Organization stamps in Mstnd: add your official stamps digitally

The «Stamps» page in Mstnd settings is where the organization's approved stamps are defined digitally: each stamp has a name, a type, a description and an image, and any stamp can be activated or deactivated at any time. Once a stamp is saved, it becomes available to staff when they use the «Stamp» button on the document page, so they stamp documents electronically without printing or stamping by hand. This page serves the organization's settings administrators, who decide which stamps are approved and which are deactivated.

Quick overview

Watch the video

In less than half a minute, the video shows how to add a «Marketing department» stamp, from the start until it appears in the list of available stamps.

Why this feature?

The official stamp is one of the most important approval tools in Saudi organizations. In paper-based work, stamping means printing the document, sending it to whoever keeps the stamp, then scanning it again. This cycle takes time, ties the stamp to one place and one person, and makes it hard to know who stamped what and when.

The «Stamps» page moves the stamp into a digital form that the organization manages centrally. The system administrator adds the approved stamps and deactivates the ones that are no longer in use, and staff pick only from the approved list when they stamp any document.

Value for the organization: central control over the approved stamps, and a lower risk of an unapproved stamp being used. Value for the individual: stamping a document in seconds, without waiting or moving around.

Where to find it

1. From the side menu, open «Settings».
2. Choose «Stamps».
3. The «Company stamps» page appears with the description «Manage the company's various stamps», and below it «Available stamps».

Direct link: https://app.mstnd.sa/settings/stamps

Concepts and terms

Step by step

Step 1: Review the available stamps and the status of each one

The page shows the organization's approved stamps as cards. Each card contains:

• The stamp image as it will appear on the document.
• The stamp name, such as «Company stamp».
• Its type, such as «Approval».
• An «Active» switch to activate or deactivate the stamp.
• A «Delete» button.

The difference between deactivating and deleting matters. Deactivating makes the stamp temporarily unavailable while it stays in the list, so you can bring it back with one click. Deleting removes the stamp from the list. So when a stamp stops being used for a while, such as the stamp of a department that is being reorganized, deactivating is the better choice.

Step 2: Click «Add stamp»

To add a new stamp, click «Add stamp». The «Add new stamp» form appears above the list, with:

• «Stamp name», with a mark next to it showing that it is required.
• «Stamp type».
• «Description».
• An upload area for the stamp image.
• The «Save changes» and «Cancel» buttons.

The «Save changes» button stays unavailable until you complete the required data. If you change your mind, click «Cancel» to leave without adding anything.

Step 3: Enter the stamp's name, type and description

Fill in the three fields:

1. «Stamp name»: enter a name that lets staff recognize the stamp at once, such as «Marketing department stamp».
2. «Stamp type»: such as «Administrative stamp». The type helps distinguish internal approval stamps from official stamps.
3. «Description»: explain when the stamp is used, such as «Used to approve marketing campaign documents».

Why does the description matter? Because when stamping, the employee picks from a list of stamps. A clear description prevents picking the wrong department's stamp, especially when stamp names are similar.

Step 4: Upload the stamp image and save

In the upload area, drag and drop the image file, or click to choose it. The interface shows the maximum file size below the upload area; the screenshot shows «Max 20MB».

The stamp image should preferably be a PNG with a transparent background. A transparent background makes the stamp appear on the page as if it were printed on it, without a white box covering the text or the signature beneath it.

After uploading, click «Save changes». The message «Stamp saved successfully» appears, and the stamp is added to «Available stamps».

Step 5: Check that the stamp is now available to staff

The new stamp appears in the list with its switch set to «Active». From this moment it is available to staff when they stamp documents: the employee opens the document, clicks «Stamp», picks the stamp from the organization's approved stamps, then places it in the right spot on the page.

Options and their effect

Practical scenarios

Scenario: A contracting company approves project progress claims

Situation: The finance department of a contracting company stamps progress claims and payment orders, and the stamp used to be kept only in the finance manager's office.

What you do in Mstnd:

1. Add a stamp named «Finance department stamp» of type «Administrative stamp».
2. In the description, write: «For approving progress claims and payment orders».
3. Upload the stamp image with a transparent background, and save.
4. Add a «Stamp» step to the workflow template for approving progress claims.

