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Crossware Mail Signature – Frequently Asked Questions (FAQ).

Crossware Mail Signature is distributed and integrated in Italy by Digiway, a Gold Partner with decades of experience across HCL Domino, Microsoft 365 and Google Workspace. A single point of contact from licensing to support.
THE BASICS

What is Crossware Mail Signature?
It is a B2B software solution for the centralised, automated management of corporate email signatures. The administrator defines one or more signature templates that are applied automatically to every outgoing message, ensuring visual consistency, regulatory compliance and per-sender, per-recipient personalisation. You no longer have to rely on individual users to update their own signature: control is central and changes take effect instantly across the whole company.

How does centralised signature management work?
Crossware applies the signature at server level, not at client level. This means no one has to install or configure anything on users' PCs, tablets or smartphones. The administrator sets up the central templates and the system composes them dynamically for each email, inserting the sender's details in real time: name, role, contact information, office, photo, company logo and social links. Update a template once and the change is live instantly for the entire organisation.

Why use it instead of the native signature feature in my email client?
The "standard" signature in Outlook or Gmail lives on the individual device: it has to be set up again on every PC and every phone, it varies from person to person and ends up misaligned, incomplete or non-compliant. With Crossware the signature is a single source of truth, managed centrally:
  • guaranteed consistency across all devices and clients;
  • no manual work for users;
  • legal disclaimers always present and up to date;
  • the ability to include marketing banners and campaigns;
  • a single place to update branding, contact details or legal notices for the whole company.
COMPATIBILITY AND TECHNICAL DETAILS

Which mail servers and platforms are supported?
Crossware Mail Signature works with the main enterprise environments:

Platform
Deployment
Microsoft 365 (formerly Office 365)
Cloud
HCL Domino (formerly IBM Domino / Lotus Notes)
On-premise / cloud
Google Workspace
Cloud

Do the signatures also work on smartphones, tablets and webmail?
Yes, and it is one of the key advantages. Because the signature is applied on the server after the message is sent, it appears correctly even when the email is sent from a mobile device, from webmail or from a client that would not normally handle complete corporate signatures. With remote working and a mix of devices, this eliminates the problem of "half" signatures sent from a phone at its root.

On-premise or cloud: which should I choose?
Both deployment models are supported. Digiway analyses your infrastructure and helps you choose the architecture best suited to your internal policies, data sovereignty requirements and the email platform you already use.

Where does the data in the signatures come from?
Crossware integrates with your existing corporate directories — Active Directory, Domino Directory or other systems — so the data in every signature (name, role, contact details, office) is always authentic and up to date, with no manual re-entry. It is also the foundation for ensuring the reliability of personal data required by the GDPR.

How long does deployment take?
It depends on the number of mailboxes, the platform and how much the templates are customised. With Digiway's support, activation is fast: you start from ready-to-use templates and adapt them to your brand, without touching users' clients. During the demo we define a realistic estimate together for your specific scenario.
FEATURES AND PERSONALISATION

Can I have different signatures per department, office or recipient?
Yes. You can define rules and conditional signatures that change automatically based on who is sending and who is receiving:
  • a short version for internal emails, a full version with disclaimer for external ones;
  • signatures differentiated by department, role, branch or country;
  • different content for new emails and replies;
  • rules based on date ranges.
Can I include marketing campaigns and promotional banners in the signatures?
Yes. Every email becomes a communication channel: you can add banners, promotions and events, schedule them by calendar, holiday or season, and vary them by recipient group — turning a daily, zero-cost touchpoint into a tool for brand awareness and lead generation.
Can I schedule time-limited or seasonal signatures?
Yes. Banners and messages can have a start and end date, so campaigns switch themselves on and off with no last-minute work and no risk of expired promotions staying online.
SECURITY AND COMPLIANCE

Does Crossware help with GDPR compliance?
Yes. By applying the signature centrally and drawing on official corporate directory data, Crossware ensures the authenticity and consistency of the personal data contained in messages. Beyond that, it lets you manage disclaimers, information notices and — thanks to customisable rules and scripts — even consent-collection workflows.

Do the signatures meet the requirements of the Italian Civil Code?
Yes. Crossware makes it possible to apply the mandatory company information (legal name, registration details, legal notices) to every outgoing email in a systematic and non-bypassable way, helping you meet the disclosure obligations set out by Italian law without depending on the goodwill of the individual user.

What security certifications does Crossware hold?
Crossware handles email with the guarantees required by strict European regulations and is compliant with SOC 2, ISO/IEC 27001 and GDPR — an important consideration when the signature passes through a service that processes corporate messages.
LICENSING, COST AND PURCHASING

How is it licensed? How much does it cost?
The licence is a per-user subscription: you pay based on the number of mailboxes that need a signature. It is available for Microsoft 365, HCL Domino and Google Workspace. Pricing is competitive; Digiway prepares a tailored quote based on the number of users and the platform. Request a quote →

Is there a free trial?
Yes. A free trial is available so you can evaluate the solution in your own real environment before deciding. Request your free demo/trial →

Who is behind Crossware?
Crossware is a vendor active worldwide, with hundreds of thousands of business customers, and is now part of the eKomi group, a European company specialising in customer experience and verified reviews. In Italy the point of reference is Digiway, which handles licensing, integration, configuration and support in Italian.
COMPARISON AND USE CASES

Are there alternatives to Crossware? How does it compare?
The email signature market includes several players — among them CodeTwo, Exclaimer, Newoldstamp, WiseStamp, Opensense, Letsignit, BrandMail and MySignature. Digiway considers Crossware qualitatively superior for its breadth of functionality and, above all, for the depth of its HCL Domino integration, built over decades of experience.

Why is it the ideal choice for HCL Domino users?
Because Crossware originated in the HCL Domino ecosystem (formerly Lotus Notes / IBM Domino) and Digiway is the reference partner in Italy for precisely this combination. Companies on Domino can manage complex signatures, update them frequently and integrate them with the Domino Directory in a fully centralised way, without ever touching the clients. It is one of Digiway's distinctive specialisations.

Who is the solution for?
For medium and large organisations that want to govern their email communication. In particular:
  • IT — centralised control, zero work on the clients, instant updates;
  • Marketing — brand consistency and a zero-cost promotional channel;
  • Legal & Compliance — disclaimers and regulatory data applied to every message;
  • Administration / Management — lower costs, lower risk, fewer errors.
PURCHASING AND CONTACTS IN ITALY

How do I purchase Crossware Mail Signature in Italy?
Digiway is the reference integrator for the Italian market and acts as a one-stop shop: licensing, configuration, integration with Microsoft 365 and HCL Domino, and ongoing support — all through a single point of contact.
Ready to give every email the perfect signature? Request a free demo · Talk to a Digiway expert

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