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Electronic Form

Use a Electronic Form template to make your document workflow more streamlined.

What Electronic Form means in practice

An Electronic Form is a digital document completed through typed information, selections, signatures, or attached records rather than paper-only handwriting. In signNow, the sender uploads the form, signNow detects available fillable fields, and the sender assigns fields to each signer. Signers review the document, provide required information, and apply an electronic signature. The platform records signing events in an audit trail. In the United States, ESIGN and UETA generally recognize electronic signatures when intent, consent, attribution, and record retention requirements are satisfied.

Who uses Electronic Form workflows

Business documents

Businesses use Electronic Form for contracts, NDAs, HR records, invoices, and consent documents when participants need to complete and sign remotely. signNow supports field placement, signer routing, mobile signing, and audit-trail capture for these workflows.

Industry records

Healthcare, financial, legal, education, insurance, construction, and government teams use Electronic Form workflows for approvals, patient forms, tax documents, policies, and agreements. Requirements vary by document and jurisdiction, so apply the relevant authority and organizational controls.

How Electronic Form works in signNow

Electronic Form moves through four signNow stages: upload, field preparation, signer routing, and completion with audit evidence.

  • Upload document: Upload the Electronic Form PDF to signNow.
  • Prepare fields: Auto-detect fields, then correct or add required fields.
  • Route signing: Route the form to each signer in order.
  • Preserve record: Collect signatures and retain the completed audit trail.

Complete Electronic Form in signNow

Follow this signNow workflow to convert an Electronic Form into a completed, signed document with traceable completion evidence.

  • Upload form:

     Upload the Electronic Form PDF.

  • Detect fields:

     Let signNow detect fillable fields.

  • Assign signers:

     Add signers and signature fields.

  • Send form:

     Send the form for completion.

  • Store evidence:

     Store the signed file and audit trail.
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How the Electronic Form audit trail works

The audit trail preserves who signed the Electronic Form, what happened, and when, creating a reviewable record for business transactions.

01

Authenticate signer:

 signNow records the signer’s email, authentication method, and signing-session identity.
02

Capture timestamp:

 Each signing action receives a server-recorded date and time.
03

Hash document:

 The completed Electronic Form receives a cryptographic document hash.
04

Seal record:

 The signed file and event history receive tamper-evident protection.
05

Link events:

 The audit trail links signer actions, timestamps, and document changes.
06

Export evidence:

 Authorized users can retrieve or export the completed audit trail.

Features for completing Electronic Form

Electronic Form workflows combine field placement, signer routing, mobile access, and audit evidence so a document can move from upload to completed record.

Fillable fields

Upload an Electronic Form PDF and place signature, date, initials, and text fields before sending it to the required signer.

Signer routing

Send the completed Electronic Form by email or a shareable signing link, while preserving signer order and assigned responsibilities.

Audit trail

Capture timestamps, signer identity, IP details, and document history for an auditable Electronic Form record.

Mobile signing

Use signNow mobile apps to review and sign Electronic Form documents from supported iOS and Android devices.

Secure storage

Store signed Electronic Form files with their completion evidence for controlled retrieval and business recordkeeping.

Compliance controls

Apply authentication and compliance controls appropriate for business records governed by ESIGN, UETA, or HIPAA workflows.

Connect Electronic Form workflows to business systems

Named signNow integrations connect Electronic Form preparation, routing, approvals, and storage with the systems teams already use.

Salesforce
Procore
Zapier
Microsoft Teams
Hub spot
Box
Microsoft

Electronic Form pricing and plan features

signNow pricing and plan details are verified below; competitor prices and capabilities are marked Not verified where the supplied vendor data does not establish them.

FeaturessignNowDocuSignAdobe SignPandaDocDropbox Sign
Starting price$8/user/mo annuallyNot verifiedNot verifiedNot verifiedNot verified
Free trial7 days, no cardNot verifiedNot verifiedNot verifiedNot verified
Bulk sendBusiness Premium includedNot verifiedNot verifiedNot verifiedNot verified
Audit trailIncluded in BusinessNot verifiedNot verifiedNot verifiedNot verified
HIPAA complianceAvailable with BAANot verifiedNot verifiedNot verifiedNot verified

Electronic Form record retention periods

Electronic Form retention depends on the record’s purpose; apply the governing rule rather than one universal period, and preserve the signed file with its audit evidence.

01

Three years: federal tax records

IRC §6501(a) generally allows the IRS three years from filing to assess tax.
02

Six years: substantial understatement

IRC §6501(a) extends the period to six years for substantial income understatement.
03

Three years: payroll records

29 CFR §516.5 requires covered payroll records for three years.
04

Five years: injury records

29 CFR §1904.33 requires OSHA injury records for five years following the record year.
05

Six years: HIPAA records

45 CFR §164.530(j) requires HIPAA documentation for six years from creation or last effective date.

Best practices for Electronic Form records

Reliable Electronic Form recordkeeping connects the signed document, audit evidence, access controls, and the retention rule governing that record.

Map retention to the governing rule

Use the record’s legal category to set retention. For federal tax records, apply IRC §6501(a); for HIPAA documentation, apply six years under 45 CFR §164.530(j). Do not use a single retention period for every Electronic Form.

Preserve the audit trail with the form

Export or retrieve the completed Electronic Form together with its audit trail, signer details, timestamps, and completion evidence. Store both files in an access-controlled repository so reviewers can assess the document and its signing history together.

Restrict access to sensitive records

Limit access to Electronic Form records according to job responsibilities and the information involved. Remove unnecessary personal data, verify recipients before sending, and document authorization for any later download or disclosure.

Verify retrieval before disposition

Test the stored Electronic Form and audit trail for readability before the retention period ends. Keep a documented disposition process, and extend preservation when litigation, an investigation, or a regulatory request requires it.

Documents requiring added safeguards

Notarization rules

 Use required acknowledgment

Wills and codicils

 Excluded from ESIGN

Family law

 Court procedures control

Real-estate deeds

 Deed recording rules apply

Electronic Form troubleshooting questions

Use these answers to resolve field, signer, compliance, plan, and evidence questions when completing Electronic Form with signNow.

Upload the original Electronic Form PDF again, then confirm that signNow detects its fillable areas. If fields are missing, add signature, date, and text fields manually before sending. The Business plan includes templates and audit trails for the completed document.

A signer can often complete an assigned Electronic Form without creating an account. Confirm the email address, resend the invitation, or provide a signNow signing link. If stronger identity evidence is required, configure SMS authentication or another available signer-authentication control.

For consumer-facing Electronic Form transactions, obtain consent to electronic records and disclose the right to paper records under ESIGN, 15 U.S.C. §7001(c). Confirm the signer can access the electronic format before relying on electronic delivery.

signNow Business is listed at $8 per user per month with annual billing and includes audit trails. Business Premium is $15 and adds bulk send; Enterprise is $30 and adds advanced signer authentication and integrations.

A signed Electronic Form can be legally effective when intent, consent, signer attribution, and record retention are demonstrated. ESIGN, 15 U.S.C. chapter 96, and UETA provide the relevant U.S. framework, subject to excluded documents and state requirements.

If the Electronic Form contains protected health information, signNow identifies HIPAA compliance as requiring a business associate agreement. Confirm the BAA and apply organizational access, retention, and disclosure controls before processing PHI.

ROI at a Glance

Key performance indicators that demonstrate SignNow's proven track record.

28M+Documents signed
13+Years in business
4.6/5Average G2 rating

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