How to Use SharePoint eSignature with signNow

TL;DR

Use signNow to add eSignature workflows to SharePoint: upload or link documents, place fillable fields, send for eSign, authenticate signers, and store completed files securely. signNow supports audit trails, TLS and AES encryption, HIPAA with a BAA, and scalable bulk send options for business and enterprise use.

What SharePoint eSignature Means

SharePoint eSignature refers to adding legally valid electronic signatures to documents stored in SharePoint, then completing and managing those signed files without printing. With signNow integrated into SharePoint, users can open a document in place or send it to signers, place signature and form fields, require authentication, and capture an electronic signature and audit trail that satisfies ESIGN and UETA requirements. This removes printing and scanning steps, reduces turnaround time for approvals, and keeps the signed file together with the original document in SharePoint or connected cloud storage for ongoing access and compliance.

Step-by-Step eSign Process

Follow these clear steps to upload, prepare, send, and finalize a SharePoint document using signNow for eSignature completion and storage.

• 01
  Upload Document: Open the SharePoint file, choose signNow integration, and import the document to the signNow editor.
• 02
  Add Fields: Drag signature and data fields to the correct lines, set required fields and conditional logic as needed.
• 03
  Send for Signing: Enter signer emails, set signing order or parallel routing, and add authentication options like email and SMS 2FA.
• 04
  Complete & Archive: Monitor progress from the signNow dashboard, download final PDF, and push the completed file back to SharePoint storage.

How Sending and Signing Works

This section explains common actions in a SharePoint-to-signNow workflow, from preparing files to collecting signatures on web and mobile.

• Prepare File: Open document in SharePoint and launch signNow editor to set fields.
• Invite Signers: Add signer emails and define signing order or simultaneous routing.
• Signer Experience: Recipients click a link, complete required fields, and apply an eSignature in browser or mobile.
• Store Results: Signed document and an audit trail are saved back to SharePoint or connected cloud storage.

Supported Platforms and Devices

Use signNow with SharePoint on modern browsers, mobile apps, and via API integrations for cloud workflows.

• Web Browsers: Chrome, Edge, Safari supported
• Mobile Apps: iOS and Android apps
• APIs: REST API for automation

For SharePoint deployments, ensure users have modern authentication enabled and that signNow connectors or the API have appropriate site permissions to read and write files; this supports signing from desktop, tablet, or phone.

Legal and Practical Reasons

eSignatures via signNow meet U.S. legal standards under ESIGN and UETA for most commercial documents. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. It shortens approval cycles, preserves evidentiary audit trails, and reduces printing and storage costs.

Security and Compliance Highlights

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit compliance: SOC 2 Type II

Health data protection: HIPAA with BAA

Regulatory support: ESIGN and UETA

International standards: ISO 27001 and eIDAS SES

Risks If eSign Is Misused

Invalid agreements: May be legally challenged

Data breach: Leads to fines and remediation

HIPAA violation: Civil and criminal penalties

Compliance gaps: Audit findings and sanctions

Operational delays: Lost revenue from stalled deals

Retention breaches: Regulatory fines for records

Real-World SharePoint Integrations

These short case summaries describe how customers used signNow with document systems similar to SharePoint to speed signing and keep records centralized.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

• signNow was used to send investment documents and leases from a central repository.
• That improved turnaround and reduced manual document handling for remote clients.

Leading to faster closings and fewer missing signatures.

Xerox — NetSuite Operations

airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.

• They linked system-generated contracts to the eSignature workflow, automating signer assignment.
• That reduced manual routing and reconciliation between systems.

Resulting in more reliable recordkeeping and faster contract lifecycle completion.

Sending & Signing Methods

SharePoint documents can be signed using several signNow delivery and signing options that accommodate different signer preferences and security needs.

• Email Link: Send secure email link for web signing.
• In-Place Sign: Open document in SharePoint and sign inline.
• Mobile App: Use iOS or Android signNow apps to sign.
• Embedded Signing: Embed signing session inside portal pages.

Core Features for SharePoint Workflows

Key signNow capabilities that help with SharePoint document workflows include a combination of field tools, templates, and offline access to simplify signing and management.

Fillable Fields

Create and place signature, date, text, checkbox, and conditional fields in documents so recipients can complete forms directly in browser or mobile with validations to reduce input errors.

Templates

Save frequently used documents as templates with pre-placed fields and role assignments to reuse for repeat transactions and reduce setup time on every SharePoint-stored agreement.

Bulk Send

Send a single document to many recipients with individualized fields; useful for mass acknowledgements or consent forms when integrated with SharePoint lists and exportable signer results.

Offline Signing

Allow signers to sign on mobile without connectivity and sync completed documents back to signNow and SharePoint when a connection is available, preserving audit data.

Advanced Features and Integrations

Beyond basic signing, signNow offers advanced authentication, integrations, and automation features that extend SharePoint workflows for enterprise requirements.

Authentication

Support for email verification, SMS codes, and two-factor authentication to verify signer identity before allowing eSignature.

Audit Trail

Comprehensive time-stamped logs capture every action on a document, including views, field entries, and signature events for legal evidence and audits.

API Access

A REST API enables automation, custom connectors, and direct integration between SharePoint, line-of-business systems, and signNow signing workflows.

