PDF Annotator – Digital Ink-Stamps Extension for Znuny & OTRS

Summary: The Znuny & OTRS PDF Annotator Extension enables agents to digitally “stamp” PDFs with ticket and article data, similar to applying ink-stamps on paper. It supports dynamic fields, ensuring compliance with German accounting, legal, and audit requirements while simplifying document workflows across multiple teams.

Why This Extension Matters

Many organizations still need annotated PDFs for legal, accounting, and cross-team workflows. Whether it’s an approval stamp, a processing note, or a compliance mark, the PDF Annotator Extension brings this capability into Znuny & OTRS—without manual editing or external tools.

• Legal compliance
  meet documentation requirements in accounting and law
• Process visibility
  show which team handled which step
• Seamless workflows
  eliminate manual stamping or offline tools
• Traceability
  all annotations linked to tickets and articles

What Does the PDF Annotator Offer?

The extension allows agents to apply digital stamps and annotations onto PDF documents directly from a ticket. Annotations can contain static text, logos, and dynamic ticket/article fields to ensure context and compliance.

• add custom stamps with text, logos, or both
• insert dynamic fields such as TicketID, CustomerID, Queue, State, SLA, or Agent
• apply multiple stamps per document for multi-step processes
• retain both original and annotated versions for audit safety
• compatible with print and digital distribution workflows

Key Features:

• Digital ink-stamps
  simulate traditional rubber stamps directly in PDFs
• Dynamic field placeholders
  populate annotations with real ticket/article data
• Multi-stage workflows
  allow multiple teams to apply their own marks
• Audit-ready archives
  keep original and stamped versions in ticket history
• Flexible templates
  design stamps with corporate logos and custom text

Why Use PDF Annotation in Znuny?

In industries with strict compliance rules, simple digital PDFs are not enough. With this extension you ensure:

• Accounting compliance
  add legally required approval marks on invoices, receipts, or contracts
• Legal workflows
  ensure documents show who handled and approved them
• Cross-team collaboration
  pass documents between teams with visible process marks
• Printing readiness
  prepare annotated PDFs for official physical distribution

Workflow Example

1. Agent selects a PDF from a ticket article
2. Chooses annotation template (e.g., “Reviewed by Accounting”)
3. Dynamic fields (TicketID, Agent, Date) are automatically populated
4. Annotated PDF is saved as a new article in the ticket
5. Original PDF remains available for audit compliance

Conclusion

The PDF Annotator Extension brings compliance-ready digital stamping into Znuny & OTRS. It reduces manual effort, ensures legal and accounting requirements are met, and provides clear process visibility across teams.

Get started today and replace manual ink-stamps with secure, auditable PDF annotations inside your service desk.

FAQ

Can annotations include dynamic ticket fields?

Yes. You can use placeholders for TicketID, CustomerID, Queue, State, Agent, and more.

Are original PDFs preserved?

Yes. The extension always stores both the original and the annotated version.

Can multiple teams add their own stamps?

Yes. Each team can apply their own annotations during the workflow.

Is this legally compliant?

Yes. It supports German accounting and legal requirements by ensuring auditable document handling.

Is the extension compatible with Znuny and OTRS?

Yes. It is designed for Web – Znuny / OTRS environments and avoids risky core changes.