This article provides information about the Settings/Configuration/Stamps page. Upload your electronic stamps in PNG or JPG format, then assign the stamps to the users who will conduct plan review. Stamps saved in PNG with a transparent background are recommended.
Users who conduct plan review will be assigned specific stamps to use in the Plan Review page. See Managing User Accounts - Steps to creating a new user account.
Prerequisites:
- Create PNG stamp files or JPG/JPEG stamp files for upload.
- Give each stamp a descriptive name.
In this article:
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Best Practices for Creating Electronic Stamps
When migrating from a paper review process to an electronic review process, we recommend the following approach:
- Upload stamps for plan review Approvals, Conditional Approvals or Rejections only. In other words, stamps that communicate a pass or fail status.
- Stamp file size minimum recommendations are greater than 100KB and 300 dpi. There is no minimum or maximum stamp dimensions, though users should consider that compressing a larger stamp retains better readability than stretching a small stamp.
- Do not upload stamps that consist of redlines, instructions, comments, notes, etc.
- Instead, users should create comments on their plan reviews to communicate instructions, comments, notes, etc. to their customer.
- We recommend creating Standard Comments for these commonly used comments, instructions or notes so they are available to all users.
Uploading Electronic Stamps
Electronic stamps in PNG or JPG format uploaded to the application will be assigned to users who conduct plan review.
Stamps can be shared among many users or assigned individually to specific users.
- From the Configuration/Stamps page, select the + button to open a Stamp Detail form.
- Browse for a PNG or JPG file.
- Stamp file size minimum recommendations are greater than 100KB and 300 dpi.
- Provide the Firm/Agency name associated to the stamp, as appropriate.
- Stamps placed on documents during review will display data based on the settings toggles:
- Make sure to set the stamp to 'Active.'
- Set whether to display the datestamp.
- Set whether to display the Project number.
- Set whether to display the First and Last Name of the person who placed the stamp.
- Finally, determine whether to display the information either below the stamp or at the center of the stamp using the correct toggle.
- Select the Save button. (required)
Once a stamp has been uploaded, it can be added to any user account. See Managing User Accounts - Steps to creating a new user account
Stamps Security
Access to stamps is controlled by the Security > Permissions section and is role based security.
Stamp Security and Access
The ability for users to place stamps onto a plan set is regulated by a three-step process:
- First, the ability to upload stamps into EPR is controlled by an Agency-defined Admin by default. Stamps are uploaded by the Administrator and configured to display project number, user, and/or date information as desired.
- The Admin then assigns a stamp or stamps to users who the Agency determines should have access. In this way, stamp access can be restricted to a specific individual, such as with a signature stamp, or provided more broadly to multiple users, such as with a department-wide annotation stamp.
- Third, the ability to place stamps onto a plan set is regulated by permissions and user role. By default, non-Admin users must be granted access to a project and have markup rights in order to place a stamp onto a plan set for a given project.
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Administrators can upload, configure, and manage stamps for all users within e-PlanREVIEW® (EPR), all while controlling staff access to stamps. Reviewers (and others) can then add stamps to documents right from the EPR Review page.
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The Stamps Page
Go to Settings > Configuration > Stampsin the Navigation menu to open the Stampspage. From here, Admin users are able to create and manage two different kinds of stamps: Standard (image-based) stamps and Custom (template-based) stamps.
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Standard Stamps
Standard (image-based) stamps allow Admins to upload an image for others to use when stamping documents. These stamps are named for easy identification and can be configured to display date, project number, and/or user name information on the documents automatically along with the image itself.
Creating a Standard Stamp
To create a standard stamp:
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Click
(Add) on the lower right corner of the stamps table.Click
(Upload an image from my computer) to create a standard stamp.In the new form, either click on
to search for a file or drag-and-drop an image into the field on the right.The name of the uploaded file will be set as the stamp Name automatically.
The Firm field should autofill with the Agency information, though it can be changed if necessary.
The stamp toggle should be set to Active so it can be used by others.
Click on the toggle to switch it to read “This stamp is Not Active,” which means no one will be able to use it.
The stamp toggle should be set to Display Datestamp to automatically show the date and time whenever the stamp is placed on a document.
