Certinal eSign
Enterprise eSignature for organisations across geographies and regions.
One electronic signature platform where every company, region or business unit runs its own workspace. Every transaction follows its real path through pre-fillers, signers, form fillers and approvers. Every signature comes with evidence that lasts.
- Free implementation
- 1000+ integrations
Trusted by leading enterprises worldwide
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Core capabilities
Eight eSignature building blocks. Every use case runs on them.
1 · Multi-tenancy & admin
Multi-tenant eSignature: every region runs its own.
Each company, region or business unit gets its own tenant, with its own users, data, branding and admins, while a global admin keeps one view of everything.
- Users, groups and rolesGlobal tenant admin and company admins, with role-based access for everyone else.
- Document custody transferWhen an owner moves on, document admins hand their transactions to someone else.
- Retention, branding, custom fields, out-of-officeRetention rules and branding per tenant, custom fields for your metadata, and transactions shared automatically while someone is out.
2 · Transaction types
Electronic signatures, forms and approvals in one flow.
Not every document is a contract. All three are first-class transaction types, with the same audit trail.
Signature transactions
Agreements signed at the assurance level each one needs: SES, AES or QES. Typed, drawn or uploaded signatures.
Form-filling transactions
Onboarding, requests and declarations, with conditional fields, formulas, dates and attachments.
Approval transactions
Sign-offs where what matters is who approved which version, and when.
3 · Workflows
Signing workflows: sequential, parallel, or both at once.
Conditional routing sends a transaction down a different path based on what's filled in.
- Sequential
- Parallel
- Hybrid
- seq0PRE_FILLER · autoProcessYour system
fields pre-filled - seq1SIGNERAccount owner
EMAILPHONE_OTPen-GB - seq2APPROVERLegal
EMAILSSOAPPROVERFinanceEMAILSSO - seq3FORM_FILLERCounterparty
SMSes-ESattachment
webhook
4 · Reach signers
Reach signers where they already are.
Send where people actually look, in the language they actually read, with expiry and reminders handled for you.
- Phone SMS
- QR code
- Links inside your intranet
- Links shared for intake
- Expiry & reminders
Multi-language
Each signer sees the experience in their own language.
- English
- Español
- Français
- Deutsch
- Italiano
- Português (Brasil)
- Nederlands
- Polski
- Čeština
- Svenska
- Русский
- 中文
- 日本語
- ภาษาไทย
- नेपाली
Delegation
Signers delegate to a colleague, so nothing waits on a holiday. Allowed or not, per participant.
Bulk send & sign, auto-sign
Send one document to hundreds of recipients, sign a stack in one pass, and auto-sign where policy allows.
5 · Documents, templates & SmartForms
Upload the documents. AI detects the fields.
PDF, Word, Excel and images, up to 250 MB each. Or put placeholder tags in a Word file, and each tag becomes the right field for the right recipient.
Field types
- Text area
- Alpha
- Numeric
- Alphanumeric
- Date
- SSN
- Formula
- Radio
- Checkbox
- Notes
- Attachments
- Conditional fields
- Private documents
- Comments
- Customer nameFORM_FILLER ·
{{text_r1}} - Start dateFORM_FILLER ·
{{date_r1}} - I accept the termsSIGNER ·
{{check_r2}} - SignatureSIGNER ·
{{sign_r2}}
Tag syntax shown is illustrative; see the API guide for the exact format.
Templates & SmartForms
Versioned
Every change to a template or SmartForm is a new version, so you always know which one a signer saw.
Multi-language & voice-assisted
Forms in the signer's language, with voice assistance for people who'd rather listen than read.
Friendly form filling
A guided, one-question-at-a-time experience instead of a dense PDF.
6 · Signatures, identity & evidence
Electronic signature levels, identity checks and evidence that lasts.
Everyday agreements and approvals, with a one-time password (OTP) sent by email or SMS.
Uniquely linked to the signer through SSO, eID or two-factor verification.
The highest level under eIDAS, for documents that require it.
Identity verification
SSO, eID, Australian ID, Aadhaar, and two-factor with a password plus an OTP sent by SMS or email.
Audit & field audit reports
Who did what, and when, for the whole document and for every field. Scheduled reports arrive on their own.
