collecting eSignatures.

Verify Signer Identity Consistently

Use email confirmation plus phone or knowledge-based authentication for high-value agreements to strengthen signer identity and reduce later disputes, balancing friction and security based on document sensitivity.

Use Templates for Repetitive Documents

Create standardized templates with predefined fields and conditional logic to reduce errors, speed sending, and ensure consistent data capture across HR, sales, and legal workflows.

Maintain Document Retention Policies

Set retention periods aligned to legal and business needs, archive signed documents in encrypted storage, and ensure deletion schedules comply with records requirements and privacy laws.

Limit Field Complexity for Signers

Keep forms concise, label fields clearly, and use required-field validation to reduce signer confusion, improve completion rates, and avoid incomplete submissions.

Managing Audit Trails

Audit trails document every event in the signing process; follow these steps to access and use them for compliance and disputes.

01

Open Document:

Navigate to the completed document in signNow.

02

View History:

Open the history or audit trail pane for that file.

03

Export Report:

Use the export function to download audit details.

04

Review Events:

Check timestamps, IP addresses, and signer actions.

05

Attach Evidence:

Download attachments or certificate files as needed.

06

Store Securely:

Archive exported audit reports with the signed file.

Who Benefits from eSignatures

Many industries rely on eSignatures to speed approvals, protect records, and reduce physical paperwork across customer and internal processes.

• Real Estate: field closings, leases, and offers processed remotely for faster deal cycles.
• Healthcare: patient intake forms and consent managed securely to support HIPAA compliance.
• Finance and Legal: contracts, tax forms, and client agreements completed with clear audit trails.

User Roles and Responsibilities

IT Administrator

IT administrators configure account-level security, SSO, user provisioning, and retention policies. They manage API keys, enforce authentication, and coordinate with legal and compliance teams to ensure the signNow deployment meets organizational controls and regulatory requirements.

Business User

Business users build templates, prepare documents for signature, and manage day-to-day sending and tracking. They use integrations with CRM or ERP systems to automate routine transactions and monitor completion rates to meet operational SLAs.

Typical Timeframes and Deadlines

Common timeline expectations for sending, signing, and archiving documents when using signNow in business processes.

Initial Send to First Response:

Within 24 to 72 hours typical

Standard Signature Completion:

1 to 7 days depending on parties

Bulk Campaign Completion:

Several days to two weeks

Audit Report Retention Start:

Immediately after signature

Long-term Archive Retention:

Retention per policy, often 7 years