Ensuring Salesforce electronic signature compliance: What every admin should know

Getting documents signed is only half the job. In Salesforce, where contracts, agreements, and approvals often flow through automated processes, the way those signatures are captured and stored matters just as much as the signature itself.

E-signatures are legally binding in most countries, but only when used correctly. If the tool you pick doesn’t meet the legal or technical standards for your industry, you risk contract disputes, failed audits, or data breaches.

This guide explains what every Salesforce admin should know about e-signature compliance. We’ll cover legal basics, feature requirements, and practical setup tips to help you stay safe and efficient.

‍

Difference between electronic and digital signature in Salesforce

These terms are often used interchangeably, but they’re not the same. Understanding the difference is key if you're responsible for compliance in Salesforce.

‍

Electronic signature in Salesforce (e-signature)

‍

An electronic signature is any symbol, click, or action that shows someone agrees to a document or record. In Salesforce, this could be as simple as:

• Typing a name;
• Clicking “I agree”;
• Signing with a finger on a touch screen.

It’s legally valid in many cases, but the law also requires that you can prove who signed it, when, and what they agreed to. That’s where many basic electronic signature software for Salesforce fall short.

‍

Digital signature in Salesforce

‍

A digital signature is a more secure method that uses encryption and certificates to:

• Prove the signer’s identity;
• Lock the signed document so it can’t be changed;
• Validate the signature over time.

Digital signatures rely on public key infrastructure (PKI). In practice, this means that the signer is verified by an official authority, and their signature is linked to a digital certificate.

‍

How it applies to Salesforce

‍

Some tools on the AppExchange offer only basic e-signature functions enough for low-risk approvals or internal use. But if your contracts involve customers, legal teams, or cross-border agreements, you may need electronic signatures with full audit trails and long-term validation.

‍

Legal frameworks to know

E-signatures are legal in most countries, but the rules differ depending on where your business operates and what kind of documents you're signing. As a Salesforce admin, it’s important to know which framework applies and what each one requires, especially if your company works with sensitive data or operates internationally.

‍

European Union: eIDAS signature Regulation

‍

The eIDAS Regulation (EU No 910/2014) is the legal foundation for electronic signatures across all EU member states. It defines three types of signatures:

‍

Simple Electronic Signature (SES)

A basic signature, such as typing a name or ticking a box. Easy to use but offers little proof of identity or integrity.

‍

Advanced Electronic Signature (AES)

Must be uniquely linked to the signer, capable of identifying them, and protect the signed data from tampering. Usually involves cryptographic keys.

‍

Qualified Electronic Signature (QES)

Built on AES but issued by a Qualified Trust Service Provider (QTSP) and backed by a digital certificate. It has the same legal status as a handwritten signature in court.

If you're handling contracts, legal documents, or regulated data in the EU, you’ll likely need QES for full legal assurance.

‍

United States: ESIGN and UETA

‍

In the U.S., two federal laws govern electronic signatures: ESIGN Act (2000) and UETA (1999). Both confirm that electronic signatures are legally binding if they meet basic conditions:

• The signer had the intent to sign;
• They consented to use electronic means;
• The signature is logically connected to the signed record;
• The record is stored in a way that can be reproduced.

These laws are flexible but still require proper process design to make signatures enforceable, especially in Salesforce, where clicks and approvals must be traceable.

‍

Other compliance considerations: HIPAA, GDPR, SOC 2

‍

Depending on your industry, you may need to meet additional rules beyond proving that the signature is valid:

• HIPAA (U.S. healthcare): requires data protection for any signed patient-related documents;
• GDPR (EU): mandates strict control over personal data, including signer info and document storage;
• SOC 2: focuses on how systems handle data security, confidentiality, and integrity.

These regulations do not define signature types, but they affect how you store, secure, and access signed documents in Salesforce.

‍

Key compliance features admins should look for

Not all e-signature tools are built for compliance. As an admin, you need to make sure the tool you choose meets both legal and operational standards. Here are the features to check before integrating any solution into your Salesforce org:

‍

Signature type support (SES, AES, QES)

‍

Make sure the tool supports the type of signature your legal team requires. For regulated industries or EU-based operations, this often means Advanced or Qualified Electronic Signatures. Some tools offer only basic electronic signatures with Salesforce, which may not be valid for contracts or regulated use cases.

‍

Full audit trail

‍

A compliant e-signature must include a complete audit trail that captures:

• Who signed the document;
• When they signed (timestamp);
• IP address or location (if available);
• Any changes made to the document before or after signing.

