Leveraging Microsoft SharePoint for Legal Firms: Implementing Authorized Digital Signatures

Microsoft SharePoint has evolved into a robust platform for document management, collaboration, and workflow automation, making it an ideal solution for legal firms seeking to streamline operations while maintaining compliance and security.

For law firms, one critical area of focus is the implementation of authorized digital signatures, which ensure legally binding agreements, enhance efficiency, and maintain a secure audit trail.

This article explores how SharePoint can be utilized by legal firms, with a deep dive into the technologies and partners required to implement authorized digital signatures effectively.

Why SharePoint for Legal Firms?

Legal firms handle vast amounts of sensitive data, including contracts, client correspondence, case files, and compliance documents.

SharePoint, as part of Microsoft 365, offers a centralized, cloud-based repository that supports secure document storage, version control, and collaboration. Its integration with other Microsoft tools like Teams, OneDrive, and Outlook creates a seamless ecosystem for legal professionals. Key benefits for legal firms include:

• Secure Document Management: SharePoint’s granular permission settings and data encryption ensure that sensitive client information remains protected, aligning with regulations like GDPR and HIPAA.
• Collaboration and Co-Authoring: Lawyers and paralegals can work simultaneously on documents, with version history tracking every change to maintain accuracy and accountability.
• Workflow Automation: SharePoint’s integration with Power Automate allows firms to automate repetitive tasks like document approvals and client notifications, reducing manual errors.
• Scalability: Firms can create matter-centric sites for each client or case, organizing documents and tasks in a scalable structure tailored to their needs.

For legal firms, one of the most transformative features is SharePoint’s ability to support authorized digital signatures, which streamline contract execution and ensure compliance with legal standards.

Digital Signatures in Sharepoint

Digital signatures are electronic equivalents of handwritten signatures, backed by cryptographic technology to verify authenticity and integrity. For legal firms, authorized digital signatures are critical for:

• Legal Validity: Ensuring documents are legally binding under regulations like eIDAS (EU) or ESIGN (US).
• Efficiency: Eliminating the need for physical signatures, which can delay contract execution, especially in remote or international dealings.
• Security: Providing tamper-evident seals and audit trails to prove document integrity and signer identity.
• Client Experience: Simplifying the signing process for clients, enhancing satisfaction and speeding up matter resolution.

SharePoint’s native eSignature capabilities, combined with third-party integrations, make it a powerful platform for implementing authorized digital signatures in legal workflows.

Sharepoint eSignature

The native service SharePoint eSignature supports basic electronic signatures suitable for most legal documents, compliant with eIDAS and other global standards. Users can add signatures by typing their name or drawing them, with cryptographic security ensuring document integrity.

• Internal and External Signing: Firms can send signature requests to both internal stakeholders (e.g., partners or associates) and external parties (e.g., clients or opposing counsel). External signers are onboarded as guests via Microsoft Entra ID, ensuring secure access.
• PDF Support: Currently, SharePoint eSignature works with PDF documents stored in SharePoint libraries, with signed copies automatically saved in the originating folder.
• Audit Trails: Each signature request generates a digital audit trail, accessible within the PDF, to verify authenticity and track signing progress.
• Integration with Microsoft 365: Signature requests can be initiated from SharePoint, Word, or Teams, and tracked via the Approvals app in Teams, keeping workflows within the Microsoft ecosystem.

To use SharePoint eSignature, firms must link an Azure subscription for pay-as-you-go billing and enable the feature in the Microsoft 365 admin center. Administrators can configure which sites support eSignature and whether external sharing is permitted. Through June 2025, Microsoft offers up to five free signature requests to test the service, making it accessible for firms exploring digital signatures.

Partners

While SharePoint eSignature offers robust native functionality, many legal firms require advanced features or compliance with specific regulations (e.g., eIDAS Qualified Signatures). Microsoft integrates with third-party eSignature providers to extend SharePoint’s capabilities. Key partners include:

• Adobe Acrobat Sign: Supports advanced electronic signatures and qualified signatures under eIDAS, with robust identity verification options like government-issued IDs. Integrates seamlessly with SharePoint, allowing firms to initiate signature requests from PDFs and store signed copies automatically. Ideal for firms needing compliance with strict regulations or handling high-value contracts requiring enhanced authentication.
• DocuSign: Offers comprehensive eSignature solutions with customizable workflows, sequential signing, and integration with Teams and Outlook. DocuSign’s audit trails and tamper-evident seals meet legal standards globally. Suitable for firms with complex approval processes, such as multi-party contracts requiring signatures in a specific order.
• SigniFlow: Provides advanced and qualified eSignatures compliant with eIDAS, with unique offerings like FaceSign (3D facial biometric authentication). Includes no-code document automation for routing and retention. Best for firms seeking cutting-edge authentication methods or operating in regions with stringent eSignature laws.
• SIGNiX: Features: Specializes in Independent E-Signatures™, embedding cryptographic evidence in documents for permanent validity. Offers detailed audit trails and integration with SharePoint Online. Preferred by firms prioritizing long-term document enforceability in court, such as for wills or high-stakes agreements.

Signeasy

Create, collaborate, and execute contracts without leaving the Microsoft ecosystem. Signeasy integrations for Teams, Outlook, and SharePoint make it easy to sign contracts anywhere.