8 Profile Settings
8.1 Overview
The Profile Settings window is the central configuration window for profiles. Here you define which folders are monitored, which files should be processed, which data is extracted, and which tasks are executed.
Opening: Click New Profile… or Edit in the Profile Toolbar.
Window Structure
The window is divided into two areas:
| Area |
Description |
| Navigation (left) |
List of all categories showing configured elements |
| Content (right) |
Settings for the selected category |
Categories
| Category |
Description |
| General |
Name, activation status, color, processing times |
| Monitored Folders |
Folders monitored for new PDF files |
| OCR Support |
Temporary text recognition for files without a text layer (e.g. scans) |
| Filter |
Criteria for which PDFs are processed |
| Example Files |
Test PDFs for rule preview |
| Data Extraction |
Rules for extracting data from PDFs |
| Tasks |
Actions applied to matching PDFs |
| File Grouping |
Grouping of related files |
| Subsequently |
Notifications and follow-up operations |
| Button |
Description |
| OK |
Saves changes and closes the window |
| Cancel |
Discards all changes and closes the window |
| Apply |
Saves changes, keeps the window open |
8.2 General
The General tab contains basic profile settings.
8.2.1 Name
The name of the profile. Use meaningful names that describe the purpose of the profile.
Examples: - “Archive Incoming Invoices” - “Order Confirmations to Purchasing” - “Process Scanned Receipts with OCR”
Optional free text field for additional information about the profile. The comment is displayed in the Profile List.
8.2.3 Active
Activates or deactivates the profile. Only activated profiles monitor folders and process files.
8.2.4 Profile Color
Assigns a color to the profile, which is displayed as a colored bar in the Log List. Useful for visual grouping of profiles.
8.2.5 Processing Times
Allows restricting processing to specific time windows.
Use Profile-Specific Processing Times
When enabled, this profile uses its own processing times instead of global settings.
Schedule Configuration
| Setting |
Description |
| Repeat |
Every day, Every X days, On specific weekdays |
| Weekdays |
Active weekdays (Mon-Sun) |
| Time Type |
“At” (point in time) or “From-To” (time range) |
| Time |
Start time and optionally end time |
Time Type “At” (Point in Time)
Processing occurs once at the specified time. Files detected later wait until the next time window.
Catch-Up Function: When enabled, missed processing is caught up if the program starts within the catch-up time.
Example: Time 09:00, Catch-up 30 minutes - Program starts at 09:15 → Processing is performed - Program starts at 09:35 → Processing is missed, next time point is used
Time Type “From-To” (Time Range)
Processing occurs continuously during the specified time range. New files are processed immediately.
8.2.6 Retries on Errors
Configures automatic retry attempts on errors.
| Setting |
Description |
| Active |
Enable retry function |
| Maximum Attempts |
Number of retry attempts (default: 3) |
| Time Period |
Period over which attempts are distributed |
More Information: See Chapter 36.5 (Retries on Errors)
8.2.7 File Group Wait Mode
Determines how the profile interacts with file groupings from other profiles.
| Mode |
Description |
| Wait for all |
Waits for all profiles with file grouping (default) |
| Wait for selected |
Waits only for specific file group profiles |
| Wait for none |
Processes immediately without waiting for file groups |
8.2.8 Recurring Files
| Option |
Description |
| Reprocess recurring files |
When enabled, files that reappear at the same location (after moving/deleting) are processed again |
| Additional iterations for the file |
When enabled, after successful processing the file is presented again to all profiles for the next N iterations — including those that already processed it. This allows profiles to run multiple times on the same file — useful when one profile modifies the file so that subsequent profiles re-evaluate (e.g. OCR produces text that an extraction rule can now detect). The counter is decremented by 1 per iteration and deleted when it reaches 0; after that normal deduplication kicks in again. Cannot be used together with tasks that have “Overwrite original file” enabled (would cause infinite loops; the save dialog blocks the combination). |
8.2.9 Delay Before Processing
| Option |
Default |
Description |
| Delay before processing (seconds) |
0 |
Wait time in seconds before the tasks of this profile are executed. Useful when files come from slow sources (e.g., scanners, network drives) and you need to ensure they are completely written. 0 = no delay.
