What is the procedure to get digital signature

TL;DR

A digital signature procedure converts a paper signing process into an electronic workflow: upload the document, prepare fields, authenticate signers, send for eSignature, and store the completed file with an audit trail. signNow supports these steps across web, mobile, and API with compliance and encryption controls.

What a digital signature is

A digital signature procedure is like sending a letter that requires a written signature, but it happens on a computer or phone instead of on paper. You upload a form, mark where people must sign, send it electronically, and they sign using a secure process. The platform records who signed, when, and what changed, creating a verifiable audit trail. signNow provides the tools to fill forms, request eSignatures, verify identity, and securely store completed documents for legal and operational use in routine business workflows.

Legal and operational reasons

Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Electronic signing reduces turnaround time, lowers printing and courier costs, preserves legal intent under ESIGN and UETA, and centralizes document control for audits and retention requirements.

Common implementation challenges

• Incomplete or mis-positioned signature fields can cause rejected documents and delay completions when signers cannot find where to sign.
• Weak signer authentication increases legal risk; relying only on email ownership can be insufficient for regulated transactions.
• Incompatible file formats or very large attachments may block upload or change layout, requiring manual fixes before sending.
• Poor retention or absence of an audit trail complicates dispute resolution and regulatory compliance during inspections.

Who uses digital signatures

Organizations across real estate, healthcare, finance, legal, and education use eSignatures to replace paper processes and speed approvals.

• Real estate agents and brokers handling leases, offers, and disclosures remotely.
• Healthcare administrators collecting patient consents and intake forms under HIPAA controls.
• Finance teams and banks completing loan documents, tax forms, and payment authorizations.

Teams of all sizes adopt eSignatures to reduce cycle times, centralize records, and maintain legal evidence of consent.

Representative user profiles

Brian Fitzgibbons, COO

Brian manages operations for Optica Ventures LLC and uses signNow to send contracts and onboarding packets to customers. The simple interface helps internal teams prepare documents quickly while external clients sign without technical support, reducing manual follow-up and accelerating deal completion.

Kodi-Marie Evans, Director

Kodi-Marie leads NetSuite operations at Xerox and integrates signNow with back-office systems to push signed documents into ERP workflows. This automation reduces manual entry, enforces consistent templates, and ensures corporate records are stored according to retention policies and audit requirements.

Security certifications and controls

Encryption in transit: TLS 1.2 and TLS 1.3

Encryption at rest: AES-256 data encryption

Audit and assurance: SOC 2 Type II report

Regulatory compliance: ESIGN, UETA legal compliance

Privacy frameworks: GDPR and CCPA compliant

Industry standards: PCI DSS and ISO 27001

Risks of improper eSigning

Invalid signature risk: Contract disputes possible

Regulatory fines: HIPAA or PCI penalties

Data breach: Exposes sensitive information

Operational delays: Slows deal closings

Reputational damage: Loss of customer trust

Noncompliant retention: Failed audits and penalties

Real-world examples

These case examples show how teams complete, request, and store signed documents using signNow in operational settings.

Optica Ventures LLC

Optica deployed signNow for customer contract signing with a simple interface that customers accept easily

• The platform reduced in-person steps and simplified signatures
• Staff saw faster turnaround and fewer follow-ups

Resulting in quicker revenue recognition and higher customer satisfaction.

Xerox NetSuite Integration

Xerox integrated signNow with NetSuite to route signed documents directly into ERP workflows

• The integration eliminated manual upload steps
• It ensured documents stored with correct metadata and audit trails

Leading to reduced errors and faster internal processing times.

Step-by-step signing process

A clear step sequence helps nontechnical users prepare and complete a document for electronic signature using signNow.

• 01
  Upload Document: Open your account, choose Upload, and select the file from your computer or cloud storage.
• 02
  Add Fields: Drag signature, date, and text fields onto the document where each signer must provide information.
• 03
  Send for Signing: Enter signer emails, choose authentication options, and click Send to generate eSignature requests.
• 04
  Manage Completed: Receive completed PDF with audit trail, download, store, or forward to internal systems automatically.

How the eSignature workflow flows

Electronic signature workflows follow a simple sequence: prepare, authenticate, collect, then store. Each stage is supported by signNow's editor and admin tools.

• Open Editor: Select a template or upload a document to start preparing fields.
• Place Fields: Drag signature and data fields to the correct locations for each signer.
• Authenticate Signers: Choose email, SMS, or two-factor authentication for signer verification.
• Finalize Document: Collect signatures, lock the file, and store with an immutable audit trail.

