Description:

The PDF Watermarks step enables a FlowWright workflow to add a visible text watermark to an existing PDF document.

Organizations often need to identify documents as Confidential, Draft, Approved, Internal Use Only, or Copy before distributing them internally or externally. Rather than manually watermarking each document, this workflow step automates the process by placing configurable text at a selected location on the PDF pages.

The workflow specifies the source PDF document, watermark text, watermark location, optional font size and font color, the output location, and the FlowWright virtual file path associated with the processed document.

Typical uses include:

• Marking documents as Confidential
• Identifying draft documents
• Watermarking approved contracts
• Protecting intellectual property
• Branding corporate documents
• Identifying document ownership
• Adding review or revision status
• Preparing documents for controlled distribution

This step helps organizations consistently identify document status while improving document governance and reducing manual editing.

Usage:

The PDF WaterMarks step is typically used after a PDF document has been generated and before it is distributed, archived, published, or reviewed.

During execution:

1. Read the configured input PDF file.
2. Read the configured watermark text.
3. Apply the selected watermark location.
4. Apply the optional font size and font color settings.
5. Generate the watermarked PDF document.
6. Save the updated PDF to the configured output location.
7. Associate the document with the configured PDF virtual file path.
8. Continue workflow execution through either the True or False return path.

A typical workflow might look like this:

Typical workflow scenarios include:

• Applying CONFIDENTIAL watermarks to HR documents
• Marking engineering drawings as DRAFT
• Identifying customer proposals as COPY
• Watermarking contracts pending approval
• Branding internal documentation
• Applying revision identifiers
• Preparing documents for external review

Example:

Let’s build and execute the “pdfWatermarksDef” example.                             

• Create a new process definition called “pdfWatermarksDef” and open it in Designer mode. 
• Drag the “pdfWatermarks” step to the canvas.
• Connect the dots between the “Start” step and “pdfWatermarks” steps, as shown above. 
• Define a variable or a global variable to store the file path result.
• Click the "pdfWatermarks" step to configure its "Required" properties. Provide a name for the step. Provide the source file path on the application server. Provide the watermark text. Specify the watermark text's location on the document. Provide variable or global references to store the Output and Virtual PDF file paths. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the "pdfWatermarks" step to configure its "Optional" properties. Enter the font size as an integer greater than zero. Select the font color from the drop-down color picker. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the process definition, create a new instance, and execute it. Render the process instance. Click the “pdtWatermarks” process step to view its properties. Next, create a copy of the PDF with a watermark inserted according to the configuration. Copy and paste the “pdfVirtualPath” variable value into a browser window to view the merged PDF file. 

Tips:

• Use clear and meaningful watermark text such as CONFIDENTIAL, DRAFT, or INTERNAL USE ONLY.
• Choose a watermark location that does not obscure important document content.
• Use an appropriate font size to ensure readability without overwhelming the document.
• Customize the watermark color to match organizational branding or document classification standards.
• Preserve the original PDF if an unwatermarked version may be required.
• Configure the PDF virtual file path when downstream FlowWright workflow steps need to reference the updated document.
• Route the False path to logging or notification activities for easier troubleshooting.
• Combine this step with PDF Encrypt Secure, PDF Flatten File, PDF Optimize File, PDF Remove Blank Pages, Redact PDF, or Send Email to build comprehensive PDF processing workflows.

Notes:

• A valid input PDF file is required.
• Watermark Text and Watermark Text Location are required.
• Font Size is optional and must be greater than zero when specified.
• Font Color is optional; if omitted, the default color is Red.
• The output file path must reference a writable location.
• The watermarked PDF is saved to the configured output location.
• The configured PDF virtual file path enables subsequent FlowWright workflow activities to reference the processed document.
• Both the True and False return paths should be implemented to provide complete workflow handling.
• Execution details and watermark processing activities are recorded in the FlowWright workflow execution log.

PDF Watermarks vs. PDF Encrypt Secure:

Both workflow steps enhance PDF documents, but they serve different business objectives.

As a general guideline:

• Use PDF WaterMarks when workflows need to visually identify or classify documents for review, approval, branding, or controlled distribution.
• Use PDF Encrypt Secure when workflows need to restrict access to PDF documents by applying password-based encryption.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page. 

Note: Please verify and complete the process steps for any missing configurations, such as file path references and database connections, after the import. Then, save the definition to confirm the changes. 

Click here to download the sample file.