Create stamps

Create stamps

In BIMcollab Twin, stamps can be added to PDF documents through a scheduled step in a workflow where they can represent various information. 
It is only possible to add stamps to documents in PDF format. If any other document type triggers the workflow, the stamp action will be skipped and the next step will continue.
If a PDF consists of multiple pages, stamps will be placed only on the first page of the document.

Usage of stamps

In the construction process, adding a stamp to documents can indicate that the documents have been reviewed and approved/rejected by the necessary parties. In the example below, the approval stamp in the workflow signifies that the document meets all requirements, and that the document is ready for use in the construction process.

Stamp step scheduled by a workflow in Twin:


Stamp automatically applied to a document:


Stamps serve multiple purposes:
Status Indication: Stamps can display the document's status, such as whether it is approved or rejected after a review task has been completed by the responsible person.
Version Verification: By adding a QR code, one can scan to verify if the document is the latest version within BIMcollab Twin.

For these reasons, there are a number of options to what information can be included on a stamp:
  1. Free text portion
  2. Time of approval or rejection
  3. Name of the person who approved/rejected the document
  4. QR code

Creating a stamp

To create a new stamp, first click on the Gear icon at the top right to open the administrator page.
Only space administrators are able to create new stamps and workflows. Refer to this article to learn more about Twin admin capabilities: Get Started with BIMcollab Twin for Admins
  1. Click on the 'Document Stamps' section from the menu.

  2. Click on the 'Add' button.
  3. Fill in the information for your new stamp. As the information is added, the preview will be updated. Mandatory fields will be marked with a '*'.

    Information
    1. Name: Identification of the stamp which makes it recognizable in BIMcollab Twin. This field will not be used in the stamp.
    2. Audit result: Used to group stamps per their status, stamps that are for either 'Rejected' or 'Approved' documents. When creating a workflow, this allows one to quickly filter to relevant stamps based on the action outcome, omitting the possibility to assign the wrong status stamp.
    3. Text: Free text field which will be shown as the title of the stamp.
    4. Color: Picks a color for the entire stamp.
    5. With date-time: Add current date and time to the stamp (at the point in time in the workflow that this step was triggered)
    6. Print person's name: Add the name of the person who approved/rejected the document
Depending on where a stamp action is placed in a workflow, the print person's name field will be filled with the person's name who performed the last action:
  1. If a stamp is placed at the beginning of a workflow, the person who uploaded the document will appear on the 'Approved by' field
  2. If a stamp is placed after an Audit or Review action, whoever approved or rejected the document will appear on the 'Approved by' field
  3. If a stamp is placed after a notification that comes after an Audit or review action, the name of whoever approved or rejected the document will appear on the 'Approved by' field
    QR Code
    1. With QR code: Determine if a QR code will be included in the stamp.
    2. Fixed size (Size (mm)): If necessary, determine the size of the QR code. The QR code is a square and the number in mm signifies the size of each side.
    Positioning on page
    1. Positioning on page: Choose one of four predefined corner positions.
    2. Offset-X (mm): Displacement in X direction relative to the selected position.
    3. Offset-Y (mm): Displacement in Y direction relative to the selected position.
      4. Click on save once you are done.

After the stamp is defined, you can find it under 'Document Stamps'. Click on the stamps's name to open its details. 

A test can also be run from the stamp details page to see if the stamp is satisfactory. From the stamp list, click on the required stamp. In the Stamp details page, in the bottom menu, first choose a PDF file that you want to test one from the 'Choose File', then select the Test stamp button. A PDF will be downloaded that includes the stamp on the document in the chosen position.


Once a stamp has been created, it cannot be deleted! However, changing the content is possible.

Edit a Stamp

Stamps can be edited and adjusted at any time by clicking on the 'Edit' button.
This change will only be reflected on new document versions that are uploaded thereafter, and will not change the stamp's appearance on the existing versions. 



Integrate Stamps into your Workflow

Stamps can be added at any point in a workflow. It is also possible to place more that one stamp on a document within a single workflow.
When stamps are added after an Audit or Review task, only specific ones might be available after certain triggers depending on if these were grouped during stamp creation using the Audit Result field.


To add a stamp after an Audit or Review task, add at least one trigger which defines the outcome. For Audit Rounds this will be 'Comments' or 'No comments', and for Reviews this will be 'Approved' or 'Rejected'.
Here is an example of how to use a stamp to illustrate the outcome of an Audit Round:
  1. After a trigger (Comments or No comments), select the 'Add action' dropdown and select 'Add stamp action'.

  2. The information panel will appear which shows which workflow the stamp is active in, as well as what kind of trigger it is attached to based on the outcome of the audit round.
    Select which stamp you would like to use from the drop down. Only the stamps that were grouped into the relevant Audit result (in this case Rejected) for the trigger will be displayed.

  3. Once the workflow has been triggered and the Audit Round deadline has passed, if the responsible person gave comments on the document, the 'For Review' stamp will be automatically placed.
To learn more about how to create and add workflows to your project phases as an admin, refer to this article: Workflows in BIMcollab Twin

QR Code information

When a stamp includes a QR code, scanning this with the camera on your smartphone or tablet opens a link.
A green or red screen will then appear on the webpage. Only the QR code for the latest version of the document number will show a green screen, all previous versions will show a red screen. This makes it easy to check if the version of the drawing your are looking at is the latest one.





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