Post a QR code

By embedding a QR code in a document, you can immediately see whether you're working with the most recent version of that document.

Written By Rico van der Stelt

1. Insert a QR code

Select a PDF file.
Click Add.
Click Add QR Code.
Drag the QR code to the desired location in the document.
Click "Stamp QR Code."

💡 Tip: Select multiple documents to add a QR code to them all at once.

In the document overview, you’ll now see a black QR icon indicating that a QR code has been added.

💡 Tip: Is the QR code grayed out? That means the code was only added to an older version.

2. Remove a QR code

Select the document.
Click Add.
Click Add QR Code.
Select "Revoke QR Code."

3. Scan QR code

When you scan the QR code, you’ll see a green or red screen, depending on whether it’s the latest or approved version.

Is it the latest version?	Is it the most recently approved version?	Are there any previously approved versions?	Screen
Yes	Yes	Yes	🟢 Green
No	Yes	Yes	🟢 Green
Yes	No	No	🟢 Green
Yes	No	Yes	🔴 Red
No	No	Yes	🔴 Red
No	No	No	🔴 Red

4. Automatically approve or finalize a document after adding a QR code

Do you want a document to be automatically approved or finalized after a QR code is added? Configure this in the project’s document settings.

Go to the project settings.
Select "Files,"
Under “After placing a QR code,” select one of the following options:
- Do nothing (default) — Prostream only places the QR code.
- Automatically approve document — Prostream approves the version with the QR code.
- Automatically finalize document — Prostream finalizes the document after placing the QR code.

⚠️ Note: Prostream always adheres to folder permissions. If you don’t have permissions to approve or finalize a document in a folder, Prostream will still place the QR code but will skip the automatic step.

💡 Tip: Only project administrators can change this setting.

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