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PDF Stamps & Markups

When an approver is satisfied with a submission, they can apply a professional approval stamp to the document. Stamps include the approver's credentials, signature, and branding — providing an official, verifiable mark of approval.

What's on a Stamp​

Each stamp includes:

ZoneContent
Top zoneBusiness name, reference number, date, optional custom text
Middle zoneFull name, job title, approver registration number (bold)
Bottom zoneSignature image (left), logo image (right)

The stamp is rendered as a rectangular overlay (680 x 520 pixels) placed in the top-left corner of each selected page.

Stamping a Document​

  1. Navigate to a Satisfied approval list item
  2. Click Stamp Document
  3. Configure stamp options:
    • Pages to stamp — select which pages receive the stamp (default: all pages)
    • Reference number — an optional reference (auto-generated if not provided)
    • Custom text — additional text to appear in the top zone
    • Include unstamped pages — choose whether unstamped pages are included in the output document
  4. Click Apply Stamp

The stamped document is created as a new file:

  • The stamped version has a Stamped status
  • The original document is marked as Superseded

Stamp Configuration​

Before stamping documents, set up your stamp details in Settings. See Stamp Configuration for full details.

Revoking a Stamp​

If a stamped document needs to be withdrawn:

  1. Navigate to the stamped document
  2. Click Revoke
  3. A "REVOKED" watermark is applied diagonally across every page at 40% opacity
  4. The revoked document replaces the stamped version
  5. The original stamped document is removed

Revocation is permanent and creates an audit trail entry.

Stamp Appearance​

Colours​

Stamps use two configurable colours:

  • Primary colour — the border and top zone background (default: teal #2e5f64)
  • Secondary colour — the middle zone background (default: navy #1B365D)

Text Formatting​

  • Text is automatically wrapped and scaled to fit within each zone
  • The approver registration number appears in bold for emphasis
  • Business name and reference text appear in the top zone
  • All text is white for readability against the coloured backgrounds
  • Signature — displayed in the bottom-left of the stamp
  • Logo — displayed in the bottom-right of the stamp
  • Both are rendered with appropriate opacity handling
  • Supported formats: PNG and JPEG (max 2 MB each)