Result: Progress claims are stamped directly in the system as part of the approval path, without printing or moving around.

Scenario: A government entity reorganizes its departments

Situation: A government entity merged two departments, and the stamp of one of them is no longer approved, but the entity wants to keep its record.

What you do in Mstnd:

1. Open «Stamps».
2. Turn off the «Active» switch for the stamp of the dissolved department.
3. Add the new department's stamp with its name and description.

Result: The old stamp no longer appears to staff when they stamp documents, and the new stamp is the approved one.

Scenario: A private school stamps certificates and attestation letters

Situation: Student affairs at a school issues attestation letters and certificates that need the school's official stamp.

What you do in Mstnd:

1. Add an «Official school stamp» of type «Official stamp».
2. Add a «Student affairs stamp» for internal attestation letters.
3. In each stamp's description, state the type of documents it is used for.

Result: The employee picks the right stamp for each document without confusion.

Scenario: A trading company stamps its contracts with customers

Situation: A trading company sends contracts to external customers, and needs the company stamp on each contract before sending it.

What you do in Mstnd:

1. Make sure the company stamp is added and active in «Stamps».
2. The responsible employee stamps the contract from the document page.
3. They share the contract with the customer through external sharing.

Result: An electronically stamped contract reaches the customer straight away.

How it relates to other features

• Stamping: the actual use of the stamps added here. The employee clicks «Stamp» on the document page, picks from the organization's approved stamps, then places the stamp and applies it.
• Nafath, the Saudi national single sign-on: sets whether stamping requires identity verification through Nafath, in internal documents and in external sharing.
• Signing: signatures and stamps work together to approve documents. A signature is personal to each user, while a stamp is institutional and managed by the organization.
• Building a workflow template: «Stamp» can be the action type of a workflow step, so the document is stamped automatically as part of the approval path.
• New task: «Stamp» is one of the action types available when you create a task and assign it to an employee.
• External sharing: you can give the external party permission to stamp the document shared with them.

Tips and best practices

1. Give each approving entity its own stamp with a clear name, instead of one general stamp for everyone.
2. Write a description that states the type of documents each stamp is used for.
3. Use a high-resolution PNG image with a transparent background.
4. Deactivate a stamp instead of deleting it when the pause is temporary.
5. Review the «Available stamps» list periodically, and deactivate the stamps that are no longer approved.
6. Link the stamp to workflow steps so that it becomes part of the official approval path.
7. Turn on Nafath verification for stamping sensitive documents from the Nafath page.

Warnings and common mistakes

FAQ

How do I add the company stamp to Mstnd?

Open «Settings», then «Stamps», and click «Add stamp». Enter the name, type and description, upload the stamp image, then click «Save changes».

What is the best format for the stamp image?

A PNG file with a transparent background is preferred, so that the stamp appears on the document without a background covering what is beneath it.

How do I deactivate a stamp without deleting it?

Turn off the «Active» switch on the stamp's card. The stamp stays in the list, and you can activate it again later.

Who can use the stamps after they are added?

Once saved, a stamp becomes available to staff when they stamp documents with the «Stamp» button on the document page.

Can identity verification be required before stamping?

Yes. When a stamp is applied, the system verifies the identity of the person stamping through Nafath so that the stamp is authenticated, and you choose the actions that require it on the «Nafath, the Saudi national single sign-on» page.

What is the difference between a stamp and a signature in Mstnd?

A signature is personal: each user saves it in their own profile. A stamp is institutional: the system administrator adds it in the settings, and staff use it.

Can the organization have more than one stamp?

Yes. «Available stamps» shows all the stamps that have been added, and you can add a stamp for each department or purpose.

Summary

• The «Stamps» page is your organization's library of approved official stamps.
• Each stamp has a required name, a type, a description and an image, preferably with a transparent background.
• The «Active» switch lets you deactivate a stamp temporarily without deleting it.
• A saved stamp is available to staff immediately when they stamp documents.
• Stamps work together with workflows, tasks and external sharing, and with verification through Nafath.

Try it free: Create your organization's account in Mstnd