Long-term validation & NOM-151
LTV keeps signatures verifiable for years; NOM-151 support covers record-keeping in Mexico. Document retention per tenant.
7 · Integrations & APIs
eSignature API for your own applications.
From token to signed document in five calls. Every step below is in the API guide.
- 1AuthenticateOAuth 2.0 client credentials
Bearer token - 2Create a transactionFrom a template, tagged Word file or raw document
POST /rssp/ v1/ transactions… - 3Embed the sender journeyOptional: open the draft inside your app
GET /auth/ v1/ redirect_url - 4Get notifiedWebhooks on transaction and participant events
SENT · COMPLETED · DECLINED… - 5DownloadSigned documents and audit trail
Signed PDF + audit report
In-house integrations
Built and maintained by Certinal.
- iContract
- iRequest
Cloud storage
Signed records land where your teams keep files.
- SharePoint
- OneDrive
- AWS S3
Integrations & APIs
Embedded sender journey, or send from your app.
Your app, Certinal's sender experience
Create the transaction as a DRAFT, ask for a redirect URL, and open it inside your application. Your users define recipients, delete pages and drag and drop fields there.
- hideElements hides the logo header, Save as draft or Save as template
- sourceSystem=provider-portal turns off new uploads and template selection
- preview=true returns a read-only preview of the full layout
# 1. create a draft
POST /rssp/v1/transactions
{ "name": "MSA ABC inc.", "status": "DRAFT" }
# 2. get the sender-journey URL for that draft
GET /auth/v1/redirect_url
?type=redirect
&transaction_id={transactionId}
&hideElements=LogoHeader,SaveAsDraft,SaveAsTemplate
# → data.redirectURL: open it in your appSend with a template
Name the template and the people. Everything else comes from the template: documents, fields and routing.
- Map people to template roles with placeHolder
- Pre-fill data with a PRE_FILLER at sequence 0
- Create it in a sub-tenant with tenantId
POST /rssp/v1/transactions/templates
{
"name": "MSA ABC inc.",
"templateId": "{templateId}",
"status": "SENT",
"participants": [{
"sequence": 1, "role": "SIGNER",
"placeHolder": "supervisor",
"candidates": [{ "name": "John Smith",
"emailAddress": "john.smith@sample.com",
"deliveryChannels": ["EMAIL"] }]
}]
}Send a tagged Word file
Upload documents that already carry placeholder tags, plus the transaction details. Certinal turns each tag into a field for the right recipient.
- Multipart upload: files + transaction
- updateSequence remaps fields to the sequence in your request
POST /rssp/v1/transactions/text-tags
Content-Type: multipart/form-data
files = Agreement.docx
transaction = { "name": "MSA ABC inc.",
"status": "SENT",
"participants": [ … ] }Send any document
Full control: upload the document, then define every participant and every field (position, type, conditions) yourself.
- Roles: SIGNER, FORM_FILLER, APPROVER
- Per signer: delivery channels, authentication, language, attachments
- Webhooks via notificationSubscriptions
POST /rssp/v1/transactions
{
"name": "MSA ABC inc.", "status": "SENT",
"documents": [{ "id": "{uploadedDocumentId}" }],
"participants": [{
"sequence": 1, "role": "SIGNER",
"candidates": [{ "name": "John Smith",
"deliveryChannels": ["EMAIL", "SMS"],
"authenticationInfo": { "authenticationMode": "PHONE_OTP" } }],
"fields": [{ "fieldId": "SIGNATURE", "pages": ["L"] }]
}],
"notificationSubscriptions": [{ "url": "https://…/notify",
"transactionEvents": ["COMPLETED"], "participantEvents": ["COMPLETED"] }]
}Integrations
Connects to the tools you already run
Trigger signing from your systems and get every signed record synced straight back. With 1000+ integrations and a free API on every plan, Certinal eSign fits into whatever you already run.
EHR / EMR, HIS & patient portals
Epic, Cerner, Meditech, Allscripts, and MyChart.
Contract Lifecycle Management
Icertis, Agiloft, Conga, Ironclad, and SirionLabs.
CRM & Sales
Salesforce, Dynamics 365, and HubSpot.
ITSM & Workflow Automation
ServiceNow, Pega, Appian, and Camunda.
Procurement & Sourcing
Coupa, SAP Ariba, Jaggaer, Ivalua, and Oracle.
