Watermark Configuration

Introduction

Watermarks allow adding visual mentions overlaid on generated or printed PDF files (e.g., "PROJECT", "CONFIDENTIAL", "CONTROLLED COPY"). This is an essential tool for document control and to prevent the use of outdated or unvalidated documents.

Prerequisites

Prerequisites

• Functional Administrator or System Administrator rights
• Knowledge of your organization's forms and document processes
• Understanding of document statuses and validation steps

Tool Access

Access Path: Menu Admin Tools > Watermarks

Direct URL: Office/PdfStamp.aspx

Configuration Interface

The configuration interface consists of four main sections:

Watermark Target

Define which documents the watermark will apply to:

Parameter	Description	Example
Form Type	The process or document type concerned	Quality Document, Procedure, Technical Sheet
Description	Explicit name of the watermark rule	"Draft Mention", "Uncontrolled Copy"

Visual Parameters

Configure the watermark appearance to be visible without masking content:

Parameter	Options	Recommendations
Text	Free text	Short and explicit: "DRAFT", "CONFIDENTIAL"
Watermark position	Diagonal/Slash, Top, Bottom, Centered	Diagonal for maximum visibility
Color	Color selector	Red for "CANCELLED", Gray for "COPY"
Font size	Numeric value	25-40 for good readability
Opacity	Slider 0.00 to 1.00	0.15-0.30 to not mask text

Tip

An opacity of 0.20 with a contrasting color offers the best compromise between watermark visibility and document readability.

Application Context

Define when the watermark should appear:

Option	Description	Use Case
Controlled Printing	During physical printing via distribution module	Quality documents subject to control
External distribution	When sending by email to external recipients	Confidential documents shared
Download	When downloading PDF from the application	All unofficial copies

Note

You can check multiple options to apply the watermark in different contexts.

Activation Conditions (Rules)

The Simple tab allows defining conditions that trigger watermark display.

Mechanism: Create rules based on form field values.

Rule example:

• If the Status field equals Draft
• Then display the "DRAFT" watermark

Available operators:

• Equals, Not equals
• Contains, Does not contain
• Greater than, Less than
• Is empty, Is not empty

Combinations: Use logical operators AND / OR to create complex rules.

Procedure: Create a "DRAFT" Watermark

To display "DRAFT" on all documents in draft status:

1. Go to Admin Tools > Watermarks
2. Click Save (or New) to create a new rule
3. Fill in the Target section:
   • Form Type: Select your document type
   • Description: Draft Mention
4. Configure Visual parameters:
   • Text: DRAFT
   • Position: Slash (diagonal)
   • Color: Red #FF0000
   • Size: 30
   • Opacity: 0.20
5. Check Application context:
   • ☑ Download
   • ☑ External distribution
6. Define the Condition in the Simple tab:
   • If Status = Draft
7. Click Save

Expected result: All documents with "Draft" status will display the "DRAFT" mention diagonally during download or distribution.

Procedure: Create a Multi-Criteria Conditional Watermark

To display "UNCONTROLLED COPY" only during unofficial printing:

1. Create a new watermark rule
2. Configure target and visual parameters:
   • Text: UNCONTROLLED COPY
   • Color: Gray #808080
   • Opacity: 0.25
3. Check Download only (not Controlled Printing)
4. Define conditions:
   • Status = Validated
   • AND Print_Type ≠ Official
5. Save

Expected result: Only validated documents downloaded outside the official printing process carry the mention.

Procedure: Manage Watermark Priorities

If multiple watermark rules apply simultaneously, the system uses the Priority Level:

1. Access the list of existing watermarks
2. Identify rules that may conflict
3. Adjust the Priority level field:
   • Higher value = Stronger priority
   • Example: Priority 10 for "CANCELLED" (must always win)
   • Example: Priority 1 for "Copy" (low priority)
4. Save

Expected result: The watermark with the highest priority displays when multiple rules are true.

Best Practices

Recommended Standard Texts

Mention	Context	Color	Opacity
DRAFT	Document being written	Red	0.20
PROJECT	Document under review	Orange	0.20
UNCONTROLLED COPY	Unofficial printing	Gray	0.25
CONFIDENTIAL	Sensitive document	Dark red	0.30
OBSOLETE	Archived document	Red	0.35
CANCELLED	Invalidated document	Red	0.40

Priority Strategy

Organize priorities by order of importance:

1. Priority 10: Blocking states (CANCELLED, OBSOLETE)
2. Priority 5: Transitional states (DRAFT, PROJECT)
3. Priority 1: Informative mentions (COPY, CONFIDENTIAL)

Visibility and Accessibility

• Always test rendering on real documents
• Check readability in black and white printing
• Ensure the watermark doesn't affect reading of graphics or tables
• Prefer diagonal positions for better distribution

Common Use Cases

ISO 9001 Quality System

Objective: Control documents and prevent use of obsolete versions

Configured watermarks:

1. "DRAFT": Status = Draft
2. "UNDER REVIEW": Status = Under review
3. "UNCONTROLLED COPY": Downloads and printing outside controlled distribution
4. "OBSOLETE": Archived documents

Confidential Documents

Objective: Identify sensitive documents

Configured watermarks:

1. "CONFIDENTIAL": Classification field = Confidential
2. "RESTRICTED DISTRIBUTION": Recipient group = Management

Project Management

Objective: Differentiate official deliverables from working versions

Configured watermarks:

1. "WORKING VERSION": Status ≠ Validated
2. "CLIENT DELIVERABLE": Distribution type = External AND Status = Validated

Troubleshooting

Problem: Watermark Doesn't Display

Possible causes:

• Rule conditions are not met
• Application context is not checked for the action performed
• Another watermark with higher priority replaces it

Solution:

1. Check field values in the test document
2. Control checked boxes in "Application context"
3. Examine priorities of other watermark rules

Problem: Watermark is Too Visible or Not Visible Enough

Solution: Adjust opacity and font size:

• Too visible: Decrease opacity (0.15-0.20)
• Not visible enough: Increase size (35-40) and opacity (0.25-0.30)

Problem: Multiple Watermarks Display

Cause: Multiple rules with the same priority are true

Solution:

1. Determine which watermark should take precedence
2. Adjust priorities to establish clear hierarchy
3. Or refine conditions to avoid overlap

Related Articles

• Value lists management - For statuses and classifications
• Workflow configuration - For validation steps
• Electronic distribution - For controlled printing context

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Last update: 2026-01-14 | Concerned APS version: 23.0+