Stamps

Stamps speed up and simplify document processing. In DocuWare Viewer, they are set to an open document.

Introduction

Stamps fulfill two functions:

  1. Additional document information
    As with an analog stamp, you apply graphic or text elements to a document. This additional information is stored as annotations on a separate layer in the document metadata. This does not change the actual document content.

  2. Modifying index entries
    With the appropriate configuration, a stamp can change the entries in the database fields of a document. This happens automatically in the background when the stamp is set. The changed entry in the database field means, for example, that the document is passed on in the digital workflow.

Application

A new invoice is displayed in an employee's DocuWare list. She opens the document in the DocuWare Viewer, checks the invoice and selects the "Approved" stamp. When the stamp is set, the entry in the "Status" index field is changed from "New" to "Approved," and the invoice is sent to the finance department for settlement.

Default settings

Every DocuWare user can create stamps for themselves. If you also have the Configure stamp functional right (DocuWare Configuration > User Administration), you can also create stamps for other users.

Within the configuration, only the file cabinets that can be accessed by the current user are displayed for stamp assignment.

Description of the Main Functions

The following options are available for stamp configuration:

Text stamp

A text stamp can contain specified information such as the DocuWare user name or date, or a user input field in which, for example, the cost center of an invoice or a text specified in the stamp configuration can be entered.

Bitmap stamp

PNG, JPG, and GIF are supported as formats for the image element. The maximum image size is 850 x 600 pixels. The image is inserted in its original size. Scaling is not possible in the stamp plug-in. The graphic/image is applied in the original color. The configurable color option refers to the display of the stamp symbol in the Viewer as well as the frame and font.

The image element can be supplemented with text information such as user name, date, and/or time.

File cabinet

Select a file cabinet from the list so that the stamp is used only in this file cabinet. If you do not select a file cabinet, the stamp can be used in all file cabinets and all document trays.

Indexing

Depending on whether the stamp has been assigned to a specific file cabinet or not, different indexing options are available in this area:

  • Stamp is assigned to a file cabinet: The database fields of the assigned file cabinet are displayed. Select one or more database fields to be changed when the stamp is set and enter the type of changes.

  • Stamp is not assigned to a specific file cabinet: In this case, a file cabinet list is displayed from which you can select a file cabinet with its database fields. Again, select one or more database fields to be changed when the stamp is set and enter the type of changes.
    The index entries are changed in every file cabinet in which the stamp is used – provided that the database fields defined above exist in this file cabinet.
    If you disable the option "Stamp will not be set if the stamp data does not match any of the fields," the index change for stamping will only occur if the field exists in all file cabinets of the organization. The stamp information is always applied independently of this.

Behavior

This happens to the stamp and the document after a stamp has been set.

Save

  • Immediately: This is the default setting, which is also suitable for most use cases. It saves the user from having to save the document manually before closing it.

  • If the document is saved: This can be relevant for scenarios where the stamp changes the indexing, because this does not take place until the stamp is saved.

Example: Peggy Jenkins uses a selection box in the stamp to choose her colleague Tim Tech as the next person responsible. If the stamp is saved immediately, the document will immediately appear in Tim's list of documents to be processed (assuming the configuration has been set up accordingly). However, if Peggy needs to add more stamps to the document or make additional annotations before Tim should receive the document, the option Only when the document is saved is more suitable. This means that Peggy can edit the document at her leisure and finally save it. Tim then receives it complete with all the information relevant to him.

Document behavior

  • Document remains open: This is the appropriate option if it is likely that the document will be needed further after the stamp has been set: either simply to be able to view it, to add further annotations, or even to transfer document content as an index term or to the clipboard.

  • Open next document automatically: This is intended for cases when many documents need to be processed. For example, Peggy Jenkins has a list of invoices that need to be forwarded for approval. Once a day, she goes through the invoices and assigns them by stamp to the responsible colleague in each case. If a stamp is set, this option automatically opens the next document from the list and Peggy can continue working immediately.

  • Close document: This option is suitable, for example, for a stamp confirming acknowledgement of the content. Once it is set, the document is no longer needed.

Tip: For the Automatically open next document and Close document options, you should select the Immediate saving option. Otherwise, the document must still be saved manually before the option can take effect.

Stamp remains active and can be used several times in a row

This saves the user from having to select the stamp over and over again. Peggy Jenkins goes through the invoices again and checks off individual invoice items by stamp, before assigning the documents to the responsible colleague in each case. Even after the stamp is set, it remains active and Peggy can continue working immediately.

Signature

With this option enabled, the stamp will be used as a simple signature. In this case, the stamp ensures the integrity of the stamped document within the DocuWare system. Only additional stamps for which this option is also enabled can be set. Other annotations can no longer be affixed to the document after a stamp with an electronic signature.

Password-protected stamp

The DocuWare user must enter their password when applying the stamp to a document. If the company uses single sign-on, the DocuWare password may be unknown to the user because they are logged into DocuWare with their single sign-on account. In this case, the password-protected stamp cannot be used by the user. We recommend that you do not use password-protected stamps in conjunction with single sign-on—especially when using the Enforce Single Sign-On User Authentication for all Users feature (DocuWare Configuration > Organization Settings).

Example: Create Stamp

To create a stamp, open the DocuWare configuration from the DocuWare main menu and click on the stamp icon in the Collaboration area.

First, decide whether you want to create a text stamp or a bitmap stamp.

Bitmap stamp
A bitmap stamp can contain the company logo, a scanned signature, or simply a checkmark symbol, for example. PNG, JPG, and GIF are supported formats. Simply drag & drop the image file into the configuration. Use the Transparent option to remove the background so that the white area of the stamp does not end up covering the document.

Note: This type of signature stamp is considered as a simple signature. If you need advanced or qualified signatures, please use the DocuWare Signature Service.

Text stamp
A text stamp can contain various types of text:

  • Fixed text: Enter the text in the designer field. In the Primary Stamp Font area on the right, you specify the font type and size.

  • Text input field: With this option, the stamp brings up a field where the user can make an entry. Click Add user input, give the field a label and select Text as the field type. If required, you can still select a field mask, for IBAN or similar.

  • Entry from select list: Again, start with Add user input and give the field a label. But make the field type Select list and choose one from your system.

What the user enters or selects when setting the stamp can be used for indexing the document—see the next step.

Indexing

The settings in the Indexing section are especially important for those stamps that are to guide documents through processes.

Example: To assign invoices to the relevant cost center manager, use a stamp with a stored select list. When setting the stamp, the user must select the corresponding cost center from the list. The value is then written to the associated index field and the invoice appears in the cost center manager's list for further processing. The status of the invoice is also changed.

To configure indexing, first select the file cabinet, then select the affected index fields. In this case, the Cost center index field is to be filled with the user input via the stamp's select list, and the Status index field receives the fixed value For release.

Behavior
In this step, you specify whether the document is closed after stamping and whether the stamp should be used as a signature, for example.

Permissions
As with other DocuWare configurations, you can assign stamps to users directly or via profiles. As an additional security option, you have password protection here. When setting the stamp, the user must then enter their DocuWare password. If you are using single sign-on for "normal" login to DocuWare, please keep in mind that users may not even know their DocuWare password.

Calling up the stamp in the Web Client
Finally, save the configuration and reload the Web Client in the browser (browser refresh or F5). Then the stamp is ready for use in the Viewer.