Monitor folders - automatically process PDF files according to individual rules

Automatic PDF Processor

With Automatic PDF Processor, PDF files can be processed automatically. Any number of folders can be monitored in order to automatically print, rename or move incoming PDF files to dynamically named folders. Numerous metadata of the PDF document can be used in addition to the content, for example to include invoice information in the file path. The PDF files to be processed can be narrowed down with various profile-specific filters - for example, the document text, PDF metadata or general file information like the creation or last modification date.

Extraction of data from the text of PDF files is optional. An unlimited number of extraction rules can be created within a profile. The extracted data can be used (after optional validation and formatting) for naming folders or the file name and can be saved as in a CSV file. Another task that can be automated with the Automatic PDF Processor is the extraction of attachments from PDF files, for example to save ZUGFeRD XML files, XRechnung attachments or similar as part of a PDF invoice in the same folder.

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Monitor any number of folders

Examine incoming PDF files and apply individual rules

Store PDF files in a structured manner

Automatically rename PDF files and save them in dynamically created folders

Print PDF files automatically

Send certain PDF documents directly to the printer (e.g., invoices or quotations)

Optional further processing

Perform subsequent tasks, e.g., run a program with the filename of the PDF file passed as parameter

With Automatic PDF Processor, you can:

  • Print, rename, move, or copy PDF files automatically (from one or multiple folders)
  • Send PDF files automatically by email (also with additional attachments)
  • Store embedded PDF attachments in any folder for archiving
  • Extract data from PDF documents automatically and save them as CSV file (PDF scraping)
  • Split PDF documents by maximum file size, bookmarks, number of pages or keywords
  • Monitor any number of folders (hot folder monitoring)
  • Create individual rules for different tasks
  • Filter by document text, file date, attachment name or count, title ...
  • Create the storage location (storage folder) dynamically from PDF document properties or based on content
  • Get informed about different processing statuses by email
  • Limit the automatic processing of PDF files to certain days and times, for example to print only during office hours
  • Combine a scan and OCR process with subsequent automatic naming by the Automatic PDF Processor in order to be able to file older PDF documents in a structured way as well
  • Perform subsequent actions e.g., start a program with the path of the saved PDF file or PDF attachment as parameter
  • Process all already existing PDF files of a folder (with user-defined criteria)
  • Sort PDF files automatically respectively have them moved to another folder and subfolder created dynamically from file properties
  • Send or store an Excel report with overview and detailed information on a regular basis

Automatically print PDF files

Automatic PDF Processor - print settings

Automatic PDF Processor monitors the specified folders and sends all PDF files that meet the previously defined criteria to the respective printer as soon as they are detected. For the print output, different settings can be defined for each profile, for example, to print different PDF documents on different printers or in a different quality. Furthermore, it can be specified that only certain pages of a PDF file should be printed automatically (e.g., print only the first or last page of a PDF document).

Rename PDF files automatically
(e.g., based on content)

Automatic PDF Processor - batch rename PDF files

With Automatic PDF Processor, all newly incoming or existing PDF files can be automatically renamed. PDF metadata or the content of PDF documents can be used for this purpose and inserted at any position in the name. The name of the PDF files can also be composed entirely of extracted parts of the respective document. For example, for invoices, you can setup a task to insert the extracted invoice date at the first position in the file name and then move the renamed PDF document into a folder named with the year.

Automatically split PDF files

Automatic PDF Processor - batch split PDF files

Newly filed PDF documents with collective invoices or protocols can be split according to various criteria with Automatic PDF Processor. You can specify the maximum number of pages or file size of the new PDF document, split it according to the top-level bookmarks or use keywords for splitting.

To extract only specific pages from PDF files, it is recommended to use keywords. With this type of splitting, a start keyword can be specified which specifies the first page of the respective new document and an optional end keyword to mark an alternative end of the respective document part. This will extract all matching part documents as standalone PDF documents.

An additional profile can be used to rename the newly created PDF documents according to contained text components, e.g., to integrate a protocol or invoice number into the file name.

Automatically move PDF files

Automatic PDF Processor - batch move PDF files

Automatic PDF Processor supports automated moving of PDF documents, among other things also based on the presence of one or more keywords in the document text. This can be done either by setting a filter "Text of the document --> contains: xyz" or by using the Data type "Query with list". Define a separator such as the semicolon and enter a list with search term;result.

Example (search company name, use customer number as result):

  • Jane’s Investment Services Inc.<AND>5th Avenue;CustomerID_12345
  • Joe’s Printing Solutions Inc.<AND>6th Street;CustomerID_12349

Example (search IBAN, use company name as result):

  • DE02120300000000202051<OR>DE02 1203 0000 0000 2020 51;Mustermann GmbH
  • DE02500105170137075030;Musterfrau GmbH

The determined result is stored in a placeholder and can be used, among other things, for the path of the destination folder - for example, for a subfolder or file name.

Automatically extract PDF data

Automatic PDF Processor - extraction settings

The program enables automatic extraction of data from PDF files (PDF scraping). For example, invoice data such as invoice number, date, total, IBAN etc. can be extracted and saved in a CSV file. The order of the columns can be predefined. The CSV file can be created individually for each PDF document. Alternatively, it is also possible append the extracted PDF data line by line to a CSV collection file.

PDF data can be searched by specifying one or more search words (e.g.: invoice number:|invoice no.:|invoice #:) and specifying the position of the data area (e.g., to the right of the search result), or position-based by moving a selection rectangle.

Automatically send PDF files via e-mail

Automatic PDF Processor - email settings

Automatic PDF Processor enables automated sending of PDF files via email. PDF files newly stored in a monitored folder are sent to one or more recipients with a predefined message text and optionally additional attachments. Dynamic content, i.e., extracted data, can be integrated into the message text. The email can be sent using SMTP settings specified in advance in the program options or the Outlook standard account.

The email address of the recipient can be specified as follows:

  • Fixed email address
  • Email address from placeholder (from extracted data)
  • Email address from CSV mapping (also from extracted data, such as a customer number -> extracting the email address from a CSV file based on the customer number)

An individual attachment can also be added to the document to be sent, for example a delivery bill. In this case, the file names of both documents must contain the same identifier, for example, the invoice number.

Automate PDF processing among others:

PDF files

PDF files

PDF files

PDF attachments

PDF extracts

PDF files

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