Note: The delay pauses only this single profile and does not change the order of multiple profiles relative to each other. To control the print or processing order across multiple profiles, sort them via the alphabetical order of their profile names (e.g. 01 Profile A, 02 Profile B). |
8.2.10 Revalidate Filter Before Each Task
| Option |
Default |
Description |
| Revalidate filter before each task |
No |
When enabled, the filter is not only checked once at the start of the profile, but is re-evaluated before each individual task. This is useful when a task modifies the file in a way that could change the filter result for subsequent tasks (e.g., when the “Remove Pages” task removes pages containing text that is used as a filter criterion). |
Note: For existing profiles (before version 2.0.43), this option is enabled by default to maintain the previous behavior. For new profiles, it is disabled.
8.3 Monitored Folders
The Monitored Folders tab defines which folders are monitored for new PDF files.
8.3.1 Folder List
Shows all configured monitored folders.
Buttons:
| Button |
Description |
| Add |
Adds a new folder |
| Remove |
Removes the selected folder |
8.3.2 Adding Folders
When adding a folder, you can: - Select local folders - Enter network paths (UNC paths: \\Server\Share\Folder) - Use environment variables (e.g., %USERPROFILE%\Documents)
8.3.3 Include Subfolders
When enabled, files in subfolders of the monitored folder are also processed.
8.3.4 Ignore Documents in Source Folder
This option prevents infinite loops when OCR, compression, splitting, or merging creates new documents in the same monitored folder.
When enabled, such files are added to the list of known files and ignored in the next scan.
Recommendation: This option should remain enabled (default) unless you intentionally want to reprocess the generated files.
8.3.5 Important: Have Each Folder Monitored by Only One Program Instance
A monitored folder must only be processed by one installation of Automatic PDF Processor. If the program runs on two computers or under two Windows user accounts at the same time and monitors the same folder (e.g. a network share), both instances process the same files. This results in duplicate output, such as emails being sent twice, or error messages because one instance “snatches” the file away from the other.
Especially after moving the program to a different computer or user account, make sure the old installation is closed and its autostart is disabled. On the same computer, the program automatically detects an already running processing instance - across computers, however, this detection is technically not possible.
8.4 OCR Support
Text filters and extraction rules require the text of the document - for scanned files without a text layer, they therefore come up empty. The OCR Support category solves this problem: If a file has no text layer, the program temporarily recognizes the text via text recognition (OCR) so that the filter check and data extraction can evaluate the file.
8.4.1 How It Works
- The recognition is performed on a temporary copy - the original file remains completely unchanged. The copy is deleted automatically once processing is complete.
- The recognized text applies to the entire processing of the file: Both the filter check and the data extraction - and therefore the placeholders of the tasks (e.g.
<RuleId:1(InvoiceNumber)> when renaming) - use the same recognized values.
- Files that already have a text layer are used unchanged - no text recognition takes place for them.
- The previews also use the OCR support: the rule editor (checkbox at the bottom left, preset with this category - chapter 9.1), the results preview of the filter, the extraction results overview of the “Data Extraction” category, and the placeholder previews (e.g. storage location, email recipients, stamp, barcode, and redaction preview). Each example file is recognized only once per opened profile settings window (with progress display).
8.4.2 Activation and Page Limit
Enable the option “Perform temporary text recognition for files without a text layer”.
Page limit: By default, only the first 5 pages are recognized (plus the last page so that rules with the page determination “last page” work). This speeds up the processing of extensive scans considerably and is almost always sufficient for filter decisions. If required, you can increase the number or disable the limit.
8.4.3 OCR Settings
The same settings are available as for the task “Make file searchable”: language(s) of the document content, image enhancements (deskew, sharpen, contrast), page orientation, character restriction, and the DPI of the output.
Troubleshooting tip: If a value is not recognized as expected, temporarily create a task “Make file searchable” with the same OCR settings and look at the recognized text of the output file - this shows exactly what the filter check “saw”.
8.4.4 Important Notes
- Processing time: Depending on the size of the file, text recognition can noticeably extend the processing time (typically a few seconds per page).
- Files without text sorted out globally? The program options “Ignore/move/send files without text” (under Processing) take effect BEFORE the filter. If they are active, a scan never reaches the OCR support - disable these options if scans are to be processed via the OCR support.
- The recognition is performed only once per file, even if several profiles with the same OCR settings check the file.
- Scan detection: To see whether an example file is affected, check the “Character count” and “OCR recommended” columns in the “Example Files” category.
| ## 8.5 Filter |
| The Filter tab defines criteria for which PDF files should be processed. |
| Detailed Documentation: See Chapter 8.5 (Filter) in the separate file. |
8.6 Example Files
The Example Files tab allows adding test PDFs for previewing extraction rules.
