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Stamps: Right settings for even easier use

Stamps can be used in DocuWare for lots of different applications. Set them up the right way and it will make them even easier for your team to use. Here are some handy options...

Annotating a document, changing index entries, signing documents or simply ticking off green boxes – a lot is possible with DocuWare stamps. Creating them is simple, as you can see in this article: All-rounder stamp: Quite simply set up. In this piece, we’ll highlight some special options that guide stamp behavior – which means, what happens to the stamp and the document after a stamp has been set. 

When is a stamp saved?

There are two options: Immediately when the stamp is applied or when a document is saved.

  • Immediately when the stamp is applied
    This is the default setting and well-suited for most situations.  The user also doesn’t have to manually save the document before closing it.
  • When the document is saved
    This can be relevant for scenarios in which the stamp changes an actual index.  This only happens when the stamp is stored. 

Example: Peggy Jenkins selects her colleague Tim Tech as the next person in the chain via a select field in the stamp. If the stamp is saved immediately, the document appears in Tim's list of documents to be edited straight away (assuming the workflow has been set up this way). However, if Peggy needs to add more stamps to the document or make additional annotations before Tim receives the document, When the document is saved is the more suitable option. Then Peggy can edit the document at her leisure and save it later. Tim will then receive it once it is complete with all necessary information.

What happens to the document after stamping?

  • Leave document open 
    The best option if it’s likely that after setting the stamp the document will still be needed: simply to keep it open, add further annotations, or transfer a document’s content to an index or into clipboard. 
  • Open next document automatically
    This is ideal when many documents need processing. 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. Once a stamp is set, this option automatically opens the next document from the list and Peggy can continue working immediately.
  • Close the document
    This is suitable, for example, for a stamp that confirms acknowledgement.  If it is set, the document will no longer be needed and there are no further documents that follow. 

Tip: For the options Open next document automatically and Close the document, you should select Immediately as your save option. Otherwise, the document must be saved manually before the option can take effect.

Stamp remains selected and can be used multiple times in succession?

This setting is recommended if the stamp will likely be used several times in a row. This saves the user from having to select the stamp again and again. Examples for this are the above scenario for Open next document automatically and a classic checkmark stamp to check off individual invoice items.

Is the stamp used as a signature?

If this option is activated, the stamped document can no longer be edited or commented on. Only additional signature stamps can be set.