Automatic signature
What the automatic signature is, the two variants (Sigiliu SSM.ro and Namirial), the signer's consent, and when the signature is actually applied
This section describes the automatic signature: the type of electronic signature by which a signer in a signing flow applies their signature without logging into the application. The guide covers both the configuration done by the support team and the day-to-day use by the company administrator. It is intended for the support team and for company administrators who manage employees' signature types.
Overview
With ordinary signing, each signer receives an email invitation, logs into the application and confirms the signature. With automatic signing, the signer receives no invitation and does nothing: the moment the signer before them has finished, the system applies the signature on their behalf, within a few seconds, and the flow moves on to the next signer.
It is useful where the same person (the designated OHS worker, the employer, the emergency-response officer) has to countersign a large volume of training records and training topics.
The two variants do not have the same legal value
There are two types of automatic signature, and the difference between them is essential and must be communicated clearly to the client before configuration:
| Variant | Signature level | What it involves |
|---|---|---|
| Sigiliu SSM.ro automatic | Advanced electronic signature | Uses the platform's electronic seal. Does not require a per-person purchase. |
| Namirial automatic | Qualified electronic signature | Each person needs their own qualified signature, purchased separately from Namirial. |
The Sigiliu SSM.ro is advanced, not qualified
If the client's internal procedure or a legal requirement mandates a qualified signature, the only automatic variant is Namirial, with a qualified signature purchased by the client from Namirial for each individual signer.
Prerequisite
The automatic signature is not a mere setting. For Namirial, the company must hold its own Namirial account and the qualified signatures with the automatic-signing option for the persons concerned. For Sigiliu, it is enough for signing with the SSM.ro seal to be enabled for the company.
The signer's individual consent
With automatic signing, the signature is applied on behalf of the person, without them confirming each document individually. For this reason, the signer's consent can no longer be expressed at the moment of signing and must be obtained in advance, once.
Strong recommendation
Before activation, the company must conclude, with each person who receives an automatic signature, a written individual agreement whereby they consent to their electronic signature being applied automatically, for the document types expressly named in the agreement.
The agreement is signed between the company and the person concerned. It is recommended to contain at least:
| Element | Why it is necessary |
|---|---|
| Identification of the person | Full name and the email address used in the platform |
| The type and level of the signature | Advanced signature (Sigiliu SSM.ro) or qualified (Namirial), indicating the provider |
| The exact list of document types | The consent is given for named documents, not in general — see Eligible document types |
| How it works | The fact that the signature is applied automatically, without notification and without per-document confirmation |
| Validity period | The interval during which the agreement takes effect |
| Withdrawal conditions | How the person can revoke the agreement and what happens after revocation |
| Date and signatures of the parties | — |
The platform does not verify the agreement
The platform does not verify the existence of this agreement and does not store it. It is an organizational obligation of the company, not a technical condition. Activating the automatic signature works without it too — which is precisely why the responsibility rests entirely with the company.
Updating the agreement
The agreement must be updated whenever the document types signed automatically change or when switching from one variant to another (for example from advanced Sigiliu to qualified Namirial). When the agreement is withdrawn, the company administrator must immediately remove the person from the automatic signature; for Namirial, via a support ticket.
Who configures, by variant
Both variants require an initial configuration done by technical support, once, at company level. The difference appears at the allocation of the signature to each signer:
- Sigiliu SSM.ro — after the initial configuration, the company administrator allocates on their own the automatic signature to any signer, directly from the dashboard, at any time and without a ticket.
- Namirial — the allocation is done exclusively by technical support, because it involves entering the Seal ID of that person's qualified signature. Each new person requires a ticket.
Consequently, activation has two steps:
- Support enables the automatic signature at company level and, only in the case of Namirial, enables it individually for each person.
- The company administrator allocates the signature to the signers (for Sigiliu) or checks the allocation done by support (for Namirial) and builds the signing flows so that the automatic signer complies with the restrictions in When the automatic signature applies.
The automatic signature does not work on any document or position
The restrictions are detailed in When the automatic signature applies and are the most frequent cause of reports of the type "the automatic signature does not start".
Supported providers
Automatic signing is available with two providers. The difference is not only technical: the two variants have different legal levels and different administration models.
| Namirial | Sigiliu SSM.ro | |
|---|---|---|
| Signature level | Qualified | Advanced |
| What is used at signing | the qualified signature of each person, from the company's Namirial account | the platform's SSM.ro electronic seal |
| Per-person purchase | Yes — each signer needs their own qualified signature, purchased from Namirial | No |
| Requires a Seal ID per person | Yes, mandatory | No |
| Who allocates the signature to a signer | Only the support team | The company administrator, from the dashboard |
| New person = support ticket | Yes | No |
| Sensitive to a change of the contact's email | Yes — the activation is invalidated | No |
| Name in the signature-types list | Namirial - Automatic | Sigiliu SSM.ro Automatic |
Choose according to the legal requirement
Choose the variant according to the legal requirement, not according to convenience. The Sigiliu SSM.ro produces an advanced signature. If the documents must be signed with a qualified signature, the only automatic option is Namirial, with per-person cost and administration.
