When adding status stamps such as PASSED, Approved, Reviewed, etc. to a large number of PDFs, processing them one by one is not only slow but also prone to inconsistencies in position and size. This article uses the batch addition of PASSED stamps as an example to explain how to use HeSoft Doc Batch Tool to access the PDF stamp function, import multiple PDFs, select all pages or specific pages, upload the stamp image, and set a fixed position, rotation angle, and scaling effect to quickly generate uniformly stamped PDFs.
In scenarios such as training, examinations, material reviews, and project acceptance, PDF files often need to be stamped with seals like "PASSED," "已通过," or "å®¡æ ¸é€šè¿‡" to indicate that the files have been checked or meet requirements. If you only have one PDF, adding a stamp manually is not cumbersome; however, when you have a large number of PDFs requiring the same treatment, processing them one by one will significantly slow down work progress. Especially when the stamp needs to be placed in the same position, maintain the same size and angle, manual handling is difficult to achieve complete consistency.
This article uses the example of batch-adding a green "PASSED" stamp to illustrate how to use HeSoft Doc Batch Tool to uniformly stamp multiple PDFs. This software is a batch processing tool for office documents, with its core value being the centralized processing of highly repetitive, high-frequency file operations, reducing manual clicking. By following the steps in this article, you can apply the same method to other stamp scenarios such as "已批阅," "已归档," "作废," or "内部资料."
Applicable Scenarios: Which PDFs Are Suitable for Adding a PASSED or Approved Stamp
The PASSED stamp is commonly seen in scenarios such as training result confirmation, exam material marking, project acceptance documents, quality inspection reports, and internal audit documents. For instance, after a batch of PDF courseware passes review, an approval mark needs to be added to each file; after a set of PDF test reports completes inspection, they need to be uniformly marked as PASSED; or teachers and training institutions need to add an approved status to multiple PDF assignment files.
These tasks typically have significant batch characteristics: the same file format, identical stamp content, and identical position requirements. When handled traditionally, the process of opening, editing, and saving must be repeated constantly; using a batch tool, you only need to set the rules once, and the software will automatically process all files. This is the core value of batch processing capabilities in office software.
Effect Preview: What Changes Before and After Batch Stamping
In the example, the folder before processing contains 4 PDF files, namely 1.pdf, 2.pdf, 3.pdf, and 4.pdf. These are the files that need a unified stamp added in this instance.
Opening the PDF before processing, the page content displays normally, but there is no approval stamp. The blank area on the page indicated by the arrow can serve as the stamp placement location, as it will not interfere with the reading of the table of contents, main text, or page numbers.
After processing is complete, a prominent green "PASSED" stamp appears at the bottom of the PDF page, with a tilted effect, visually resembling a stamped confirmation. Due to batch processing, the same batch of PDFs can have stamps added according to identical rules, thus maintaining a uniform document style.
Operation Steps: Complete Workflow for Batch Adding PASSED Stamps
Step 1: Open the Software and Enter PDF Add Stamp
First, launch HeSoft Doc Batch Tool . In the left navigation bar, select "PDF Tools," then find "PDF Add Stamp" in the function list. In the screenshot, this function is located in the PDF tools list, with the description "Batch add stamps to PDF." Click this card to enter the batch stamping wizard.
The key to this step is selecting the correct function. PDF Add Stamp is different from PDF Add Watermark; stamps are more suitable for status marking, audit result marking, and approval marking. After entering this function, the software will guide you step-by-step through importing files, setting processing options, setting the save location, and starting the process.
Step 2: Add the PDFs to be Batch Processed
In the "PDF Add Stamp" interface, the first step is "Select records to process." You can click "Add Files" to select single or multiple PDFs, or click "Import Files from Folder" to batch import PDFs from a specific folder. In the example, 4 PDF files have been imported.
The file list displays the name, path, extension, creation time, and modification time for each PDF. It is recommended to focus on checking two points here: first, whether the number of files is correct (the summary record count in the screenshot is 4); second, whether the path is the target folder, to avoid mistakenly adding PDFs from other directories to the task. After confirming correctness, click "Next" at the bottom.
Step 3: Select the Page Range for Adding Stamps
After entering "Set Processing Options," the first thing you see is the processing range. Available options include "All Pages," "First few pages," "Last few pages," "Odd pages," "Even pages," and "Custom." In the example, "All Pages" is selected, meaning the PASSED stamp will be added to every page of each PDF.
In actual use, you may not need to stamp every page of all PDFs. If you only need to add a status to the document cover, you can select the front page range; if you need to indicate final confirmation on the last page, you can choose the end pages; if you only want to add the stamp on specific page numbers, you can use custom settings. Reasonable page range settings can make the processing results more compliant with office standards.