This data should be accessible from within Salesforce and stored securely.

‍

Secure document storage

‍

The signed document must be stored in a way that prevents unauthorized access or tampering. Ideally, the tool should offer encryption at rest and in transit, with role-based access controls inside Salesforce. For sensitive industries, look for solutions with GDPR, HIPAA, or ISO/IEC 27001 certifications.

‍

Signer identity verification methods

Compliance often depends on how well you can prove the identity of the signer. Look for tools that support verified identity methods, such as:

• National eIDs (e.g. BankID, Smart-ID);
• Email and phone verification;
• OAuth-based authentication.

‍

Consent capture

‍

The signer must give clear and informed consent to use an electronic signature. This is a legal requirement in most regions. The tool should show a consent message before the signing action and log that acceptance in the audit trail.

‍

Signature validity over time

‍

Some documents may need to be validated months or years after signing. Look for tools that support Long-Term Validation (LTV), which includes cryptographic proofs and time-stamping. Without this, you may not be able to prove the document’s authenticity in the future.

‍

Document integrity protection

‍

After a document is signed, it should be locked to prevent edits. A compliant e-signature tool must protect against tampering by sealing the file and invalidating the signature if any changes occur. This feature is especially important for contracts, legal filings, or compliance documents.

‍

Electronic signature integration with Salesforce

Salesforce gives you several ways to integrate e-signature tools, depending on your technical setup and security needs:

‍

AppExchange apps

‍

Many providers offer managed packages on AppExchange that you can install directly. These often come with ready-to-use components, objects, and Flow actions. They’re the best choice for low-code teams who want fast setup with built-in support and updates.

‍

Apex and REST APIs

‍

For more advanced or customized flows, you can use APIs to connect Salesforce to your e-signature provider. This integration gives you full control over how documents are generated, signed, and tracked, but requires development effort.

‍

Flow components

Some tools provide Flow actions or screen components that can be used inside Salesforce Flows. Admins can build signing processes without code, using clicks to define logic, routing, and notifications.

‍

External signing links

A simple but less secure method is sending the recipient a signing link that usually redirects to an external portal and may not track user behavior or identity in Salesforce. Use this only for low-risk documents or early-stage interactions.

‍

What's the best e-signature software for legal documents in Salesforce?

Before choosing a solution, make sure it fits your compliance needs, works with your Salesforce setup, and offers the level of control you need as an admin.

We’ve already compared the best Salesforce electronic signature apps, including DocuSign, Adobe Sign, SignNow, Dropbox Sign, and Dokobit — which is our recommended choice for teams that need Qualified Electronic Signatures (QES) or full eIDAS compliance. Check out the detailed comparison in our guide.

‍

Why we recommend Dokobit

‍

Most tools offer basic signature functions and focus on visual simplicity. Dokobit goes further by supporting:

• Qualified Electronic Signatures (QES) for full legal validity across the EU;
• National eIDs like BankID, Smart-ID, itsme, MitID, FTN, and others;
• Full signing experience inside Salesforce: users do not need to leave the platform;
• Real-time status tracking and reminders inside Salesforce;
• Secure storage and GDPR-compliant workflows;
• Support for both internal and external flows.

If you work in finance, legal, real estate, or the public sector, Dokobit helps you meet strict signature and storage rules without compromising on user experience.

‍

Common admin mistakes that create compliance risks

Even with a good e-signature Salesforce tool, poor setup can lead to serious compliance problems. Here are some of the most common pitfalls to watch out for.

‍

1. Allowing signature actions without audit logging

‍

If a document is signed but there’s no reliable record of who initiated the process, when the signature happened, or what version of the document was signed, you won’t have the evidence needed to defend the agreement in court or during audits.

Audit logs should include:

• User ID of the person initiating the action;
• Timestamps for each step (sent, viewed, signed);
• Status updates and error handling;
• Connection to the related Salesforce record (e.g. Opportunity or Case).

Some tools generate audit logs outside of Salesforce. Ideally, this data should be pushed into Salesforce or referenced from a secure location.

‍

2. Not controlling access to signed documents

‍

Signed files often include personal or sensitive business information. If access to these files isn’t restricted, anyone with broad object-level permissions might be able to download, share, or modify them.

