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How to Stamp Documents in OpenKM

The Stamp Documents in OpenKM feature allows users to apply image, text, or barcode stamps to documents directly within the repository. This tool is especially useful for watermarking, branding, or marking documents for review and approval workflows.

In this guide, we’ll explore how to apply image stamps to a PDF, manage stamp positioning, target specific pages, and restore previous versions if needed using the Stamp Documents in OpenKM interface.

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What Is Stamping in OpenKM and Why Use It?

The Stamp Documents in OpenKM functionality enables organizations to digitally imprint visual markers on documents, such as signatures, approval badges, logos, or verification marks. These stamps act as visual indicators of a document’s status or authenticity without modifying its content.

For example, you may use a stamp to indicate a document is “Reviewed,” “Approved,” or “For Internal Use.” In regulated industries or workflows requiring audit trails, this functionality adds a critical layer of control and traceability.

Common use cases include contract approvals, HR documents, training materials, financial reports, or any process where visual validation adds value and security. This makes the ability to stamp documents in OpenKM a powerful asset for structured document workflows.

Preview the Document Before Stamping

First, select a PDF file in the OpenKM repository. Open the preview to examine its content and confirm that the document contains multiple pages of varying sizes. At this stage, no stamps are present.

Then, right-click the file, go to the More menu, and choose Stamp. The Stamp Documents in OpenKM interface will appear, offering options to customize the process with image, text, or barcode stamps.

Apply an Image Stamp with Stamp Documents in OpenKM

Within the stamping window, you’ll find a page navigator and different stamp types: text, image, and barcode. To begin, insert an image stamp. For example, you can place a logo in the center of each page.

As you browse through the document pages, you’ll notice that the stamp adjusts its position automatically. Moreover, the Automatic option allows you to move the image manually with the cursor or select predefined positions from a dropdown menu.

In this case, we select the upper right corner and apply the stamp. After that, refresh the preview to verify that the image now appears on each page as expected.

Restore and Reapply a Stamp

If you need to remove a previously applied stamp, use the version restore option. Once restored and compacted, OpenKM removes the stamps without affecting the content. You can re-enter the Stamp Documents in OpenKM tool and repeat the process using the same or a different image.

You can also access personal folders to use custom stamps stored by each user. This is particularly helpful for teams that frequently work with document stamping across departments or approval cycles.

Stamp Specific Pages with Precision

One of the most powerful features of the Stamp Documents in OpenKM tool is the ability to target specific pages. First, restore the document to its original version if needed. Then, select the image stamp and choose the Automatic position setting.

From there, define custom page ranges, for instance, pages 1–2 and 5–6. Apply the stamp and refresh the preview. You will see the image only on the specified pages, while other pages remain untouched. This selective stamping method gives you total control over document presentation and versioning.

Conclusion: Why Use Stamp Documents in OpenKM

The Stamp Documents in OpenKM feature provides flexible and precise control over document marking. Whether you need to add a corporate logo, barcode, or approval label, OpenKM gives you the tools to apply and manage stamps per page, per document, and per process.

This stamping functionality helps organizations secure their documentation workflows, provide visual status indicators, and meet compliance or auditing requirements. With complete control over position, type, and scope, this feature is a critical part of modern document lifecycle management.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process.

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