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How to Send a Document for Digital Signature in Ommnio

Understand how Ommnio administrators can send PDF documents for digital signature, including setup, recipient rules, and signing placement.

To request a digital signature in Ommnio, you'll need to follow a simple process—but there are a few important rules to keep in mind.

What You Need Before Sending

  • The document must be in PDF format.
  • Only administrators (chat group admins or company/team admins in one-to-one chats) can send documents for digital signature.
  • Regular users cannot request digital signatures.

Who Will Receive the Document?

The digital signature request will be sent to all users in the chat where you post the file:

  • To send it to one person, use a one-on-one direct message.
  • To send it to a group, post it in the relevant group chat. 

    In this case, you have two options:

    1. Send the same document individually to each group member—this way, you’ll receive as many signed copies as there are people in the group.

    2. Send a single document to be signed by all the group members (for example, meeting minutes signed by union representatives).

Everyone who receives the document—whether in an individual or group chat—will be able to sign it.

Steps to Send a Digital Signature Request

  1. Go to the text input box in the chat where you want to send the document.

  2. Click on “Acknowledge message”.

  3. In the window that opens:

  • Upload your PDF document.
  • Select the “Digital Signature” mode.
  • Drag the signature box to the exact place where you want the recipient to sign. If you choose the option to send shared copies of the same document to all group members, you’ll be able to specify where each individual should place their signature.

  • Keep in mind that you can also add the following fields for recipients to complete when signing the document:

    • Text: You can prefill this field with a static value or a dynamic one (for example, the recipient’s name and surname, so they don’t have to fill it manually).
    • Date: You can configure this as a dynamic value—for instance, the date can automatically reflect when the recipient signs the document.
    • Checkbox
  • You can also choose which fields (text, date, or checkbox) are mandatory or optional for the recipient.

That’s it! Your recipients will receive a clear prompt to sign the document within the chat interface.

✅ Tip: For legal or HR use, make sure the PDF is final and clearly shows where the signature is needed before uploading.