What to do:

• Use role hierarchies and sharing rules to limit visibility;
• Set file-level permissions or store documents in encrypted file fields;
• Audit who has viewed or accessed signed files over time;
• Use Document or Content Delivery tracking when sharing externally.

‍

3. Using non-compliant signature methods for regulated contracts

‍

Some admins assume that any electronic signature in Salesforce is valid for all use cases. However, many industries and regions require specific types of signatures with identity checks and cryptographic protection.

For example:

• EU public sector contracts often require QES;
• U.S. healthcare providers under HIPAA must ensure secure access and audit trails;
• Financial documents might require AES or above, depending on local laws.

Using SES (e.g. a checkbox or typed name) when the law calls for a QES could result in the contract being rejected or challenged.

‍

4. Not updating expired certificates or validation tokens

‍

Digital signature tools rely on cryptographic certificates to verify the signer and the document's authenticity. These certificates expire. If you don’t replace them on time, previously signed documents might appear invalid, and new signing actions might be blocked.

Additionally, most integrated tools require API tokens or connected app credentials. If these aren’t monitored or refreshed before expiration, signing flows may silently fail.

What to check:

• Certificate expiration dates in your e-signature tool;
• Connected App and OAuth token expiration policies in Salesforce;
• Scheduled alerts or monitoring for upcoming expirations.

‍

5. Not backing up signed files securely

‍

Signed contracts can be business-critical. If your Salesforce org is compromised, or if files are deleted by mistake, you could lose access to important records.

Here is what you can do:

• Set up regular backups that include signed files;
• Use version-controlled, encrypted storage;
• Avoid relying only on the e-signature vendor’s storage unless it includes long-term retention and export options;
• Confirm that your backup complies with relevant regulations (e.g. GDPR data residency).

‍

6. Storing signed PDFs outside Salesforce without secure link tracking

‍

Some orgs use external storage systems like Google Drive, Dropbox, or SharePoint to store signed documents. While this can reduce storage costs, it creates risks if the access links are shared without control.

Without secure tracking:

• You can't tell who accessed or downloaded the file;
• Expired links may still work if not manually revoked;
• Links may be forwarded, violating internal or legal policies.

Follow these best practices:

• Use signed URLs that expire automatically;
• Limit access by IP or authentication level;
• Log every file access or download event;
• Consider storing the most sensitive documents directly in Salesforce with encrypted file fields.

‍

Steps to stay compliant as a Salesforce Admin

Admins play a key role in ensuring that e-signature processes in Salesforce meet legal and security standards. Here’s a step-by-step checklist to help you set up and maintain a compliant solution.

‍

1. Understand which signature type is legally required

‍

Before setting anything up, find out whether your organization needs SES, AES, or QES. The right choice depends on your region, industry, and document type. Work with your legal or compliance team to clarify the requirements.

‍

2. Choose a tool that meets those needs

‍

Not every e-signature tool supports all signature levels or identity verification methods. Make sure the tool you select can deliver what’s needed, whether that’s QES with eID authentication or basic internal approvals.

Tip: If you're in the EU and need QES, Dokobit is a strong choice.

‍

3. Document the signature flow and approval chain

‍

Map out exactly how the signature process works:

• Who initiates it;
• Who signs and in what order;
• What triggers success or failure;
• Where the signed document is stored.

Write these points down in a system design doc or admin guide so it’s easy to audit or troubleshoot later.

‍

4. Configure access controls and encryption settings

‍

Signed documents should only be visible to the right users. Apply:

• Object- and field-level security;
• Role-based access;
• Encryption at rest (e.g., Shield Platform Encryption for sensitive data).

Also ensure external signers can’t access more than they should.

‍

5. Log signature activity (ideally inside Salesforce)

‍

Make sure each signature event is logged with:

• Signer’s identity;
• Timestamps;
• Status (sent, opened, signed, failed);
• Related Salesforce record.

Some tools store logs externally, so consider importing key data into Salesforce for visibility.

‍

6. Set up alerts for missing or expired signatures

‍

Use Scheduled Flows, Reports, or external tools to notify users when:

• A document hasn't been signed after a certain time;
• A certificate or API token is about to expire;
• A signature process fails or stalls.

Alerts help prevent delays and keep contracts moving.

‍

7. Regularly audit integration settings and user roles

‍

Admins should schedule a quarterly or monthly check of:

• Connected apps and API users;
• Admin and system permissions;
• Access to signed documents;
• Any changes to Flow, Apex, or signature logic.

Audits prevent unauthorized changes and ensure nothing breaks silently.

