2 Main Menu
2.1 Overview
The main menu is located in the upper left corner of the main window and is accessed via the Menu button. It contains basic program functions and settings.
2.2 Options
Opens the Program Options window where you can configure basic settings for the program.
Keyboard Shortcut: None
More Information: See Chapter 36 (Program Options)
2.3 Enter License Key
Opens the window for entering the license key. After purchase, you will receive a license key that you can enter here to unlock the full version.
Demo Version
Without a valid license key, the program runs in demo mode for 30 days. During this period, all features are available. However, the maximum number of profiles in the demo version is limited to 2 (unlimited in the purchased version).
Licensing
After entering the license key, the license is validated. The license status is displayed in the title bar of the main window.
If the License Key Is Not Accepted
The program states the reason: in the window for entering the license key, in the title bar of the main window and under Menu > About....
| Message |
Meaning and remedy |
| License key invalid |
The key is incomplete or contains a typing error. Ideally, copy it from your order confirmation. |
| License server unreachable |
The license file could not be loaded. Check your internet connection, firewall and proxy. In this case the window offers to download the license file manually. |
| No license file for this key, License file invalid |
Please contact support and include the license key. |
| License not confirmed since ... |
The program has not been able to confirm the license with the license server for a longer period. Establish an internet connection and enter the license key again. If the message remains despite an internet connection, please contact support and include the license key. |
| License expired on ... |
You can renew the license on the order page. |
| License blocked |
Please contact support. |
Without a valid license and after the end of the trial period, the program stops processing. The status bar then shows "Processing stopped - no valid license" together with the reason.
Notice Before the License Expires
If a time-limited license expires within the next 30 days, an orange notice bar with the expiration date appears below the profile list. After the expiration date, the program keeps working for a few more days; during this time the bar turns red. Clicking the bar opens the order page where you can renew the license. The bar disappears after you enter the new license key.
2.4 Help
Opens the online help in the default web browser. The online help contains detailed documentation of all program functions.
Keyboard Shortcut: F1
2.5 About
Displays information about the program:
| Information |
Description |
| Version |
Current program version |
| Build |
Build number |
| License |
Current license status |
| Support |
Contact information |
2.6 More
The More submenu contains additional functions for maintenance and diagnostics.
2.6.1 Generate Error Report
Creates an error report as a text file on the desktop. This file contains:
- the versions of the program and of the background processing
- the entries of the error logs (error messages from recent days)
Usage: Send this file to support when you need help with problems.
2.6.2 Clear Error Logs
Deletes all saved error logs. Use this function after resolving issues to clean up the log files.
2.6.3 Backup Application Data
Creates a ZIP file with the application data:
- Profiles and program options
- License files
- Further configuration files
Not included are:
- the log database (processing logs)
- the text recognition data (folder
OCRData) - the program downloads missing OCR languages by itself when needed (Section 38.6)
- passwords in Windows Credential Manager (Section 36.2) and the sign-in to Microsoft 365 (Exchange Online)
With a backup you can also set up the program on another computer with the same settings (Section 2.6.5). Enter the passwords from Windows Credential Manager again there, and sign in to Microsoft 365 again.
Tip: Perform regular manual backups, especially before making major changes to profiles.
2.6.4 Create Backup for Support
Creates a backup intended to be sent to support. It contains settings, profiles and error logs for diagnosis.
- Excluded: license files, e-mail drafts and - as in every backup - the text recognition data
- Redacted: PDF passwords, the account passwords for sending e-mail, the user name and sender address of the e-mail account, and the password and connection string of the task "Save to Database"
The file SUPPORT_BACKUP_INFO.txt inside the backup lists its contents.
2.6.5 Restore Application Data
Restores application data from a previously created backup. After restoration, the program closes; then start it again.
Warning: All current settings will be replaced by the data from the backup.
The backup does not contain OCR languages. Languages that your profiles use and that are missing on the computer are downloaded by the program itself after the restart (Section 38.6).
2.6.6 Open Application Data Folder
Opens the application data folder in Windows Explorer:
%APPDATA%\Automatic PDF Processor 2\
Folder Contents (selection):
| File/Folder |
Description |
Profiles.json |
Profiles and settings |
Options.json |
Program options |
License.dat, License.json |
License key and license file |
PDFInfos_P\, PDFInfos_A\ |
Log database (processing logs) |
OCRData\ |
Text recognition data including the installed languages |
Automatic backups without a specifically entered folder are stored in the neighboring folder %APPDATA%\Automatic PDF Processor 2 - Backups\ (Chapter 36).
2.6.7 Delete Log Database
Deletes the entire log database with all processing logs. This function is helpful when the database has become very large and is slowing down the program.
Warning: All log data will be permanently deleted.
2.6.8 Processing Time Diagnostics
Opens the Processing Time Diagnostics window, which provides an overview of program activity and configured processing times.
More Information: See Chapter 40 (Processing Time Diagnostics)
2.6.9 Repair OCR Data
Checks the text recognition data in the application data folder and restores missing or damaged files. Processing is paused briefly for this; downloaded languages are kept. Use this function if text recognition aborts with an error message, for example after a virus scanner has removed files.
In the menu, the entry is located between Open application data folder... and Delete log DB.
2.7 Exit
Completely exits the program. All running processes are completed before the program exits.
Note: If you close the window using the X button, the program is minimized to the notification area (System Tray) and continues running in the background. To completely exit the program, use Menu > Exit or the context menu of the tray icon.
In addition to the main menu, there are additional buttons in the menu bar:
2.8.1 Step-by-Step Instructions
Opens the website with video tutorials and instructions in the web browser. The tutorials explain typical use cases step by step.
Tip: This button can be hidden in the program options under Other.
2.8.2 Order Now
This button only appears in demo mode and opens the order page in the web browser.
2.8.3 Update Available
This button only appears when a newer program version is available. Clicking it opens the download page. The new version can simply be installed over the existing installation without losing settings.