Monitor folders - save PDF attachments automatically

Step-by-step instructions for extracting PDF attachments with Automatic PDF Processor for Windows

Create a new profile

Click on "New Profile..." in the toolbar to create a new profile and open the configuration dialog box. Enter a meaningful name for the profile (e.g., Invoices from Imaginary GmbH) and optionally add a comment, e.g. Extract ZUGFeRD XML files, XInvoice attachments. You can have the profile highlighted in color in the log list to quickly distinguish between the tasks performed.

Create profile for saving PDF attachments

Determine the folder(s) to be monitored

Next, specify a folder that you want to monitor, i.e., a folder where PDF files are received whose attachments should be extracted automatically. To do this, click on "Add..." and then select at least one of the folders listed.

Monitor folders with PDF files

Set one or more filters

If you only want to save attachments from certain PDF files, you can specify various filter criteria here. For example, enter a part of the file name. To ensure that the PDF file contains a ZUGFeRD attachment, you can enter the term ZUGFerd-invoice.xml in the input field Attachment Name Contains on the tab PDF Data. Filter terms can also be combined with logical AND as well as OR. If you do not enter a filter term, the attachments of all PDF files placed in the monitored folders will be saved.

Filter PDF attachments

Activate task Save Attachment

Next, click the category Save Attachment and set the task status to Active.

In this category you define the directory in which you want to automatically save all matching attachments and optionally define dynamic content to be used for the folder structure and/or the name of the attachments to be saved. First define the base directory, e.g. "D:\Invoices". In the Subfolder field you can use dynamic properties (e.g., name or similar) of the respective PDF file. Click Placeholder and select the appropriate entry. Various PDF file properties can also be integrated into the file name of the attachment. The preview is calculated based on the previously added sample files.

Here you can also determine the behavior of the program in case a file with the same name already exists. For example, select Append Numbering or Cancel Operation.

Storage location for PDF attachments

Status notifications

The next step is to specify whether status messages regarding the processing the respective PDF file (success, error, no match, no text) are to be sent to a specific email address. For sending status messages, either the Outlook email account set as the default can be used, or an email account with user-defined properties. After successfully saving an PDF attachment, any Wave file can also be played.

Outlook status report
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