What it does

This Add-In puts a "PAID" annotation with today's date on the Document open in the viewer, for example PAID 9/23/2026. Use it for invoices or bills once they have been paid, so anyone who opens the Document can see its status at a glance. The same approach works for any other stamp, such as "APPROVED" or "RECEIVED".


Settings

  1. Create a new Add-In and name it something like Mark Paid.
  2. Under General Settings, set Type to Actions Only.
  3. Under Where/When to Show, turn on the Record location, and use Record Types to limit it to the Record Types that hold invoices.
  4. Leave the option set to Add-In will have OPENED Document available to it, so the Add-In stamps the Document open in the viewer. To stamp several Documents at once, switch it to Add-In will have CHECKED Documents available to it. The actions then run once for each checked Document.
  5. Set the option to Add-In will refresh the Record/Viewer screen after running, so the stamp appears as soon as the Add-In finishes.


Actions

Add an Apply Annotations to Document action under Record Actions.

  • Turn Active Document on, so the annotation goes on the Document the Add-In is running against rather than on Documents found by Category.
  • Click Add Annotation and fill it in:
    • Page Number: 1, to stamp the first page.
    • Annotation Type: Text.
    • Coordinates: where on the page to draw the stamp, in pixels. The first two numbers set the left and top of the upper-left corner, and the last two set the width and height of the box that holds the text.
    • Text: PAID [DATE]. The [DATE] variable is replaced with today's date when the Add-In runs.
    • Font Name and Font Size: large enough to read at a glance.
    • Color: red is the usual choice for a paid stamp.


Getting the coordinates right by typing numbers can take several tries. It is quicker to open a sample Document in the viewer, draw a single text annotation where you want the stamp, and save it. Then, in the action, click Import next to Add Annotation and enter that Document's ID. Every annotation on the sample Document is brought in with its position and size already set, so use a Document that carries only the one annotation. Change the imported annotation's text to PAID [DATE].


Using it

Open the Record, open the invoice in the viewer, and click Mark Paid. The stamp appears on the first page when the Add-In finishes.


Notes

  • To show who marked it paid, add a variable to the text, for example PAID [DATE] [USERFULLNAME].
  • To use a stamp image instead of text, set Type to Image / Stamp and choose the stamp to apply.
  • The stamp is an annotation, drawn over the Document rather than into it. Add a Burn Annotations into PDF action after it if the stamp must stay on the Document when it is downloaded or sent outside DocMgt.
  • To also record the payment on the Record, add a Record Field Update action that sets a field such as PaidDate to [DATE].
  • Only Documents that open in the viewer can be stamped. Other file types are skipped.