Where an employee's signature type is shown
In the employee's record there is the "Tip semnatura electronica" section. It displays the signature type actually used by the employee and allows it to be changed.
The list contains all the signing options configured for the company, plus the "Semnatura electronica dezactivata" option, which completely stops signing for that employee.
Here you can also fill in the "Titlu semnatura" — the text shown under the signature applied on the document (for example Lucrător desemnat SSM). If left empty, the employee's default role is used.
The concrete allocation procedure differs by provider:
- Allocating the automatic signature with Sigiliu SSM.ro
- Allocating the automatic signature with Namirial
When the automatic signature applies
The signature is applied automatically only if all the conditions below are met, simultaneously:
- The document type is one of the eligible ones (see Eligible document types).
- The signer is not the first in the signing flow (see Position restriction).
- The signer has the Namirial or Sigiliu SSM.ro automatic signature allocated.
- The signer has an active account in the platform.
- The company has electronic signing enabled.
- All signatures before them are finalized, the document is not being processed and it has no remaining fields to fill in.
If any condition is not met, the signature does not fail with a visible error: it simply stays pending and, where applicable, the signer is sent the ordinary manual-signing invitation.
Eligible document types
Automatic signing works exclusively on OHS and emergency (SU) training records and training topics:
| Group | Document types |
|---|---|
| OHS training records | Fisa instruire generala · Fisa instruire la locul de munca · Fisa instruire periodica · Fisa instruire suplimentara |
| SU training records | Fisa instruire SU generala · Fisa instruire SU la locul de munca · Fisa instruire SU periodica · Fisa instruire SU suplimentar |
| OHS training topics | Tematica instruire generala · Tematica vizitatori · Tematica instruire la locul de munca · Tematica instruire periodica · Tematica instruire suplimentara |
| SU training topics | Tematica SU introductiv-general · Tematica SU loc de munca · Tematica SU periodica · Tematica SU suplimentar · Tematici SU Echipa Interventie |
Any other document type is signed manually
.docx documents, decisions, instructions, fitness records, risk records, annual tests, manually uploaded documents — are not signed automatically, even if the signer has the automatic signature active and correctly configured. In these cases the signer receives an email invitation and signs manually, like any other signer.
Position restriction
Automatic signing is triggered by the finalization of the previous signature in the flow. The first signer has no one to trigger them.
| Position of the automatic signer in the flow | Result |
|---|---|
| Position 1 (first signer) | Not signed automatically. The signature stays pending indefinitely. |
| Position 2 or lower | Signed automatically, a few seconds after the previous signature is finalized. |
The most frequent cause of a "stuck" flow
The document looks correctly configured, the person has the automatic signature active, the document type is eligible — but the automatic signer was placed first. The solution is to rebuild the flow with at least one manual signer before them.
Also, the signing flow is strictly sequential: the automatic signer in position 3 does not start until the signatures in positions 1 and 2 are both finalized.
The daily flow
- The document (training record or training topic) is generated as usual.
- The signers and their order are set.
- The first signer receives the email invitation and signs.
- When it is the automatic signer's turn, the signature applies on its own within a few seconds. No invitation is sent and no action is required.
- The flow continues with the next signer.
Document approval after the last signature
After the last signature in the flow is applied, some documents move automatically to the approved state, without intervention. This behavior depends on the document type and on the number of signers configured in the folder structure, and is independent of the automatic signature — it applies the same way when all signatures are manual.
Troubleshooting — common situations
The situations below apply to both variants. For provider-specific problems, see the Sigiliu SSM.ro and Namirial pages.
| Message / symptom | Likely cause | Solution |
|---|---|---|
| The company administrator cannot find the automatic option in the list in the employee's record | Support has not yet done the initial configuration for the company | Support ticket |
| The automatic signature does not start at all, on any document | The company-level configuration is incomplete or wrong | Support ticket to check the configuration |
| The signature does not start on a certain document, but works on others | The document type is not eligible | See Eligible document types. The document is signed manually |
| The document type is eligible, the allocation is correct, but the signature stays pending | The automatic signer is first in the flow | See Position restriction. Rebuild the flow with a manual signer before them |
| The signature does not start for an external collaborator | The contact does not have an active account in the platform | Send the account-creation invitation and wait for acceptance |
| The signature seems stuck, although the previous signer has signed | The document has remaining fields to fill in or is still being processed | Fill in the remaining fields; if the document is being processed, wait for it to finish |
| The automatic signer still receives an email invitation | The automatic signature is not actually allocated to that person | Check "Tip semnatura electronica" in the employee's record; for Namirial, a support ticket |
| No signatures are created at all on the company's documents | Electronic signing is not active for the company | Support ticket to enable electronic signing |