Customize a QR code

When someone scans a QR code on a document, Prostream displays a page indicating whether it is the latest version. Is it the latest (approved) version? Then you’ll see a success page. Is it an older version? Then you’ll see an error page. By default, Prostream uses a fixed image for each situation. You can customize these images to match the branding of your organization or project.

Written By Rico van der Stelt

1. Configure at the organizational level

  1. Go to your organization's settings.

  2. Open the QR Page tab.

  3. You’ll see two sections: Success and Error, each with a preview of the current image.

  4. In the desired section, click Upload Image.

  5. Select your file and click Update to save the change.

If you click "Restore Default" in the project settings, the following applies:

  • Has the organization set its own image? If so, the project will fall back to the organization’s image.

  • If the organization hasn’t set its own image, the project will fall back to the Prostream default image.

💡 Tip: Want to revert to the default image? Click Restore Default in the relevant section.

⚠️ Note: Images you set at the organization level apply to all projects within the organization, unless a project sets its own image.

2. Setting at the project level

  1. Go to the project settings.

  2. Open the QR Page tab.

  3. Click "Upload Image" in the desired section.

  4. Select your file and click Update.

If you click "Restore Default" in the project settings, the following applies:

  • Has the organization set its own image? If so, the project will use the organization’s image.

  • If the organization hasn’t set its own image, the project will use the Prostream default image.

💡 Tip: Has the organization already set an image, but the project hasn’t yet? In that case, the preview will show the organization’s image. This way, you can see exactly what end users will see.

💡 Tip: If you set a custom image at the project level, it will override the organization image—but only for that specific project and section.

3. Which image do you see when scanning?

Prostream The image is determined in this order, per section (Success or Error):

  1. Project image — if one is set.

  2. Organization image — if one is set.

  3. Prostream’s default image.

4. Upload Requirements

  • Allowed file types: PNG, JPG/JPEG, and GIF

  • Maximum file size: 5 MB

⚠️ Note: If you upload a file that’s too large or in an unsupported file type, you won’t be able to save the change and you’ll see an error message.

Want to learn more about how to add a QR code? Read the following article: Insert a QR code