HR & Onboarding
Workday, SuccessFactors, UKG, iCIMS, and Greenhouse.
Storage & Collaboration
SharePoint, M365, Google Workspace, Box, and OpenText.
APIs, SDKs & Webhooks
REST API, webhooks, MuleSoft, Boomi, and Workato.
Use cases
Same platform, shaped to the work.
Each use case combines the core capabilities differently. Enforceability is only the floor: each industry adds its own rules about who may sign, how they must be authenticated and where the signed record has to live.
Consent and record signatures that hold up on survey
Patient consents, physician orders, prescriptions and payer paperwork - where the question is always who signed, when, and whether the record can be authenticated on survey.
- Patient consents
- Financial-responsibility forms
- Physician orders
- Provider agreements
- Claims supporting documentation
- Substance-use-disorder disclosure consents
- Form-filling
- Intake and consent forms with conditional fields, dates and attachments, one question at a time.
- Multi-language & voice-assisted
- Patients read, or listen to, each form in their own language.
- Identity verification
- SSO, eID or two-factor with a password plus an OTP by SMS or email, set per signer.
- Field audit reports
- Who signed which field, and when, for every entry in the record.
- Reach signers
- Patients sign by email, SMS, WhatsApp or a QR code.
- Multi-tenancy
- Each hospital, clinic or business unit runs its own workspace.
- 1Patient completes the consent in their own language
- 2Staff and clinicians sign in the order the record needs
- 3The signed record is sealed with a field-level audit trail
The rules these signatures answer to
Enforceability, federal and state
Gives patient consents, financial-responsibility forms and provider agreements the same legal force as ink, once consent, attribution and retention are evidenced.
Medical record authentication
Under the hospital Conditions of Participation, every record entry must be dated, timed and authenticated by the person responsible for the service - in written or electronic form.
DEA EPCS
Signing a controlled-substance prescription requires identity proofing and two-factor authentication at the moment of signature, not just at login.
Claims attachments & e-signatures
The first HIPAA-adopted electronic-signature standards for claims supporting documentation. Effective May 26, 2026, with compliance required by May 26, 2028.
Substance-use-disorder consent
Disclosure requires a patient-signed written consent carrying prescribed elements, which may be signed electronically where those elements are preserved.
Consent, witness & notary statutes
Advance directives, POLST forms and some surgical consents carry witness or notarization requirements that differ state by state and cannot be assumed away.
Trial, batch and device records where every signature is inspected
Trial documentation, batch records and design files - where a signature is inspected evidence and ESIGN enforceability is only the starting point.
- Informed consent & eConsent
- Form FDA 1572
- Financial-disclosure forms
- Delegation logs
- Batch & master production records
- Deviation investigations
- Quality-system approvals
- Approval-only
- Reviewer and second-checker sign-offs that record who approved which version, and when.
- Versioned templates
- Every change to a template or SmartForm is a new version, so you know which one each signer saw.
- Signature levels
- SES, AES or QES per document, with AES uniquely linked to the signer through SSO, eID or two-factor.
- Hybrid routing
- Sponsor, CRO and investigator site, in sequence or in parallel, as each document needs.
- Multi-language
- Subjects see the consent in their own language.
- Long-term validation
- Signatures stay verifiable for years, with retention set per tenant.
- 1The preparer signs the record
- 2An independent second checker signs
- 3The approval is sealed with a field-level audit trail
The rules these signatures answer to
Electronic records & signatures
Requires unique credentials, a signature manifestation showing printed name, date, time and meaning, and an audit trail that cannot be altered or obscured.
Electronic systems in clinical investigations
Sets FDA's current expectations for how electronic signatures are captured and how signing vendors are qualified across sponsors, CROs and investigator sites.
Informed consent & eConsent
Consent signed electronically still needs comprehension checks, a copy for the subject and, where required, the signature of an impartial witness.
Investigator statement (Form FDA 1572)
The investigator's signed commitment, with financial-disclosure forms and delegation logs, must be attributable to a named individual and retained in the trial master file.
cGMP record signatures
Master production records and deviation investigations require the dated signature of the person who prepared them and of an independent second checker.
Device document approval
Quality-system documents must be reviewed and approved with the identity and date of the approver recorded - now harmonized with ISO 13485 under the QMSR.
