How to Set Up Digital Signature in Kofax with signNow

TL;DR

Use signNow to add legally binding eSignatures to documents produced or processed in Kofax by exporting files to signNow or connecting via API and cloud storage. You can prepare fields, require authentication, send for signature, and store completed files with full audit trails and HIPAA-capable protections. This approach streamlines remote signing, reduces paper handling, and centralizes document management.

What setting up digital signatures means

Setting up digital signature in Kofax with signNow means enabling documents created or captured by Kofax to be filled, signed, and stored electronically using signNow's eSignature workflow. In plain terms, instead of printing and mailing a form, you send the file to signNow, place signature and data fields, request signers to eSign, and receive a completed PDF with a secure audit trail. This keeps records digital, enforces signer authentication, and supports legal standards under ESIGN and UETA for most U.S. transactions.

When and why to use signNow with Kofax

Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Integrating signNow with Kofax reduces turnaround times, provides verifiable audit trails, and supports compliance requirements while minimizing physical paperwork.

Common setup challenges

• Export and routing complexity when Kofax workflows expect a native eSignature connector rather than a file-transfer approach.
• Maintaining signer identity verification across systems when workflow moves between Kofax capture and an external eSignature provider.
• Ensuring secure storage and retention policies align between Kofax repositories and signNow document archives.
• Managing API rate limits and mapping data fields between Kofax metadata and signNow form fields for automated workflows.

Who uses electronic signatures with Kofax

Organizations that capture, process, or generate high volumes of forms often combine Kofax with an eSignature tool to complete digital workflows.

• Real estate agents and property managers who need on-the-go lease signing and application processing.
• Healthcare administrators capturing intake forms that require HIPAA-compliant signature workflows.
• Finance and legal teams needing signed contracts with an undeniable audit trail.

Representative users and roles

Brian Fitzgibbons, COO

As COO of Optica Ventures LLC, Brian uses signNow to simplify customer-facing paperwork. He relies on quick, mobile-friendly signing and template reuse to accelerate deals and reduce manual follow-up for signatures.

Kodi-Marie Evans, Director

As Director of NetSuite Operations at Xerox, Kodi-Marie integrates signNow with ERP workflows to route approvals and collect signatures automatically, improving compliance and reducing processing time for vendor and customer agreements.

Security and compliance highlights

Transport encryption: TLS 1.2 and TLS 1.3

Data at rest: AES-256 encryption

Audit certification: SOC 2 Type II

Regulatory support: ESIGN and UETA

Healthcare compliance: HIPAA with BAA

International standards: ISO 27001

Risks of improper eSignature setup

Invalid agreements: Unenforceable signatures

Data breaches: Unauthorized access

Compliance fines: Regulatory penalties

Operational delays: Processing slowdowns

Record loss: Missing audit trails

Reputational harm: Customer trust erosion

Real-world signNow examples

These case summaries show how customers used signNow to complete digital workflows that began with document capture or generation.

Optica Ventures LLC

Optica captured investor documents and moved PDFs to signNow for field placement and eSignatures.

• Implemented reusable templates and mobile signing.
• Reduced time to execute agreements and improved signer completion rates.

Resulting in faster closings and a measurable improvement to operational speed.

Xerox NetSuite Integration

Xerox automated signature collection by exporting transaction documents to signNow via integration.

• Used API-based field mapping to populate forms.
• Achieved consistent format, secure storage, and clearer audit records.

Leading to more reliable compliance and reduced manual reconciliation effort.

Quick steps to set up eSignatures

Follow these step actions to prepare, send, and finalize a document from Kofax using signNow. Each step explains the exact interface or action to use when transferring and signing files.

• 01
  Export document: From Kofax output, save or route the PDF to a cloud folder or local system for upload.
• 02
  Upload to signNow: Open signNow, choose Upload, select the PDF from your cloud or computer, and open the document editor.
• 03
  Add fields: Drag signature and text fields to the document lines where signer input is required and assign roles.
• 04
  Send for signing: Set signer emails, authentication level, add message, then click Send or Bulk Send as needed.

How the signNow workflow functions

A typical Kofax-to-signNow workflow includes document transfer, field placement, signature collection, and secure storage. These steps support automated routing and visibility for each signer.

• Transfer file: Move the PDF from Kofax to signNow using upload or API integration.
• Prepare template: Create or reuse a template with signature, date, and data fields for consistent use.
• Request signatures: Assign signers, set authentication and signing order, then send an invite to sign.
• Store completed: Download or sync the signed PDF back to your cloud repository with audit log.

Core signNow features for Kofax workflows

signNow provides a focused set of features that support document completion and signing workflows coming from capture systems like Kofax, including mobile signing and enterprise controls.

Templates

Create reusable templates in signNow for forms exported from Kofax to accelerate consistent field placement, reduce errors, and standardize signer flows across teams and departments.

Audit trail

Every signed document includes a time-stamped audit trail that records signer actions, IP addresses, and authentication events to support legal defensibility and internal compliance reviews.

Bulk send

Business Premium allows sending one document to many recipients with personalized fields, useful for large distribution scenarios such as enrollment forms or mass agreements.

