Stamp on documents - How to configure?

The stamp on documents is a very important tool for the vast majority of organizations that manage their documents in AGIR.

This stamp can contain information such as the document code, title, revision number, controlled copy message, approvers' name, and date of approval, among other details.

Let's start by learning how can we configure the document stamp.

 PERMISSIONS  Only AGIR Administrators can configure document stamps.

How to configure document stamps

Document stamps are configured by document workflows to adapt their content to the needs of each workflow. This stamp will be applied to all documents uploaded into that same workflow.

1. To configure the stamp for a document workflow, click on your user name and access Agir Config.

2. Click on the Documents tab and select Workflows.

3. Select the workflow where you want to configure the stamp, and then click on tab 3 - Stamp.

4. By default, the stamp will appear blank. You can see blue buttons indicating the information you are adding to the stamp.

 TIP  As you configure and add fields to your stamp, you can check the Preview (Example) of the stamp below the text box (image below).

Let's review each of them:

    a. Title: Document title

    b. Code: Document code

    c. Status: Document status

    d. Rev.: Document revision number

    e. Last Modified By: The person who last modified the document

    f. Last Modification: Date of the last document modification

    g. Expiry Date: Document expiration date

    h. Publication Date: Document publication date

    i. Type: Document type (defined in document properties)

    j. Department: Department associated with the document (defined in document properties)

    k. Process: Process to which the document belongs (defined in document properties)

    l. Description: Document description (defined in document properties)

    m. Status Task Owner: The user involved in a specific workflow status; you can configure this by replacing "Status Name" with the desired status name.

Example: <status: Approval>.user This will display the name of the user involved in the approval stage.

Note: The status identified in the stamp must be existing and configured status in this workflow, otherwise, it won't work.

To check the workflow status, simply go to tab 2 - Steps, edit a workflow step by clicking on the pencil icon, and you'll see the starting and ending status for that workflow step (start - end status).

We can conclude that this workflow uses the Approval status, and the workflow reaches its end in the Published status.

    n. Status Date: Date related to a specified status. Replace "Status Name" with an existing workflow status, and the date when the task was executed will be displayed. You can combine this information with the Status Task Owner.

Example in the image below:

 TIP   You can add free text to the stamp (like the example on the image above, underlined with a pink line) in order to identify the information displayed.

    o. CC: Relates to the phrase displayed in the stamp if the document corresponds to a controlled or uncontrolled copy. By clicking, you can see that there are already two default phrases ("Controlled Copy"; "Uncontrolled Copy When Printed"). These phrases can be edited as you wish. Only one of them will be displayed on the stamp, depending on if the document is or isn't a controlled copy. 

    p. Field: With this option, you can insert information from a custom field in the document properties (a non-native field created at the client's request) into the stamp. 

To do this, replace FieldName with the name of the custom field in the properties. You can find the field name by following these steps:

        p.1. In Agir Config, on the Documents tab, go to Forms.

        p.2. Choose the workflow where the custom field is located (1). The names/ID of the custom field(s) will appear. In this case, there are two custom fields: "Requisito" and "Treino". That's the name you need to replace FieldName within the stamp.

    q. Apply default stamp: If you want to apply the default stamp as a starting point for creating your stamp, simply click this button (image below).

 ATTENTION  When you click the Apply Default Stamp button, any existing stamp will be replaced by the standard stamp version of the system.

5. A predefined stamp will appear, indicating the document code, title, revision number, and the controlled or uncontrolled copy phrase.

6. After making changes to the document stamp, click Save to save the changes.