CRM Integrations

Prebuilt connectors for Salesforce, Microsoft Dynamics 365, and NetSuite push contracts to signers and return signed documents to related records.

Cloud Storage

Sync signed documents back to Box, Google Drive, or SharePoint to maintain a single source of truth and archival continuity.

Conditional Logic

Use conditional fields and formula fields in templates to show or hide fields based on prior answers, reducing signer confusion and errors.

Typical Workflow Settings

Configure these key settings when you set up signNow with SharePoint to ensure consistent behavior across documents and teams.

Feature	Value
Signing Order	Sequential or parallel
Authentication Method	Email, SMS 2FA
Reminder Frequency	48 hours
Storage Destination	SharePoint library
Retention Policy	7 years

Feature Availability Comparison

A concise comparison of selected features across signNow and two commonly used alternatives for organizations evaluating SharePoint eSignature options.

Feature	signNow	DocuSign	Adobe Sign
Bulk Send Availability	yes, premium	varied by plan	varied by plan
Audit Trail	full audit trail	full audit trail	full audit trail
API Access	rest api available	rest api available	rest api available
Envelope Cap	no cap	100 envelopes/year	varied by plan

Pricing Snapshot (Data Current)

Compare starting prices and core commercial features across signNow and competitors; figures reflect annual billing where noted and reasonable short descriptions for quick evaluation.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes, Business Premium	Varied by plan	Varied by plan	Yes, higher plans	Varied by plan
Audit Trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/year	Varied by plan	Varied by plan	Varied by plan

FAQs About How to Use SharePoint eSignature

Common questions and troubleshooting tips for using signNow with SharePoint, covering access, authentication, storage, and compliance concerns.

• How do I connect signNow to SharePoint?
  Install the official signNow connector or configure API access, then grant site permissions for read/write. Ensure service account credentials or OAuth scopes match your organization's security policy and test with a sample document before wide rollout.
• What signer authentication options exist?
  signNow supports email verification, SMS code authentication, and two-factor methods depending on plan and configuration. For higher assurance, enable SMS 2FA or require ID verification where available to meet internal or regulatory identity requirements.
• How do I retrieve the audit trail?
  The completed document package includes a time-stamped audit trail showing actions and IP addresses. Download the audit PDF from the signNow dashboard or retrieve it via the API to preserve evidentiary records alongside the signed file.
• What if a signer cannot access the document?
  Check that the email address is correct, verify the signer has not blocked signNow emails, and confirm SharePoint permissions if using embedded or in-place signing. Resend the link or provide an alternate authentication method when necessary.
• Is eSignature compliant for medical forms?
  Yes, signNow supports HIPAA compliance when a Business Associate Agreement is in place. Configure secure access, minimal PHI exposure, and audit logging to meet HIPAA requirements for electronic signatures.
• How are completed files stored in SharePoint?
  Configure automatic delivery to a SharePoint document library, include metadata mapping, and set retention policies. Use versioning to keep the original unsigned file and the signed copy for audit and legal requirements.

Practical Best Practices

Follow these practices to reduce errors and maintain compliance when using signNow with SharePoint for eSignature workflows.

Standardize Templates Across Teams

Create approved templates with locked fields and role-based signers to ensure consistency, reduce setup time, and lower the risk of leaving required fields empty during the signing process.

Use Strong Signer Authentication

Choose SMS or two-factor authentication for sensitive documents and require email verification for routine agreements to better match the level of assurance to the document's risk profile.

Map Storage and Metadata

Automatically route signed documents back to designated SharePoint libraries with consistent metadata to simplify retrieval, retention, and audit processes across departments.

Train Users and Document Owners

Provide short job-specific training on placing fields, selecting signer order, and interpreting audit trails so staff avoid common configuration errors and speed up adoption.

Who Uses SharePoint eSignature

Organizations that manage documents in SharePoint use eSignature to speed approvals and centralize records.

• Real Estate teams that need remote lease signings and tenant agreements.
• Healthcare practices for patient forms and consent, under HIPAA controls.
• Finance and legal departments for contracts, invoices, and approvals.

These user groups benefit from audit trails, integration with existing document repositories, and the ability to route documents securely without changing core storage systems.

Typical User Personas

IT Administrator

Responsible for installing and configuring the signNow connector, provisioning service accounts, setting authentication standards, and ensuring compliance with company security policies. They manage API keys, SSO settings, and access controls for SharePoint integration and troubleshoot permission issues during deployment.

HR Manager

Uses signNow templates for onboarding, offers, and policy acknowledgements stored in SharePoint. They prepare templates, assign signer roles, and monitor completion rates to ensure new hires complete required documents quickly while maintaining personnel file records.

Managing Audit Trails and Records

Use these steps to capture, review, export, and retain audit trails for signed documents integrated with SharePoint and signNow.

01

Enable Audit Trail:

Turn on audit logging in signNow account settings.

02

Capture Events:

Record views, field entries, IPs, and timestamps.

03

Download Report:

Export audit PDF alongside final document.

04

Store in SharePoint:

Save signed file and audit trail to library.

05

Set Retention:

Apply retention labels per policy.

06

Review Regularly:

Audit logs periodically for anomalies.