Questions about Stamps-1518800665

Hey all,

I have two questions about Stamps.

1. Permissions. It looks like you can assign Profiles to a stamp, or assign access by User. This is not very flexible. If I want to give access to a "VOID" stamp, say, just for Accounting, I want to be able to do that. And I kept security simple such that I assign Groups to Roles, and that is where we stop -- we don't really use Profiles for much. So, why can't I assign permissions to a stamp by Role instead of by Profile or User. Every other permission I have encounted in DocuWare has the ability to assign permissions by Role, which is why I never took security to the Profile level (and I don't want to). Please advise.
2. Removing a stamp. What if a user stamps and saves a document in error? I thought the stamp would be treated as an annotation such that it could be selected and removed (and it is treated as an annotation when it comes to printing), but that does not appear to be the case. I cannot select a stamp on a document even if I have not flattened it, and there does not appear to be any other stamp removal funcitonality. If someone made a mistake, we would have to save the page as a PDF without annotations and then replace the page via editing. That seems cumbersome. Any advice on removing a stamp placed in error?

Thanks,
Joe Kaufman

only way to do this is to use the Fill square annotation and choose white as the color. Then just cover up the stamp. I think DocuWare made it this way because it can be used for electronic approvals. Just my guess though..

Casey,

Thanks for the response and the idea on how to remove a stamp. Our stamp is large enough that most times it won't be in a clear area such that we can use the "virtual white-out" technique you describe. What you say about stamps being a bit more important than a random annotation is a good point, though if anyone has document editing capabilities it is very simple to print the page without annotations to a PDF file and then delete and re-insert the page...

I'd still love to hear from DW support about the permissions, too. If we add more stamps and need to control their visibility it is going to be a real pain to do that by username as turnaround in departments occurs.

Thanks,

Joe Kaufman

Joe,

The work-around I use for this is to change the saving of the stamp to 'By user action'. The user must save the document to lock in the stamp and gets a few seconds to review the decision.

Steve, yeah, I found that setting and was glad of it (I tihnk it is silly they make the more immediate save be the default -- "By user action" should be the default, IMO).

But I am still concerned that someone will stamp and save a document and then only upon returning to the result list realize they have stamped the wrong document. We all make mistakes like that at one point or another. In those cases, someone will have to go through a fair number of hoops to get the erroneous stamp removed.

Thanks,

Joe Kaufman

I think what you're looking for would be a functional profile.  User Administration - Functional Profiles in the admin client.  They can be assigned to a ROLE.  Once upon a time in the thick client days, we could control what options showed on each and every dropdown menu - FIle, Edit, etc with a functional profile.  I think they show up in DWGeneralProfile in DWSYSTEM.  You can assign various stamps the same way, if you only want a specific group to have access to a stamp that updates a certain set of fields - like a user audit/QC type process - just make a profile for "audit stamps" and assign that profile to only the role(s) you want to perform that funciton.  

Tim,

I hadn't thought of that... You are right in that I wouldn't have to go whole hog on using Profiles, just set up a Profile to link to a Role where I needed it. I think I will give that a shot with the Accounting role and see how it works...

EDIT: It worked very well. In fact, the Functional Profile wizard asks about stamps specifically, so it is apparent that Profiles are the way to go in this case. I am still not sure why that is, but assume it has something to do with stamps being set up at the organizational level and being an important part of workflows.

Thanks,

Joe Kaufman

Joe,

there is a way to remove a stamp, which invloves editing the document header (XML file). Obviously, not recommended by Docuware, but works for me.

Josef,

Thanks for weighing in... If I ever need to remove a bunch of stamps I'll look into a hack like this, but my end users would have no idea how to do such an operation safely. For them, I'll stick with the print and replace methodology for a page with an erroneous stamp.

Thanks to everyone for all the responses!

Thanks,

Joe Kaufman