Click on the toggle to turn off datestamp information.
The stamp toggle should be set to Display Project Number to automatically show the project number whenever the stamp is placed on a document.
Click on the toggle to turn off project number information.
The stamp toggle should be set to Display User First and Last name to automatically show the first and last name of the user who placed the stamp on a document.
Click on the toggle to turn off user first and last name information.
The final two toggles are alternatives to each other and only one can be ‘On’ at a time:
Choose between displaying information below the stamp image (recommended) or displaying it in the center of the stamp image (which usually requires stamps to be designed with this in mind).
Click SAVE to complete the stamp.
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Once a stamp has been created it can be assigned to one or more users from their profile’s STAMPS tab. |
Recommendations for Standard Stamps
Keeping the following in mind for best standard stamp quality:
Recommendation | Reason(s) |
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| The name of the uploaded file will be set as the stamp Name automatically, so change the filename as needed before uploading a stamp. |
| Although EPR accepts either .PNG or .JPEG image formats, .PNG is strongly encouraged because it can have a transparent background. Transparent backgrounds makes it easier to view document information behind a stamp once placed. |
| Stamps can be resized while being placed on a document, so starting with a larger stamp is better. A large stamp that needs to be shrunk down retains sharpness, while a small stamp that needs to be stretched larger may look blurry. |
| Stamps with graphics and/or few words are ideal to convey clear and easy-to-read information to customers. For stamps that require significant text, consider creating a custom stamp instead. |
Below are some examples of various kinds of standard (image-based) stamps.
Compliant Stamp (Solid) | Approval Stamp (Transparent) | Label Stamp | Personal Stamp | Rejection Stamp |
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1900 x 1600 | 820 x 800 | 1280 x 800 | 800 x 800 | 2900 x 1200 |
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Custom Stamps
Custom (template-based) stamps allow Admins to select between three pre-existing, text-heavy templates to then customize for use by agency staff. Each template can be used more than once, with Admins able to configure information for each stamp created from a template.
Custom Stamp Templates
There are three custom stamp templates:
Reviewer - default, which provides a large blank “Content” field for reviewers to input whatever text they want to include in the center of a standardized stamp format.
Reviewer - preset 1, which provides some pre-written text in the “Content” field that can be modified as needed.
Reviewer - Multi-field preset, which replaces the “Content” text field entirely and instead provides the ability to list between one and twelve custom fields in the center of the stamp.
Creating a “Reviewer - Default” or “Preset 1” Stamp
“Reviewer - Default” and “Preset 1” stamps are useful whenever a large text-block needs to be included in a stamp. Unlike standard (imaged-based) stamps, the text size for these stamps will not change even if the stamp is enlarged or shrunk, meaning it will always be readable by the customer.
To create a custom text-block stamp:
| Custom Stamp Template (for Text-Block Stamps) |
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The “Custom Stamp Template” displays a preview image of what a stamp will look like based on the current configuration choices. |
Creating a “Multi-Field Preset” Stamp
Multi-Field Preset stamps are useful whenever a reviewer has to refer to a list of specific items within a stamp. For example: if a reviewer needs to check off items from a general checklist that they reuse frequently, use this template.
To create a custom multi-field preset stamp:
| Custom Stamp Template (for Multi-Field Preset Stamps) |
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Assigning Stamps to Users
Once stamps have been created, they are still not automatically accessible by review staff. Instead, Admins will need to assign stamps to users' profiles before those users have access to them. This gives Admins more control over who has access to which stamp(s) and provides additional security when dealing with sensitive or user-specific stamps (such as stamps that include signatures).
To assign one or more stamps to a user:
Navigate to Settings > Security > Users in the navigation panel.
Search for a user account by scrolling through or typing their email address directly into the email column header.
Click on
(right-facing arrow) to open the user profile.Click on the STAMPS tab.
Click
(Add) on the bottom right.Allow the “Select Stamps” pop-up time to load, then select one or more stamps that appear.
Click CONFIRM to add the stamp(s) to the selected user’s profile and close the pop-up.
Click SAVE in the STAMPS tab to confirm.
