Automatic PDF Processor - Online Help
Comprehensive documentation of all features and settings

34 Redact Text

Task: Redact Text

34.1 Description

The Redact Text task permanently and irreversibly removes sensitive text areas from a PDF document. The areas to be redacted are determined via data extraction rules. Unlike a purely visual overlay, the underlying text is actually removed from the document.

Important: True Redaction

With true redaction, text is not just visually covered but physically removed from the PDF. The redacted areas cannot be restored — not even through copying, searching, or technical analysis.

Typical Use Cases

  • GDPR Compliance: Remove personal data such as names, addresses, or account numbers from documents
  • Anonymization: Anonymize documents for distribution to third parties
  • Confidential Information: Remove salary data, social security numbers, or internal reference numbers
  • Authority Requests: Prepare documents for information requests in a privacy-compliant manner
  • Archiving: Remove sensitive data before long-term archiving

34.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

34.3 Redactions

Redactions

In the redactions list, you define which text areas should be redacted. Each entry references a data extraction rule and specifies the appearance of the redaction.

Redaction Entry

Each entry consists of:

Property Description
Rule The data extraction rule that determines the text area to be redacted
Color The color of the redaction rectangle (default: Black)
Overlay Text Optional text displayed over the redaction (e.g., “REDACTED”)

Managing Redaction Entries

Button Description
Add Create a new redaction entry
Edit Edit the selected entry
Remove Delete the selected entry
Move Up/Down Adjust the order of entries
Preview Preview redactions using the example files

Rule Reference

Redaction uses your data extraction rules to locate the text areas to be redacted. First create an extraction rule that finds the desired text, then reference it in the redaction configuration.

Example: A rule “Name” extracts the recipient’s name. In the redaction configuration, this rule is selected — the found text area is then redacted.

Preview

With the Preview button, you can check the redactions in advance using the example files stored in the profile. This ensures that the correct areas are redacted before processing starts.

34.4 Storage Location

Directory

Specify the target directory for the redacted PDF file.

Note: It’s recommended to use a separate folder for each processing step to ensure clear separation.

Filename

Set the name for the processed file.

Examples:

Input Result
(empty) Contract.pdf (original name)
<FileName>_anonymized Contract_anonymized.pdf

Name Collisions

Choose what should happen if a file with the target name already exists.

34.5 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the processed file.

34.6 Afterwards

Call External Program

After redaction, an external program can be started automatically.

Parameters: Available placeholders: - <PathIncludingFilename> - Full path of the processed file - <ParentDirectory> - Path of parent folder - <Filename> - Filename

34.7 Example: Anonymize Personnel Data

Initial Situation

Pay slips contain personal data (name, address, account number) that must be redacted before forwarding to the accounting department.

Configuration

  1. Create Data Extraction Rules:
    • Rule “Name” — Extracts the employee name
    • Rule “Address” — Extracts the mailing address
    • Rule “IBAN” — Extracts the account number
  2. Redaction Entries:
    • Rule “Name” → Color: Black, Overlay Text: “REDACTED”
    • Rule “Address” → Color: Black, Overlay Text: “REDACTED”
    • Rule “IBAN” → Color: Black, Overlay Text: “REDACTED”
  3. Directory: D:\Accounting\Anonymized
  4. Filename: <FileName>_anonymized

Result

Original Processed
Name: John Smith Name: █████████ REDACTED
IBAN: GB29 NWBK 6016 1331 9268 19 IBAN: █████████ REDACTED

34.8 Example: Remove Confidential Reference Numbers

Initial Situation

Contracts contain internal reference numbers that should be removed before distribution to external partners.

Configuration

  1. Create Data Extraction Rule:
    • Rule “Reference” — Extracts the internal reference number (e.g., by keyword “Ref:”)
  2. Redaction Entry:
    • Rule “Reference” → Color: White, Overlay Text: (empty)
  3. Directory: D:\Contracts\External
  4. Filename: <FileName>

Result

The reference numbers are covered with white rectangles and the text is removed. Due to the white color and missing overlay text, the redactions are visually unobtrusive.

34.5 Tips and Notes

Prepare Data Extraction Rules

The quality of redaction depends directly on the quality of your extraction rules. Test the rules thoroughly with example files before enabling redaction.

Use the Preview

Use the preview function to check redactions before productive processing. This helps avoid unintended redactions or overlooked areas.

Color Selection

Color Usage
Black Classic redaction, clearly visible
White Unobtrusive removal, text “disappears”
Other Colors Color coding by category (e.g., red for names, blue for addresses)

Overlay Text

The optional overlay text is displayed over the redaction. Typical texts: - “REDACTED” - “***” - “[REMOVED]”

Irreversibility

Redaction is irreversible. Create a backup copy first by placing a “Copy File” task before the “Redact Text” task.

Mind the Order

Place “Redact Text” before tasks like Copy, Move, or Send Email. This way, subsequent tasks work with the redacted document.

GDPR Compliance

The redaction function can contribute to fulfilling requirements of the General Data Protection Regulation (GDPR). However, note that proper implementation of data protection requires additional organizational and technical measures.

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