ECZ StampService — Automatic Stamps

You define which documents get a stamp — for example status “posted”, stamp still missing. The service checks at intervals, stamps every hit and works its way through large volumes: processing paginates cleanly beyond DocuWare’s 10,000-document limit, in parallel if desired.

It places the stamps defined in DocuWare — text and image alike, including their form fields:

• Fixed texts and multi-line content
• Dynamic values from the document’s index data — such as posting date, document number or amount
• Even table content (e.g. the account assignment) can be taken into the stamp
• Image stamps and watermarks — as text or image, such as “copy” or the company logo
• Stamp layer selectable

Different and multiple stamps can be placed per document — controlled by index fields and their values. Entire stamp chains emerge in one pass: for example “posted” plus an account assignment stamp plus a watermark, each only where the index data calls for it.

There are three placement options:

• Automatic placement that avoids text overlap
• Predefined coordinates — the stamp always sits in the same spot
• Text anchor: the service searches for a defined text on the document and places the stamp relative to it — the anchor can even be invisible (white text on white background), ideal in your own forms and templates

With coordinates and text anchors, the StampService hits form fields exactly: work orders, applications or accompanying papers automatically get the right values in the right place — a strong duo with DocuWare Forms.

After stamping, the service updates index fields — for example a status that triggers follow-up processes or takes the document out of the search. Required stamp fields are checked before placing; documents that cannot (yet) be stamped are flagged instead of being retried endlessly. Nothing is left behind unnoticed.

On request, stamps and annotations are merged permanently into the document (“burned in”) after placing — so the stamp remains visible outside DocuWare as well, for example when sending PDFs or passing documents to third parties.

How our customers use the StampService:

• “Posted” stamp after handover to financial accounting — for example after an EuroFib, BMD, RZL, SAP or DATEV export — with the posting date in the stamp
• “Paid” stamp after the payment run
• “Approved” stamp as soon as the workflow status is reached
• Watermarks such as “copy” or “duplicate” — as text or image
• Filling forms such as work orders automatically — precisely via text anchor
• Mass stamping of legacy content — tens of thousands of documents in one pass

Not at all in the result — it is the same DocuWare stamp a user would place, including filled-in stamp fields. The difference: it happens automatically, reliably and even with hundreds of documents per day.

From the configuration and the document’s index data: fixed texts, values from index fields (e.g. posting date, document number) and even table content such as the account assignment.

Three options: automatic placement that avoids text overlap; predefined coordinates; or a text anchor — the service searches for a defined text on the document and places the stamp relative to it. The anchor can even be invisible (white text on white background) — ideal for your own forms and templates.

They are flagged via write-back and do not block the run; the log states the reason — for example an empty required field of the stamp. Nothing is left behind unnoticed.

Yes — with the burn-in option, stamps and annotations are merged permanently into the document. That is practical when documents are passed on as PDFs and the stamp should remain visible.

No — the ECZ StampService works on its own via search criteria. It complements workflows well, though: for example as a mass stamper after an accounting export, or for content that never went through a workflow.