Enforceable customer agreements, kept where they can be produced
Account opening, lending, mortgage and policy paperwork - where the enforceability of the signature and the custody of the signed record are both examined.
- Account opening
- Loan agreements
- Mortgage closings
- Insurance policies
- ACH debit authorizations
- Client agreements
- Form-filling
- Applications with conditional fields, formulas and attachments.
- Signature levels
- SES for routine paperwork, AES where a signer must be uniquely linked through SSO, eID or two-factor.
- Reach signers
- Customers sign by email, SMS or WhatsApp, with expiry and reminders handled.
- Bulk send
- One document to hundreds of customers at once.
- Retention & storage
- Retention rules per tenant, and signed records that land in SharePoint, OneDrive or AWS S3.
- Audit reports
- Who did what, and when, for the whole document and every field, with scheduled reports.
- 1Customer completes the application
- 2Approvers sign off in parallel
- 3Customer signs; the record is sealed and stored
The rules these signatures answer to
ESIGN consumer consent
Consumers must affirmatively consent to electronic records and reasonably demonstrate they can access the format used, before the agreement is presented for signature.
UETA and New York ESRA
Forty-nine states plus DC follow UETA, and New York runs its own electronic signatures and records act - so multistate lending has to satisfy both regimes.
Regulation E, Z and B
Electronic disclosures tied to a signed agreement carry prescribed timing, retainability and provable-delivery obligations layered on top of ESIGN consent.
eNotes, MERS eRegistry & remote notarization
Transferable records require a single authoritative copy under UETA and ESIGN, and whether the closing can be notarized remotely is set state by state.
NACHA WEB debit authorization
Consumer ACH debit authorization must be in writing and signed or similarly authenticated, with a copy retained and producible on request.
SEC Rule 17a-4 and FINRA 4511
Signed client agreements must be retained in tamper-evident form, indexed and produced promptly - which governs where the executed copy lives after signing.
One signing flow across every plant, entity and supplier
Supplier contracts, quality approvals and regulatory certifications signed across plants, entities and business units.
- Supplier contracts
- Supplier quality agreements
- Specification & drawing sign-offs
- Deviation requests
- Environmental report certifications
- OSHA annual summary certifications
- Multi-tenancy
- Each plant, entity or business unit runs its own workspace.
- Approval-only
- Quality sign-offs without the overhead of a contract.
- Form-filling
- Supplier onboarding and deviation requests with conditional fields and attachments.
- Hybrid routing
- Quality and engineering in parallel, then the supplier.
- Delegation
- Signers delegate to a colleague where the participant allows it, so nothing waits on a holiday.
- Multi-language
- Signers in each plant's own language.
- 1The plant sends the document from its own workspace
- 2Quality and engineering approve in parallel
- 3Supplier signs; audit trail sealed
The rules these signatures answer to
UCC Article 2 statute of frauds
Contracts for goods above the statutory threshold need a signed writing, satisfied electronically only where attribution and intent to sign are evidenced.
EPA CROMERR
Electronic signatures on environmental reports require identity proofing, a signed electronic-signature agreement and copy-of-record integrity checks.
OSHA recordkeeping certification
The annual injury-and-illness summary must be certified by a company executive, and that certification is retained for five years.
Federal contracting signatures
Agencies may accept electronic signatures on offers, awards and modifications, so government-facing paperwork can be signed electronically where the agency permits it.
Notarization & remote online notarization
Lien waivers, affidavits and corporate resolutions attached to a contract may require notarization, and remote-notarization acceptance varies by state.
Spec, drawing and PPAP approvals across plants, OEMs and sub-suppliers
Dealer finance and title paperwork on one side, supplier approvals on the other - both with prescriptive rules about how a signature is captured and assigned.
- Production part approvals (PPAP)
- Specification & drawing sign-offs
- Deviation requests
- Supplier quality agreements
- Retail installment contracts & leases
- Title & registration paperwork
- Multi-tenancy
- Each plant or division runs its own workspace.
- Approval-only
- Sign-offs without the overhead of a contract.
- Hybrid routing
- Supplier first, OEM functions in parallel, then sub-suppliers.
- Bulk send
- One revision to every affected sub-supplier at once.