‍

8. Train users on compliant signing processes

‍

Even the best system fails if users bypass it. Make sure users know:

• Which documents must be signed;
• What tools to use and when;
• How to check signature status;
• Who to contact if something fails.

Training reduces human error and helps you maintain trust and legal protection.

‍

Questions admins should ask before deploying any e-signature tool

Before adding any e-signature solution to your Salesforce org, take time to evaluate more than just features and pricing. These questions help you catch compliance and security gaps early before they become a problem.

‍

Does the tool support the level of signature we legally need?

‍

Check whether the tool supports Simple, Advanced, or Qualified Electronic Signatures (SES, AES, QES). If your company operates in the EU or in regulated industries like finance or healthcare, you may need QES or AES for contracts to be valid.

‍

Where is the signed document stored?

‍

Find out if documents are stored inside Salesforce, in the vendor’s system, or in external cloud storage. You’ll need to ensure the storage location meets your legal and data residency requirements, especially under GDPR.

‍

How is access to signed records managed?

‍

Make sure the tool offers permission controls that align with your Salesforce role hierarchy and sharing rules. Ask how file visibility is handled for both internal users and external signers.

‍

Can we track changes or access to the document?

‍

You should be able to see who signed, when they signed, and whether anyone accessed or tried to modify the document after signing. The audit trail must include timestamps, signer ID, and document versioning.

‍

What happens if the tool is discontinued or compromised?

‍

Check if you can export your documents and audit trails in a readable format. Ask what happens if the vendor goes offline, loses data, or ends support. Make sure you can still prove signature validity long-term without depending on the tool.

‍

Dokobit for secure, compliant signatures in Salesforce

For EU-based organizations that require Qualified Electronic Signatures (QES) and need their signatures to be fully eIDAS compliant, Dokobit is one of the most secure and reliable options available. It supports national eIDs like:

• National ID cards,
• Mobile ID,
• Smart-ID,
• eParaksts mobile,
• Audkenni app,
• BankID,
• FTN,
• itsme,
• MitID,
• iDIN,
• Swisscom,
• SignicatID,
• Estonian e-Residency, 

and others, making it ideal for cross-border agreements and regulated industries such as finance, legal, and real estate.

‍

At Noltic, we’ve set up Dokobit for clients who needed:

• A fully embedded signing experience inside Salesforce;
• Real-time status tracking for documents and signatures;
• Support for both internal and external signing flows;
• Long-term signature validation with cryptographic time stamps;
• GDPR-compliant and ISO/IEC 27001 certified storage and audit logs.

What makes the setup even more effective is how we tailor it to each client’s environment. Our team can:

• Align signing workflows with existing Salesforce logic and automation;
• Integrate signatures into lead, contract, or case processes;
• Set up reminders and access roles using Flow, Apex, or Marketing Cloud;
• Support mixed-signature scenarios, such as SES for low-risk approvals and QES for formal contracts.

Whether you're in the public sector, banking, legal, or SaaS, Dokobit is the best e-signature solution for Salesforce that offers the compliance, security, and user experience that regulated orgs need. We stand behind it because we've seen it work, in real projects, with real legal requirements.

‍

FAQs

Are basic electronic signatures (SES) enough for contracts in Salesforce?

That depends on the e-signature legal requirements in your country and the contract type. For example, under eIDAS, SES may not be valid for certain financial, legal, or public sector documents. Always check with legal teams before using SES alone.

‍

Can I store signed documents outside of Salesforce?

You can, but it’s risky. If you do, make sure access is tightly controlled, documents are encrypted, and links are logged. Some industries (like healthcare or finance) may require signed records to stay within certified systems.

‍

How do I verify if an e-signature app is compliant with GDPR or HIPAA?

Check the vendor’s documentation for compliance certifications. Ask about data storage locations, consent handling, access logs, and retention policies. Also, confirm that the tool supports user data export and deletion if needed.

‍

What’s the difference between Salesforce digital signature and e-signature?

Electronic signatures (e-signature) refer to the legal intent to sign. Digital signatures are a technical method of securing and validating a document (e.g. with cryptographic keys). Some tools combine both. If your contract needs tamper-proof evidence, make sure digital signature is included.

‍

Can I track who signed and when inside Salesforce?

Yes, if the e-signature tool has native Salesforce integration. Look for solutions that record signer info, timestamp, IP address, and document version directly inside Salesforce objects or related lists.