Stamps Tab | Select Stamps Pop-up |
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To remove an individual user’s ability to keep using a stamp, go to the user’s profile and from the STAMPS subtab, click |
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Using Stamps
Once a stamp has been added to a user’s profile, it becomes available in the “Select Stamps” window that pops up whenever the user clicks on the Stamp Tool ( ) on the review page. Standard and custom stamps will provide different options to the user once they have been placed on a document, however.
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Stamps remains available to a user for as long as the stamp and user both remain “Active” in EPR. |
Using Standard (Image-based) Stamps
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To place a standard stamp on a document in the review page:
Navigate to the desired document page/sheet.
Click on the Stamp Tool (
) in the toolbar.In the “Select Stamps” window, click on the desired stamp.
Click CONFIRM to go to draw mode.
To place and size the stamp on the document, click once to define an initial endpoint and move your mouse cursor until the stamp is the desired size, then click again.
In the “Stamp Options” pop-up, select where to place the stamp:
On the Current Page, which places it on this page only.
On All Pages, which places the stamp in the same location across every page of the document. (The stamp on each page can then be moved independently if necessary.)
On the Current Page plus Range, which places it on this page along with all page numbers within the supplied range.
Click CONTINUE to finish placing the stamp.
Any information configured to display along with the stamp should appear either beneath or in the center of the stamp.
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The stamp event is recorded in the EPR Event Log (“Document – Stamp Insert”) along with the date, time and user who placed the stamp. |
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Stamps Security (TBD)
- What are the securities around stamps?
- Is the security for electronic stamp equivalent or better than manual physical stamp?
To answer these questions, electronic stamps must:
- Have security on who can use it and guarantee this functionality
- Who can use the stamp and how can we best guarantee he/she is the only person using the stamp?
- Required password whenever a stamp is used can fulfill this requirement.
- Stamps specifically assigned per user can help
- How can we best guarantee once a stamp is uploaded that it cannot be changed?
- Hashing the stamp can fulfill this requirement
- How can we best guarantee which stamp was placed on the document?
- Hashing the document after stamp placement can fulfill this requirement
- Who can use the stamp and how can we best guarantee he/she is the only person using the stamp?
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Using Custom (Template-based) Stamps
To place a custom stamp on a document in the review page:
| Text-Block Stamp Window | Multi-field Preset Stamp Window | ||
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Editing a Stamp
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Administrators can edit an existing stamp from the Stamps page whenever necessary. To edit an existing stamp:
Navigate to Settings > Configuration > Stamps in the navigation panel.
Search for the stamp by scrolling through or typing its name directly into the Name column header.
Click on
(right-facing arrow) to open the stamp.Edit the stamp configurations as needed.
Click SAVE.
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Once a stamp is updated, all users with access to that stamp will begin using the latest version of the stamp. However, if a previous version has already been placed on a document, that version of the stamp is not changed. This ensures that stamping history remains accurate and does not get overwritten. |
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Inactivating or Deleting a Stamp
Administrators can either inactivate or delete an existing stamp if they want to remove access to that stamp across all users. If stamp use simply needs to be paused (while the stamp language or configurations are updated, for example), then switching the stamp from “Active” to “Inactive” is recommended since a stamp can be returned to “Active” later. If the Agency determines the stamp will never be used again (or if it was created in error), then that is a good candidate for deleting the stamp instead.
Making a Stamp Inactive
To set an existing stamp to “Inactive”:
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Navigate to Settings > Configuration > Stamps in the navigation panel.
Search for the stamp by scrolling through or typing its name directly into the Name column header.
Click on
(right-facing arrow) to open the stamp.Search for the “Active” toggle and click it to switch from pointing right (“Active”) to pointing left (“Inactive”).
Click SAVE.
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The stamp becomes “Inactive” and users cannot place it on documents going forward. |
Deleting a Stamp
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To delete an existing stamp:
Navigate to Settings > Configuration > Stamps in the navigation panel.
Search for the stamp by scrolling through or typing its name directly into the Name column header.
Click on
(Delete).In the “Delete selected record(s)?” pop-up, click DELETE.
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Stamps can also be deleted from within the Edit form by clicking the |
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