Stamps & Signatures
Learn how to apply digital stamps and electronic signatures to documents in Document Ocean 360 — including stamp types, signature workflows, and the differences between them.
/projects/:id/documents/:documentId/stamp In construction and engineering document control, stamps and signatures serve as formal marks of review status and professional accountability. Document Ocean 360 provides both digital stamps and electronic signatures as distinct tools — each with its own purpose, application process, and audit trail.
Stamps indicate a document’s review outcome at a glance. Signatures bind a named individual’s professional endorsement to a specific document revision. Together, they ensure every deliverable is traceable, accountable, and compliant with project and regulatory requirements.
Digital Stamp Types
Document Ocean 360 includes a set of standard stamps that align with common document control workflows in construction and engineering:
Approved The document has passed review and is cleared for its intended use.
Approved as Noted Approved with minor comments that should be addressed in the next revision but do not block current use.
For Construction The document has been issued for construction — the definitive version that site teams should follow.
For Information Issued for reference only. Not approved for construction use.
Preliminary An early-stage document shared for coordination or preliminary review. Not for construction.
Superseded This revision has been replaced by a newer version. Retained for historical record only.
Rejected The document did not pass review and must be revised before resubmission.
Void The document has been withdrawn and should not be used for any purpose.
Who Can Apply Stamps?
Approver Project AdminOnly users with the Approver or Project Admin role can apply stamps to documents. Regular reviewers and contributors can view stamps but cannot add or modify them. This restriction ensures that stamps represent authorized decisions, not informal opinions.
How to Apply a Stamp
Open the Document
Navigate to the document in the project register and open it in the document viewer. Ensure you are viewing the correct revision — stamps are applied to a specific revision.
Click 'Apply Stamp'
In the document toolbar, click the 'Apply Stamp' button. This opens the stamp panel where you can choose from the available stamp types.
Select Stamp Type
Choose the appropriate stamp from the list (Approved, Rejected, For Construction, etc.). The stamp preview shows how it will appear on the document.
Position the Stamp
Click on the document page where you want to place the stamp — typically the title block area. You can drag to reposition and resize the stamp before confirming.
Confirm and Save
Review the stamp placement and click 'Confirm'. The stamp is permanently applied to this revision. Your name, role, and the timestamp are embedded in the stamp metadata.
How to Sign a Document
Electronic signatures in Document Ocean 360 go beyond stamps — they cryptographically bind your identity to the document and are suitable for formal approvals that may carry professional liability.
Complete Your Review
Before signing, ensure you have reviewed the document thoroughly. A signature represents your professional endorsement of the document's content and accuracy.
Open the Signature Panel
Click 'Sign Document' in the document toolbar. If you haven't configured a signature yet, you'll be prompted to create one — you can draw, type, or upload an image of your signature.
Authenticate Your Identity
Confirm your identity by entering your account password or completing two-factor authentication. This step ensures no one else can sign on your behalf.
Place Your Signature
Position your signature on the document page. Signatures are typically placed in the designated signature block, but you can position them anywhere on the page.
Finalize
Click 'Apply Signature'. The document is sealed with your electronic signature, timestamp, and a unique signature ID. Any subsequent modification to the document will invalidate the signature.
Stamps vs Signatures: Key Differences
Comparison: Stamps vs Signatures
Stamps indicate review status (Approved, Rejected, etc.). Signatures represent a named individual's professional endorsement and accountability.
Stamps require only role-based authorization — any Approver can apply one. Signatures require personal identity verification via password or two-factor authentication.
Stamps are visual indicators embedded in the PDF. Signatures are cryptographically linked to the document content — any modification after signing invalidates the signature.
Both stamps and signatures are logged with the user's name, role, and timestamp. Signatures additionally record a unique signature ID and a hash of the document content at the time of signing.
Stamps can be removed by a Project Admin if applied in error (the removal is logged). Signatures cannot be removed — if a signed document needs changes, a new revision must be created.
Stamps are used for day-to-day document control status tracking (e.g., marking drawings as 'For Construction'). Signatures are used for formal approvals, regulatory submissions, and professional certifications.
Audit Trail
Every stamp and signature is permanently recorded
Document Ocean 360 maintains a tamper-proof audit log for every stamp and signature action. The log records who applied the stamp or signature, when it was applied, which document revision it was applied to, and from which IP address. For signatures, the log also includes the cryptographic hash of the document content at the time of signing. This audit trail is available to Project Admins and can be exported for compliance reporting, ISO audits, and regulatory submissions.
The audit trail is accessible from the document’s detail page under the History tab. Each entry shows:
- Action — Stamp applied, stamp removed, or document signed
- User — Full name and role of the person who performed the action
- Timestamp — Exact date and time in the project’s configured timezone
- Document Revision — The specific revision the action was applied to
- Details — Stamp type, signature ID, or removal reason
Best Practices
- Stamp early, sign last. Apply status stamps throughout the review process to keep the document register current. Reserve signatures for final, formal approvals.
- Use “For Construction” stamps carefully. This stamp signals to site teams that a drawing is ready for use. Applying it prematurely can lead to construction errors and costly rework.
- Configure your signature once. Set up your electronic signature in your profile settings so it’s ready when you need it. You can draw it freehand, type your name in a signature font, or upload a scanned image of your handwritten signature.
- Never share credentials. Since signatures are tied to personal identity verification, sharing your login credentials with someone else means they could sign documents in your name — with your professional liability attached.
Signatures carry professional liability
An electronic signature in Document Ocean 360 is equivalent to a wet-ink signature for project purposes. By signing a document, you confirm that you have reviewed its content and accept professional responsibility for its accuracy. Consult your organization’s professional liability guidelines before signing documents outside your area of expertise.