What Are Two Reasons To Use A Digital Signature — Practical Guide

TL;DR

Digital signatures speed up workflows and strengthen legal and security posture. Use signNow to fill, eSign, route, and store documents securely online, preserving audit trails and regulatory compliance while reducing turnaround times and operational cost.

What a Digital Signature Is

A digital signature is an electronic way to sign a document so it can be completed and verified online without paper. Think of it as signing with a secure stamp attached to the file that proves the signature’s origin and integrity. In practice, platforms like signNow let users upload documents, add fillable fields, place eSignature fields, and send the file to one or more recipients who sign from desktop or mobile. The platform then records a timestamped audit trail, stores the completed document securely, and provides options for sharing, integrations, and long-term retention under applicable laws like ESIGN and UETA.

Why Use Digital Signatures

Digital signatures reduce cycle time and improve authentication while lowering costs and risk. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale, and when you need an auditable, compliant record for legal or regulatory purposes.

Common Risks When Not Using eSignatures

• Slow approval cycles that delay business and increase manual follow-ups.
• Paper handling errors that cause lost documents and missing signatory steps.
• Weak authentication leading to disputes over signer identity and intent.
• Noncompliant storage practices that risk regulatory fines and data exposure.

Who Uses Digital Signatures

Organizations across real estate, healthcare, finance, legal, education, and construction rely on eSignatures to speed approvals and preserve records.

• Real estate agents signing leases and disclosures on mobile while remote.
• Healthcare clinics collecting HIPAA-compliant patient consent and intake forms.
• Finance teams routing loan documents and tax forms for rapid closure.

Representative User Profiles

Brian Fitzgibbons COO

Brian leads operations for a small investment firm and relies on signNow to let clients sign subscription documents remotely. He values a simple interface that customers can use without training and a secure audit trail that supports financial recordkeeping and compliance reviews.

Kodi-Marie Evans Director

Kodi-Marie manages NetSuite integrations at Xerox and uses signNow to embed signing steps into order and fulfillment flows, reducing manual entry and accelerating document exchange between sales and operations while preserving a verifiable signature history.

Security and Compliance Features

In-Transit Encryption: TLS 1.2 and TLS 1.3

At-Rest Encryption: AES-256 encryption

Certifications: SOC 2 Type II, ISO 27001

Payment Security: PCI DSS certified

Healthcare Controls: HIPAA compliant, BAA required

eSignature Law Compliance: ESIGN and UETA compliant

Penalties And Operational Risks

Contract Disputes: Increased litigation risk

Regulatory Fines: Potential monetary penalties

Invalid Records: Rejected agreements

Data Breach: Loss of sensitive data

Process Delays: Longer approval cycles

Audit Failures: Missing provenance evidence

Real-World Examples With signNow

Two short case studies show how signNow is used across industries to complete and manage documents electronically.

Xerox NetSuite Integration

Xerox integrated signNow into NetSuite to automate signature collection on contracts and purchase orders

• Integration simplifies document routing and reduces manual data entry
• The company captured signatures faster while maintaining a secured audit trail and centralized storage

Resulting in faster order processing and improved operational accuracy.

Martin Properties Mobile Closings

A real estate firm used signNow to collect leases and closing documents on mobile devices while meeting compliance requirements

• Field agents complete forms and capture eSignatures offline when necessary
• Documents sync when connectivity returns, preserving timestamps and signer authentication

Leading to faster closings and fewer in-person meetings for tenants and agents.

Step-by-Step eSignature Process

Follow these clear steps in signNow to prepare, send, and complete a document electronically with an auditable record.

• 01
  Upload Your Document: Open signNow, click Upload, select PDF or Word file from device.
• 02
  Add Fillable Fields: Open the editor, choose Fields, and drag text fields where needed.
• 03
  Place Signature Fields: Drag a Signature field onto each required signer line or approval point.
• 04
  Send For Signing: Use Send for Signature, enter recipient emails, set signing order, and send.

How Document Workflows Function

A typical signNow workflow moves a file from preparation through signing and storage while recording every action in an audit trail.

• Prepare: Upload file and add fields in the editor.
• Authenticate: Choose email, SMS, or two-factor signer verification.
• Sign: Recipients review and apply eSignatures online or mobile.
• Archive: Completed files stored securely with audit trail.

Core signNow Capabilities

signNow provides a focused set of features for completing, signing, and managing documents electronically across teams and systems.

Fill and Sign

Create reusable templates and fillable forms so recipients can complete fields and apply an eSignature on desktop or mobile without printing, reducing manual entry and ensuring fields are validated before submission, which improves data quality and completion speed.

Send for Signature

Route documents in a defined signing order, set recipient roles, and send via secure email or invite links; track progress in real time and send reminders to reduce incomplete transactions and shorten approval cycles across departments.

Audit Trail

Automatic timestamps, IP addresses, and action logs are attached to each completed document to prove integrity and signer intent, making it easier for legal and compliance teams to verify chain of custody during reviews or audits.

Integrations

Connect signNow with CRM, ERP, and cloud storage systems such as Salesforce, NetSuite, Google Workspace, and Box to trigger signing workflows directly from business applications and maintain centralized records without manual export/import steps.

Best Practices For Electronic Signing

Applying consistent controls and clear instructions improves compliance, reduces errors, and speeds signings when using digital signatures.

Standardize Templates And Fields

Create and approve standard templates in signNow to ensure required data is collected consistently, reduce field placement errors, and accelerate processing. Use conditional fields and validation rules to enforce data accuracy before documents are sent for signature.

Use Strong Signer Authentication

Select two-factor authentication or SMS verification for high-risk documents. Configure signer authentication in signNow per document to match transaction sensitivity and preserve evidentiary value should a dispute arise.

