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How Digital Signature Works in Ommnio

This FAQ explains how digital signature works in Ommnio—from advanced compliance standards to who can send, sign, and track documents within the messaging platform.

Ommnio offers a seamless, secure, and scalable way to collect digital signatures—fully integrated into your internal communication flow. Here's everything you need to know.

Who Provides the Digital Signature Service?

Ommnio partners with SignRequest, a trusted provider of electronic signatures. The type of signature used is classified as "advanced" under EU Regulation (No 910/2014), meaning it:

  • Is uniquely linked to the signatory
  • Identifies the signatory
  • Is created using data under the sole control of the signatory
  • Is tamper-evident—any modification after signing is detectable

How It Works with Your Subscription

  • The digital signature feature is an add-on to your Ommnio messaging subscription.

  • Some clients have flat-rate plans that include signature usage, while others purchase prepaid signature packs.

  • Ommnio does not charge for sending documents—even to large groups.

  • A signature is only counted and billed when a user opens the document to sign.

    • If a recipient never opens or signs the document, it doesn't count toward your usage.

📌 Not sure which plan you have? Contact our sales team for personalized advice.

 Who Can Send and Sign Documents?

  • Only administrators can send documents for signature.
  • All users can receive and sign documents—if they choose to.

Two Ways to Send Documents for Signature in Ommnio

Ommnio gives you flexibility in how you collect digital signatures, depending on your needs:

Option 1: One Document, One Signature Per Copy

  • Send the same document individually to each recipient.
  • Each signer generates a separate signed copy.
  • Example: If you send a document to 10 people, you’ll receive 10 signed PDFs—one per person.
  • Ideal for personal contracts, agreements, or compliance acknowledgments that need to be stored individually.

Option 2: One Shared Document with Multiple Signatures

  • Send a single shared document to be signed by multiple recipients.

  • All signatures are collected in the same file.

  • Example: Meeting minutes signed by all attendees or joint declarations.

  • Each signer adds their signature to the same version, making it easy to manage group acknowledgments.

Choose the option that best fits your legal or operational needs—both are available directly from the Ommnio platform.

How to Monitor Signatures and Follow Up

You can track and manage digital signatures using the same system as for “acknowledge messages”:

  • See who has or hasn't signed
  • Download signed copies and the full evidence log
  • Send reminders to users who haven't signed yet

👉 Learn more in this article: Who Has Read and Confirmed my Acknowledge Message?

✅ Tip: Use Ommnio’s digital signature tool to turn your chat platform into a powerful compliance and document workflow solution for your frontline teams.