The optional Automatic Document Stamping (ADS) feature of Activ automatically “stamps” version information into the header and/or footer of Word, Excel and PDF files that are stored in your Controlled Documents library at the point they are uploaded. In this way, when the file is viewed and printed it is always clear exactly what version you are looking at.
You can elect to apply ADS independently to Word, Excel and PDF files e.g. you can choose to apply ADS to Word files only, and not apply it to Excel or PDF files. Furthermore, if ADS is enabled you can elect to switch off ADS for individual files on a file-by-file basis so that the header/footer for that file is not “stamped”. See Disable Automatic Document Stamping for Individual Files.
- You can select one or several of the following eight options to include in the header/footer:
- Company Name
- Classification
- Dated
- File Name
- Page Number (Word files only)
- Uncontrolled
- User Name
- Version Number
Note that when Automatic Document Stamping is enabled the version information is stamped into a file’s header/footer, over-writing all existing header/footer content. At the point that you switch on Automatic Document Stamping, you can select whether to stamp all existing file headers/footers with version information or to apply it only to all files uploaded in the future. If your existing files include header/footer content that you do not wish to be over-written, be sure to apply only to files uploaded in the future.
Automatic Document Stamping is only applicable to files in the Controlled Documents library, not in any other library i.e. Records, Company Files or Employee files.
IMPORTANT NOTES ON THE LIMITATIONS OF AUTOMATIC DOCUMENT STAMPING:
- ADS is compatible with Word, Excel and PDF files only
- ADS is compatible with Word and Excel files created using Microsoft Office 2007 or later. Compatible Word files have the file extension .docx. Compatible Excel files have the file extension .xlsx. Files created using older software (.doc and .xls formats) will not accept header/footer stamping even if ADS is switched on in your system. If you wish to make use of the feature but your files use pre-Microsoft Office 2007 software you will first need to convert your files to the newer .docx and .xlsx formats.
- ADS is not compatible with template format files i.e. Word files with the extension .dotx and Excel files with the extension .xltx. These types of template files will not accept ADS.
- ADS is not compatible with Word documents that contain page breaks or section breaks. Word files containing either page or section breaks will not accept ADS.
ADS’ font style will inherit each file’s default font format, and may vary between documents as a result. It is not possible to set a global font style for your ADS headers/footers. If you need your ADS to inherit a specific font format, please see Automatic Document Stamping: Font Formatting