- Multi-language
- Signers in each plant's own language.
- NOM-151
- Record-keeping for plants in Mexico.
- 1Supplier quality approves the part submission
- 2OEM quality and engineering approve in parallel
- 3Sub-supplier signs; audit trail sealed
The rules these signatures answer to
Odometer disclosure
Electronic odometer disclosures are permitted where the system meets federal integrity requirements and the state has adopted an approved electronic process.
Regulation Z and Regulation M
Retail installment contracts and consumer leases carry disclosure content and delivery rules that sit on top of the signature itself.
Transferable records
Assigning an electronic retail installment contract to a lender depends on maintaining a single authoritative copy with controlled custody.
E-titling & DMV acceptance
Title, lien and registration paperwork follows state-specific rules, so the accepted signature type and evidence package differ by jurisdiction.
Powers of attorney & notarized title documents
Secure powers of attorney and some title assignments require notarization, so acceptance turns on whether the state recognizes remote online notarization.
Lease agreements, renewals and amendments across a property portfolio
- New leases
- Renewals & extensions
- Amendments & side letters
- Tenant onboarding forms
- Notices
- Embedded sender journey
- Leasing staff prepare and send leases inside your own leasing application, with no separate tool to open.
- Placeholder tags
- Tags in the Word lease become fields for the right party, tenant or landlord, with no manual placement.
- Multi-tenancy
- Each country or property portfolio runs its own workspace and branding.
- Hybrid routing
- Leasing manager, then legal and finance in parallel, then tenant, then landlord countersignature.
- Signature levels
- SES for routine paperwork, AES or QES where a lease requires it.
- Reach signers
- Tenants sign by email, SMS or WhatsApp.
- Retention & LTV
- Leases stay verifiable for their whole term and beyond.
- 1Leases start in the customer's own app, in every country
- 2Fields are ready the moment a lease is uploaded
- 3Tenant and landlord sign; the record is sealed
How it works
Three moves to signed, built for real workflows
Prepare, sign, and manage every agreement on one platform - engineered for the way documents actually move through a large organization: across teams, systems and borders, under real compliance pressure.
AI-powered from document to send
Certinal detects fields automatically, guides setup, and routes documents to the right people - so there's less manual work and fewer errors before anything is sent.
- Auto field detection - AI places signature and data fields on any document or template.
- Bulk signing and templates - prepare once, send hundreds of agreements at scale, on brand.
- Smart forms and data capture - turn static, paper-based forms into dynamic digital workflows.
Sign on any device, with the right assurance
Match the level of identity assurance to the risk of each document, then let recipients sign in seconds from any device - no account, download or sign-up.
- Flexible authentication - email and OTP, knowledge-based checks, biometric, and identity verification.
- Configurable signing order - sequential, parallel, conditional routing, and automated reminders.
- White-label experience - your branding end to end, which lifts completion rates.
Stored, synced, and defensible
Every completed agreement is captured with a detailed, tamper-evident record, then synced straight back into the systems your teams already run.
- Complete audit trails - who did what, when, with timestamps, IP, and tamper-evidence that holds up.
- Blockchain-backed evidence - immutable trails and tamper-evident digital certificates.
- Synced to your stack - signed records flow back to CRM, ERP, HRMS, and cloud storage automatically.
FAQ
Frequently asked questions
The details legal, IT, and procurement teams check before they sign off on an eSignature platform.
What is an electronic signature?
Are electronic signatures legally binding?
What's the difference between an electronic and a digital signature?
Is API access really free?
How does Certinal keep documents secure?
What document formats does Certinal support?
Can signers sign on any device?
What systems does Certinal integrate with?
Can each country, company or business unit have its own Certinal workspace?
Which electronic signature levels does Certinal support?
How does Certinal verify who is signing?
Can some people sign in order and others at the same time?
Does every Certinal transaction need a signature?
How do signers receive documents?
Which languages can signers use?
Can we embed the Certinal sending experience in our own application?
How do we send documents for signature from our own system?
What evidence does Certinal keep, and for how long do signatures stay verifiable?
Does Certinal support NOM-151 for Mexico?
Ready to make every agreement faster, safer, and simpler?
See how Certinal eSign fits your workflows, your compliance requirements, and your systems - with a walkthrough built around your use case.
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