8.6.1 Purpose
Example files serve to: - Test extraction rules in the rule preview - Verify results before production use - Identify problems with data extraction
8.6.2 Adding Files
| Button |
Description |
| Add |
Selects one or more PDF files |
| Remove |
Removes the selected example file |
| Remove All |
Removes all example files |
Tip: Add representative examples that cover different variants of your documents to be processed.
Columns of the file list:
| Column |
Description |
| Exists |
Indicates whether the file is present at the specified path |
| Character count |
Number of text characters in the document (“-” if the file cannot be read) |
| OCR recommended |
“Yes” if the file contains no or hardly any text characters - probably a scan without a text layer. In this case, enable the “OCR Support” category (section 8.4) or use the task “Make file searchable” |
8.6.3 Preview
The example files are used in the data extraction rules to show keyword locations, etc. You can switch between example files to test the rules with different documents.
8.7 File Grouping
The File Grouping tab enables processing related PDF files as a group.
8.7.1 Use Cases
- Process invoice with associated delivery note
- Merge main document with attachments
- Combine multiple pages of a scanned document
8.7.2 Primary File Group
The primary file group contains the main files to be processed.
| Option |
Description |
| Subgroup can contain multiple files |
Allows grouping multiple PDFs with identical extraction value and fulfillment of filter criteria |
| Process files individually |
Each file is processed separately |
| Subsequent tasks apply to all files in primary subgroup |
All files in the group receive the listed tasks |
8.7.3 Secondary Subgroups
Secondary subgroups define additional files belonging to a main file.
| Setting |
Description |
| Existence Type |
Must exist / Can exist |
| Multiple Matches |
Process all / Newest / Oldest / Report error |
| Validations |
Optional comparisons of placeholder values between different groups (same customer number in primary and secondary document) |
8.7.4 Maximum Wait Time
The time in seconds to wait for additional files of a group (default: 20 seconds).
Tip: Increase the wait time if files arrive with a delay (e.g., with a slow scanner).
The Data Extraction tab shows the configured extraction rules.
8.8.1 Rule List
Shows all defined rules with the following information:
| Column |
Description |
| Name |
Name of the rule |
| Source |
Data source (document text, barcode, etc.) |
| Data Type |
Text, date, number, or query |
| Button |
Description |
| Add |
Creates a new rule |
| Edit |
Opens the selected rule for editing |
| Duplicate |
Creates a copy of the selected rule |
| Remove |
Deletes the selected rule |
| Move Up/Down |
Changes the order of rules |
8.8.3 Rule Order
The order is important when rules reference each other (e.g., through placeholders). Rules being referenced must be defined before the referencing rules.
More Information: See Chapter 9 (Extraction Rules)
8.9 Tasks
The Tasks tab shows all available task types and enables their configuration.
8.9.1 Task List
Tasks are displayed as an expandable list. Each task type can be added multiple times.
8.9.2 Task Order
The order of tasks determines the execution order. Tasks are processed from top to bottom.
Tip: Place critical tasks (e.g., email sending) at the end so they are only executed when all previous tasks were successful.
Detailed Documentation: See Chapters 10-30 for individual task types.
8.10 Notifications
The Subsequently tab contains notification settings among other things.
8.10.1 Notification Types
| Event |
Description |
| On Success |
Notification on successful processing |
| On Error |
Notification on processing errors |
| On No Match |
Notification when no filter matches |
| On Exhausted Retries |
Notification when all retries have failed |
8.10.2 Email Notification
For each notification type, you can: - Specify email recipients (multiple separated by semicolon) - Configure subject and text of the email - Use placeholders for dynamic content
8.10.3 Sound Notification
Enable sound notification to receive an audible alert for certain events.
| Setting |
Description |
| Enable Sound |
Enables sound playback |
| WAV File |
Path to the sound file to play |
8.11 Follow-up Operations
The Subsequently tab also contains settings for actions on errors or non-matches.
8.11.1 On Errors
| Option |
Description |
| Move Files |
Moves files with errors to a separate folder |
| Target Folder |
Folder for failed files |
8.11.2 On No Match
| Option |
Description |
| Move Files |
Moves files without matching filter to a separate folder |
| Target Folder |
Folder for unassigned files |
Note: These profile-specific settings take precedence over global settings in the Program Options.