Mobile apps

signNow mobile apps let signers complete and return documents captured on-site or in the field, maintaining usability when Kofax capture occurs outside traditional offices.

Advanced capabilities and integrations

For enterprise deployments, signNow offers API access, advanced authentication, and integrations to connect Kofax outputs into automated signing and storage pipelines.

API access

Full signNow API available for automated uploads, field mapping, send-for-signature calls, and retrieval of signed documents for IT automation.

Conditional fields

Use conditional and formula fields to show or hide sections based on Kofax-captured data, improving document accuracy and reducing signer confusion.

Advanced auth

Enable two-factor authentication and identity checks to meet stricter verification requirements for sensitive transactions.

Cloud connectors

Connect signNow to cloud storage providers like Google Drive, Box, or AWS to sync documents between Kofax and signed archives.

Payment collection

On Enterprise plans, embed payment requests into signing flows to collect fees as part of contract execution where applicable.

Site license

Site License provides a usage-based model with full API access and enterprise controls for high-volume signing.

Practical setup and operation tips

Adopt these practices to ensure reliable, auditable, and user-friendly eSignature workflows when combining Kofax with signNow.

Map data fields consistently

When exporting from Kofax, standardize field names and formats so signNow templates map correctly. Consistent mapping avoids manual edits and preserves data integrity across automated workflows.

Choose appropriate signer authentication

Select email authentication for routine signatures and two-factor authentication for higher risk or regulated documents to balance user experience with security requirements.

Maintain audit trail retention policies

Configure where signed documents and audit logs are stored and retain them according to company retention schedules and regulatory obligations to support compliance and legal discovery.

Test end-to-end workflows

Run test transactions that mirror production conditions, including mobile signing and bulk sends, to validate field placements, authentication, and document return paths before full rollout.

Access methods and platform needs

signNow is accessible from modern web browsers, native mobile apps, and an API, enabling flexible ways to integrate with Kofax-generated documents.

• Web browsers: Chrome, Edge, Safari
• Mobile apps: iOS and Android
• API access: RESTful endpoints

For most users, the web app and mobile apps meet daily needs; enterprises integrating Kofax at scale should plan for API-based automation and secure cloud storage to sync documents and audit logs reliably.

Typical workflow settings for integration

A recommended configuration maps common workflow settings between Kofax and signNow to keep document flow predictable and auditable.

Feature	Value
Reminder Frequency	48 hours
Signing Order	Sequential
Authentication Method	Email or 2FA
Template Library	Shared team templates
Storage Location	Cloud sync

Pricing and plan comparison (data date: current)

Compare starting prices and essential plan features across signNow and common competitors. Data reflects annual billing and known plan highlights for quick evaluation.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes, Business Premium	Yes, select plans	Yes, select plans	Yes, select plans	Yes, select plans
Audit Trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, audit trail	Yes, audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA offered	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/year	Varies by plan	Varies by plan	Varies by plan

Feature availability snapshot

Quick yes/no and short-attribute comparison across three major eSignature vendors for common enterprise features.

Feature	signNow	DocuSign	Adobe Sign
Bulk send available	yes, premium
Two-factor authentication
Site license option
Envelope cap	no cap	100/yr	varies

Managing audit trails and signed records

Maintain a clear audit trail and ensure signed documents are retrievable by defining retention, export, and access policies when using signNow with Kofax.

01

Access audit log:

Open signed document and view Audit Trail tab.

02

Download certificate:

Export signed PDF with attached certificate file.

03

Sync to archive:

Configure cloud storage sync for completed documents.

04

Retention policy:

Define retention duration in your archive system.

05

Permissions review:

Set role-based access to signed files.

06

Discovery readiness:

Keep audit logs exported for legal holds.

FAQs and common troubleshooting

Common issues are often resolved by checking transfer steps, signer authentication, and plan feature availability. The items below address frequent questions when combining Kofax capture with signNow signing.

• Signer did not receive the email link
  Confirm the recipient address was entered correctly in signNow, check spam filters, and ensure your domain is authorized for outgoing emails. If issues persist, resend and verify delivery logs in the signNow dashboard to confirm dispatch.
• Fields do not align after export
  Verify the PDF exported from Kofax is flattened and page sizes match. Reopen the file in the signNow editor, adjust scaling, and save a template to standardize placement across future exports to prevent misalignment.
• Authentication failed for signer
  Check whether the required authentication method was set correctly (email vs 2FA). If using two-factor, ensure the signer has access to the second factor device and that time-sensitive codes are entered promptly.
• Signed document not returned to Kofax archive
  Confirm cloud sync or API callbacks are configured. Review signNow webhook logs or scheduled sync tasks to ensure completed PDFs are exported back to the intended storage location.
• Bulk send errors or limits
  Ensure you are on Business Premium plan for bulk send and that recipient lists match required formats. Split very large batches into smaller groups if processing limits are reached.
• API integration unexpected responses
  Validate API keys, endpoint URLs, and request payloads. Check for rate-limit responses and use exponential backoff; for Site License customers, contact support for increased quotas.