Maintain Clear Role Definitions

Define signer roles and signing order within signNow so each party understands responsibilities. Use role-based routing to prevent skipped steps and ensure approvals occur in the correct sequence for legal effectiveness.

Preserve Audit Trail Integrity

Keep completed documents and associated audit logs in signNow or integrated storage. Avoid exporting only PDFs without metadata; retain the platform-generated audit trail when storing or sharing signed files for compliance purposes.

Typical Signing Timeframes

Understanding expected timing helps set reminders and SLA expectations for document completion across teams and signers.

01

Immediate Completion

Signed during live session

02

24–48 Hours

Fast responses from engaged recipients

03

3–7 Days

Standard external processing time

04

Beyond One Week

Requires follow-up and reminders

Recording Key Dates

Track and preserve important document dates to support compliance, dispute resolution, and internal reporting needs.

Document Creation Date:

Date file uploaded to signNow

Sent For Signature Date:

Timestamp when recipients were invited

Each Signature Date:

Individual signer timestamp recorded

Completion Date:

Final signatory timestamp

Retention Deadline:

Policy-driven archive date

Advanced Workflow Features

signNow includes advanced features for enterprise workflows, authentication, and automation to support complex business needs.

Bulk Send

Send a single document to many recipients with individualized fields, enabling mass distribution of agreements, waivers, or policies while tracking each recipient’s completion status for programmatic follow-up.

Conditional Fields

Show or hide fields based on previous answers so forms adapt dynamically and collect only relevant information, reducing signer confusion and improving form completion rates and data quality.

Payments Integration

Collect signature plus payments within the same workflow by adding payment fields to documents, simplifying transactions for invoices, service orders, or contracts that require immediate payment upon signing.

Kiosk Mode

Enable on-site signing on shared devices where signers complete and sign forms without individual accounts, useful for check-ins, events, or field operations while still capturing an audit trail.

SSO And Permissions

Support single sign-on and granular role permissions to centralize user management while enforcing security policies and access controls across departments and teams.

API And Automation

Use the signNow API to embed signing flows in applications, automate document generation, and integrate with ERPs and CRMs to reduce manual handoffs and support high-volume use cases.

Managing Audit Trails Effectively

Audit trails prove who signed, when, and how; manage them carefully to support legal and compliance needs.

01

Enable Audit Logging:

Turn on audit trail for each send

02

Capture IP Data:

Record IP and device metadata

03

Retain Metadata:

Keep timestamps and field history

04

Export When Needed:

Export full history to PDF or CSV

05

Protect Access:

Restrict who can view audit logs

06

Use For Disputes:

Provide logs as evidence when required

FAQs About What Are Two Reasons To Use A Digital Signature

Answers to common questions about completing, signing, and managing documents electronically with signNow, including authentication, file types, and compliance concerns.

• How do I verify signer identity?
  Use signNow’s authentication options including email verification, SMS one-time passcodes, and two-factor authentication to strengthen signer identity before allowing the signing action to proceed.
• Which file formats are supported?
  Upload common formats such as PDF, DOCX, and image files to signNow. The editor converts files into a fillable document and preserves layout for accurate signing across devices.
• Can I sign offline on mobile?
  Yes. signNow’s mobile apps allow offline completion and signing; documents sync to the account and record timestamps once connectivity is restored.
• Is signNow HIPAA compliant?
  signNow supports HIPAA compliance and will sign a Business Associate Agreement when required to protect protected health information during signing workflows.
• How long is an audit trail kept?
  Audit trails are retained according to your account retention policy or organizational settings; export and archive trails for longer retention if required by policy.
• What if a recipient cannot sign?
  Resend the document, use a different authentication method, or provide a signing link; signNow records all attempts and can route the document to an alternate signer if configured.

Onboarding And Training Steps

A structured onboarding timeline helps teams adopt signNow while minimizing disruption and ensuring secure configuration for production use.

01

Week 1 Setup

Create admin account and enable SSO

02

Week 2 Templates

Build core templates and approval flows

03

Week 3 Pilot

Run pilot with a small user group

04

Week 4 Training

Deliver role-based training sessions

05

Week 5 Integrations

Connect CRM and cloud storage systems

06

Week 6 Policies

Finalize retention and access policies

07

Week 7 Rollout

Expand use across departments

08

Week 8 Review

Collect feedback and optimize flows

Device And Platform Requirements

Access signNow via web browsers, mobile apps, or the API for programmatic workflows depending on user needs.

• Web Browser Support: Modern browsers supported
• Mobile Platforms: iOS and Android apps
• API Access: REST API for automation

Recommended Workflow Settings

Suggested signNow configuration values to streamline signing flows while preserving security and evidence.

Feature	Configuration
Signing Order	Sequential
Reminder Frequency	48 hours
Authentication Method	Email or SMS
Audit Trail Retention	7 years
Template Access Control	Role-based

Feature Availability Snapshot

Quick comparison of select technical capabilities across signNow, DocuSign, and Adobe Sign for common enterprise needs.

Plan / Feature	signNow	DocuSign	Adobe Sign
Bulk Send Capability	yes (premium)
Envelope Cap	no cap	100 envelopes/year	no cap
API Access	full rest api	full api	full api
Two-Factor Auth

Pricing And Feature Comparison

Pricing snapshot current as of 2026: compare starting prices, trials, and selected feature availability across signNow and common competitors.

	$8/user/mo	$8 ser/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Trial avail.	Trial avail.	Trial avail.	Trial avail.
Bulk Send	Yes (Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Contact vendor	Contact vendor	Contact vendor	Contact vendor
Envelope Cap	No cap	100 envelopes/year	No cap	No cap	No cap