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How to add a text watermark to a PDF document using Microsoft Flow or Azure Logic Apps

A watermark that states "Confidential" or "For internal use only" can be a reminder to others about how they should be handling the document. For example, people who have access to a document may be more conscious of leaving it open on their computer screen while they walk away from it if it states "Confidential".

In this article I will describe how to add text watermark to a PDF document. If you are interested in other types of watermarks, like image watermark or rich text watermark review those articles:

  • How to use an image watermark to automatically add a company logo to PDF files and save them in a new folder.
  • How to use a PDF (rich text) watermark to add a watermark with a specific design to PDF documents generated on submitting a form.

We will use Add watermark to PDF action from Plumsail Documents connector. This action supports a few types of watermarks  —  Text, Image, and PDF:

add-a-watermark-to-pdf-select-type1.png

So, let us have a look at how to add a text watermark to a document.

 

Use custom text watermark

 

Classify your documents

A watermark that states "Confidential" or "For internal use only" can be a reminder to others about how they should be handling the document. For example, people who have access to a document may be more conscious of leaving it open on their computer screen while they walk away from it if it states "Confidential".

 

Show the status of a document

You may also use the text type watermark to show the status of a document  — such as Reviewed, Approved, or Draft — so that other users immediately recognize the status of the document you have shared.

 

Identify the perpetrator if the document is leaked

Imagine you need to send confidential documents outside of your organization. Adding a watermark that identifies the recipient can be an effective deterrent for people who might disseminate the information. Besides the email address, you may also use such information as the person's name and the time/date to protect PDF document and identify the leak if copies of the protected documents suddenly start circulating.

Let's have a look at an example.

Let's say you have a list of recipients in your SharePoint site:

recipients-list.png

You need to send them a confidential document you would prefer not be spread around. For example, a price list.

You can create a flow that is started on a particular item from the list:

start-a-flow.png

Here is how the entire flow looks like:

send-confidential-document1.png

send-confidential-document.png

Create the flow

Let us have a look at each step of the flow.

Flow trigger

Please navigate to MS Flow, create a flow and find For a selected item action from the SharePoint connector. Using this trigger will allow you to start the flow on a selected item manually. Set your Site Address and the List name:

for-a-selected-item-send-PDF.png
Get item

Get item data using Get item action from the SharePoint connector. Put here ID from the output of the For a selected item action:

get-item-watermark-sent-doc.png
Get file content

Get the file you are going to send with help of Get item action from SharePoint connector:

get-file-content-watermark-sent-doc.png
Add a watermark to PDF

This is an action from Plumsail Documents connector.

Choose Text type of the watermark. Put here File content from the output of the Get file content action and the recipient's Email from the output of Get item action.

We set custom values for Angle, Font Size, Color, Watermark position, and Opacity. You may check detailed information on how to use these and other settings here.

add-test-watermark-with-email.png
Send an email

We used Send an email action from Office 365 Outlook connector, but you can choose another one. Attachment content is the output from Add watermark to PDF action.

send-email-watermark-sent-doc.png

That is it. The recipient will receive the price list with their email address as the watermark. It will potentially discourage leaks by identifying the recipient.

TextWatermarkResult.png

Conclusion

I hope this article will help you stay in control of your documents and how they are distributed. If you are new to Plumsail Documents connector, here is the first step for getting started.

This article was originally published here.

 

Thanks for reading!

Meet Our Blog Authors
  • Working daily with Microsoft Cloud to deliver the needs of my company, my customers and various Microsoft communities and forums. | Office 365 | Flow | PowerShell | PowerApps | SharePoint |
  • Co-founder of https://plumsail.com, Office 365 and SharePoint expert. Passionate about design and development of easy to use, convenient and flexible products.
  • Microsoft Business Apps MVP. Owner of ThriveFast, an Office 365 consulting company.
  • 7x Microsoft Business Solutions MVP (CRM)
  • Solution Architect with Slalom, and organizer of the Boston Office 365 User Group, and long term SharePoint/Office 365 veteren. Find more at http://www.davidlozzi.com. Follow @DavidLozzi
  • I'm keen in MS technologies, SharePoint, Office 365 and development for them
  • Daniel is a Business Productivity Consultant & Microsoft Business Solutions MVP who is very enthusiastic about all things Office 365, Microsoft Flow, PowerApps, Azure & SharePoint (Online). Since the preview, Daniel has been working with Microsoft Flow and later on with Microsoft PowerApps. That led to him being awarded an MVP Award for Business Solutions. He loves to blog, present and evangelize about improving productivity in the modern workspace with these amazing tools!
  • Michelle is an Office 365 solution architect in Twin Cities, MN. She has been delivering business collaboration solutions for years with her focus on SharePoint and Office 365. Michelle is a recent board member of the Minnesota Office 365 User Group and has been a member of the SharePoint community since 2009. She is a frequent speaker at MNSPUG and SharePoint Saturday and co-chaired the Legal SharePoint User Group for 4 years. Her most frequent projects have involved rolling out a large deployment of Office 365, SharePoint Online intranet, build of a "CHAMPS" Office 365 user adoption program and most recently, SharePoint On-Premise to Online Migration. Michelle is very excited about cloud technology as it is shifting her IT Pro focus to collaboration strategy and technical adoption.
  • I'm a Microsoft Office Servers and Services MVP with a special interest in SharePoint, Office 365, Microsoft Flow, Microsoft Teams and PowerApps. I work at Triad Group Plc ( https://triad.co.uk)
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