Core features for digital signatures

Key feature areas support common business needs: signing, templates, batch sending, and detailed audit/security controls to meet operational and compliance requirements.

eSign

Legally binding electronic signatures with timestamps, signer authorization, and stored audit trails to prove intent and sequence.

Templates

Reusable, prefilled templates speed recurring documents and preserve consistent fields, formatting, and signer order across workflows.

Bulk Send

Send one document to many recipients in a single batch for mass agreements, enrollments, or notices with automated tracking.

Audit Trail & Security

Comprehensive audit logs, encryption, and authentication features to support legal admissibility and regulatory requirements.

Best practices for successful eSigning

Follow proven practices to avoid delays, maintain compliance, and make signed documents reliable evidence in disputes or audits.

Verify signer identity proactively

Use two-factor or government ID checks for high-risk or regulated transactions to reduce fraud and strengthen legal defensibility.

Clearly label every field

Provide explicit instructions for signers and use required-field settings to prevent incomplete submissions and back-and-forth corrections.

Set reminders and expirations

Configure automatic reminders and expiration dates to accelerate completions while ensuring old requests are retired appropriately.

Preserve audit trails and metadata

Store completed documents with full audit logs, signer metadata, and version history to support compliance and dispute resolution.

Supported platforms and environments

signNow runs in modern web browsers, native mobile apps, and via APIs for server integrations across cloud environments.

• Web browsers: Chrome, Edge, Safari supported
• Mobile apps: iOS and Android apps
• APIs: REST API and SDKs

For integrations with CRM or ERP systems, administrators should ensure API keys, SSO, and network allowlists are configured to permit secure communication between signNow and internal systems.

Typical workflow settings

Recommended default configuration values and controls for common signing workflows to balance security and usability.

Setting Name	Configuration
Reminder Frequency	48 hours
Access Expiration	30 days
Authentication Method	Two-factor
Audit Trail Retention	7 years
Bulk Send Batch Size	Per plan limits

Feature comparison snapshot

A concise feature availability comparison among signNow, DocuSign, and Adobe Sign for common enterprise needs.

Feature / Capability	signNow	DocuSign	Adobe Sign
Bulk send availability
Audit trail included
HIPAA support	yes, baa	contact vendor	contact vendor
Envelope limits	no envelope cap	100 envelopes/yr	var. by plan

Pricing and plan comparison

Data current as of 2026-05-20. This table highlights starting price, trial, bulk send, audit trails, HIPAA support, and envelope cap 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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Available (select plans)	Available	Available	Available	Available
Audit Trail	Yes, built-in	Yes, built-in	Yes, built-in	Yes, built-in	Yes, built-in
HIPAA Compliant	Yes, BAA required	Contact vendor	Contact vendor	Contact vendor	Contact vendor
Envelope Cap	No envelope cap	100 envelopes/user/year	Var. by plan	Var. by plan	Var. by plan

FAQs and troubleshooting

Common questions and solutions encountered when preparing, sending, and storing digitally signed documents using signNow.

• Why can't a signer open the document?
  Ensure the signer received the correct email and that the original file format is supported. Ask the signer to try a different browser or the mobile app. If the link shows an error, resend the request from the signNow dashboard and confirm the recipient address is correct.
• How to verify signer identity?
  Use built-in authentication options such as SMS code, two-factor authentication, or knowledge-based identity checks for higher assurance. For regulated transactions, enable stronger methods and require documents like government IDs as part of the verification workflow.
• What if a field is missing after upload?
  Open the editor and add required fields manually, then save as a template if reused. For layout shifts, convert the document to PDF before uploading to preserve formatting and prevent missing or misplaced fields.
• How to obtain a record for audit?
  Download the completed PDF with the embedded audit trail from signNow, which includes timestamps, IP addresses, and signer metadata. Store the exported file in your document management system or cloud storage for retention policies.
• How to set up bulk sending?
  Bulk send is available on higher plans. Prepare a single document with placeholder fields, upload a recipient list, and send as a batch. Monitor delivery and completion rates from the bulk send dashboard to track progress.
• Who to contact for compliance questions?
  Consult your legal or compliance team for interpretation of ESIGN, UETA, and HIPAA. For platform specifics, request signNow compliance documentation and SOC 2 reports through your account representative or support channels.