Step 4: Select Standard Stamp and Import the PASSED Image
In "Stamp Type," the example selects "Standard." The standard stamp is suitable for placing a complete image stamp onto a designated area of a PDF page. Next, under "Stamp Image," click "Select File" to import the PASSED stamp image. The screenshot shows "1 file selected," indicating that the stamp material has been recognized by the software.
It is recommended to use clear image material for the PASSED stamp, with crisp text edges. If you need a more natural overlay on the PDF page, you can use a stamp image with a transparent background. The stamp color should also be chosen in coordination with the document content; for example, green typically indicates passed, red is often used for voided or warnings, and blue might be used for internal confirmation.
Step 5: Set Stamp Position to Ensure Consistency Across All PDFs
In the "Position" area, the software offers "Fixed Position" and "Custom Position." The screenshot shows Fixed Position selected, with the lower-right area chosen via the nine-grid selector. In the post-processing effect, the PASSED stamp indeed appears at the lower-right position of the page.
The advantage of a fixed position is its stability and speed, making it suitable for large batches of PDFs with similar layouts. If you are processing reports, courseware, or test papers generated from the same template, a fixed position usually meets the requirements. If some PDFs have special layouts, it is recommended to test individually first to prevent the stamp from covering titles, body text, tables, or page numbers.
Step 6: Adjust Stamp Display Effect
The "Effects" area on the right provides multiple settings for the stamp's appearance, including rotation angle, cropping edge whitespace, opacity, and scaling (shrink or enlarge). The post-processing result shows the PASSED stamp with a tilted effect, indicating that rotation can be set in the effects settings to make the stamp closer to the visual style of an actual stamp. The scaling setting determines the size of the stamp on the PDF page.
When configuring, you can refer to the processed screenshot: the stamp is large enough to clearly convey the PASSED status; it is also located in a blank area of the page without obscuring the main content. Generally, status stamps should not be too small, otherwise they may not be noticeable in thumbnails or after printing; they should also not be too large, to avoid affecting the reading of the main text.
Step 7: Set the Save Location and Execute Processing
After completing the processing options, click "Next." Following the interface flow, you will need to set the save location and then start processing. It is recommended to choose a new output folder, such as "PASSED_Stamped" or "Processed PDFs," and avoid directly overwriting the original files. This preserves the unstamped version for comparison and backup.
Finally, enter the start processing stage, confirm the file list and stamp settings are correct, and execute. The software will sequentially process the imported PDFs and save the results with added stamps to the specified location. After processing is complete, you can open one or two PDFs for spot checks to confirm that the stamp's page range, position, size, and angle all meet the requirements.
Common Questions and Precautions
1. Where should the PASSED stamp be placed?
There is no fixed answer; it depends on the document layout and organizational standards. Common locations include the bottom right corner, centered at the bottom of the page, blank areas on the cover, etc. The example chose the bottom right corner because this area is less likely to obscure the table of contents and main text.
2. Is it appropriate to add a stamp to all pages?
If the PDF contains materials that require page-by-page confirmation, selecting all pages is suitable; if it simply indicates the entire document has passed, adding it to the first or last page is usually sufficient. It is recommended to set the processing range according to the business workflow.
3. What if the stamp is too large or too small?
You can adjust the size using the shrink or enlarge settings in the Effects area. Before batch processing, it is best to test with one or two PDFs first, confirm the stamp size is appropriate, and then process all files.
4. Do I need to back up original files before batch processing?
It is recommended to keep the original files. Although you can avoid overwriting by setting an output location, backing up the original PDFs first is safer when processing important contracts, reports, or exam materials.
5. Can Word, docx, or Excel files be stamped using this workflow?
This article's workflow is specific to PDF files. To process Word documents (e.g., doc, docx) or Excel spreadsheets (e.g., xls, xlsx), you should use the corresponding document processing functions within the software. The processing methods and output rules for different formats may vary.
Summary: Quickly Completing PDF Approval Marking with Batch Processing
The focus of batch-adding a PASSED stamp is not just placing an image on a PDF, but standardizing the repetitive manual stamping workflow. With HeSoft Doc Batch Tool , you can import multiple PDFs at once, uniformly set the page range, stamp type, stamp image, fixed position, and display effects, and then generate processed files in batches.
For users who frequently handle review materials, training documents, test reports, and archived PDFs, this method can significantly save time and reduce inconsistencies caused by manual operations. It is recommended that you first prepare a clear PASSED stamp image, then test the effect with a small number of PDFs following the steps in this article. Once confirmed correct, batch import all files for processing. This ensures document standardization and truly leverages the efficiency value of office software in batch processing files and reducing repetitive labor.