As part of the workflow process the expectation is that the person reviewing whatever document type will annotate (stamp) the document for some reason. The reason of that stamp can differ across the workflow queues based upon what those queues are being used for. In the previous example we were using a Supervisor’s AP workflow queue used to review employees’ requests. Those requests are then “Approved” by the Supervisor. In some queues the stamps are used for different purposes.
To Annotate (stamp) a document you need to click the “Annotate” button
After clicking you will be presented with a choice:
You will want to click “Create Annotation” which will then change your cursor to a box when you are mousing over the document. Some documents have an area on them designed for where the Annotation (stamp) goes for approval. On this document that is the case. Put your mouse where the signature/approval field is and you will see a box like so:
Click in that area and you will be presented with a new menu:
The majority of the stamps are located under the Annotation Type of “Text Stamp.” This is where all of the “Approved” type stamps are for AP workflows. Once you have chosen the Annotation Type of “Text Stamp” the Annotation Template will also shift to provide you with your options. Again, depending on your permissions there could be one or more stamps located here. If you are an AP Approver you should see an Annotation Template with the text of “Approved” followed by your name – e.g. “Approved Jed Hock”.
In this example I have chosen Annotation Type – “Text Stamp” and Annotation Template of “Approved Kevin Conroy”:
Once you have found the correct “Approved” stamp click the “Add” button and your stamp should appear:
You can reposition the stamp from this area by just clicking and dragging moving the stamp around to change its location. There are a few other options there as well that you can see now that you have placed your stamp. You can “Edit” your stamp by clicking the pencil icon (this permission is not available to all users and is generally not available on any Approved Stamps in AP queues). You can see the “Properties” of an annotation stamp by clicking the information button. This will tell you the date it was created, who it was created by, date it was modified, who it was modified by, as well as the type, template, and description. To delete the stamp, you can click the trash bin button.
Once you have used an Annotation on a document you will then start to see that Annotation on the drop down of the “Annotate Page” button under a category called “Recently Used.” So, you do not have to go through the process of selecting the Annotation you most commonly use each time.
There are also other annotations you can apply using the “Annotate Page” button. Some commonly used Annotations are found under the Annotation Types of Arrow, Check, Highlight, and Sticky Note. In order to apply any of those annotations you can use the same method as above.
In most workflows if you have stamped a document you should then route it forward to the next location. If it’s an AP queue you want to just route forward (Sequential Auto). Other workflows might have different procedures and you should consult your supervisor on what the procedures are for your department.