21 Save Extractions

21.1 Description

The Save Extractions task exports data obtained with extraction rules to an external file. The supported formats are CSV (for tables and imports), XML, and JSON (for structured further processing, e.g., by other programs or interfaces).

Typical Use Cases

• Accounting: Export invoice data (number, date, amount) for import into accounting software
• Document Management: Transfer metadata for indexing to a DMS
• Data Collection: Collect extracted information in a central table
• Automation: Provide structured data for subsequent processing steps

21.2 General Settings

Enabled

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

21.3 Rules to Export

Rule Selection

Select the extraction rules whose values should be written to the file. Each selected rule is represented as a separate column (CSV) or as its own entry (XML/JSON) in the output file.

Note: Only rules defined in the profile that extract data can be exported. The order of rules in the selection determines the order in the output file.

21.4 File Format

Select the format of the output file:

Note: With XML and JSON, each processed PDF file creates its own output file. The collection file option is only available for CSV.

XML: Rule Names in the XML File

For XML, you can specify how rule names are stored in the file:

• As attribute (always possible): Each value is written as <Field name="RuleName">Value</Field>. This variant works with any rule name.
• As element name: Each value is written as <RuleName>Value</RuleName>. This variant is more compact but requires valid XML element names (no spaces, no special characters, not starting with a digit). When saving the task, the program checks whether all selected rule names are suitable.

Example (as attribute):

<?xml version="1.0" encoding="utf-8"?>
<Values>
  <Field name="InvoiceNumber">INV-12345</Field>
  <Field name="GrossAmount">1250.00</Field>
</Values>

Example (as element name):

<?xml version="1.0" encoding="utf-8"?>
<Values>
  <InvoiceNumber>INV-12345</InvoiceNumber>
  <GrossAmount>1250.00</GrossAmount>
</Values>

Example (JSON):

{
  "InvoiceNumber": "INV-12345",
  "GrossAmount": "1250.00"
}

XML/JSON: Write Values as a List

Using the selection "Write the following values as a list", you can specify that the values of certain rules are output as a list. The value is split at line breaks — useful, for example, for invoice line items or other multi-line data areas.

Checked rules are always written as a list — even if the value contains only one line (list with one entry) or is empty (empty list). This keeps the structure of the output file consistent for further processing.

For XML, you can additionally specify the name of the list entries (default: Line), e.g., Item:

Example (XML, name "Item"):

<Field name="LineItems">
  <Item>1x Article A</Item>
  <Item>2x Article B</Item>
</Field>

Example (JSON):

{
  "LineItems": ["1x Article A", "2x Article B"]
}

21.5 CSV Settings

The following settings are only available for the CSV file format.

Delimiter

The character that separates individual values (columns). By default, the system's list separator is used.

Tip: Use ; if you want to open the file with German Excel versions.

Column Headers

Enable this option to output extraction rule names as column headers in the first row.

Example with column headers:

InvoiceNumber;Date;Amount
INV-12345;12/15/2024;1250.00
INV-12346;12/16/2024;890.50

Example without column headers:

INV-12345;12/15/2024;1250.00
INV-12346;12/16/2024;890.50

Collection File

Enable this option to collect all extracted data in one shared file. New records are appended at the end of the file.

• Enabled: All PDFs write to the same CSV file (one row per PDF)
• Disabled: Each PDF creates a separate CSV file

Use Case: You process multiple invoices daily and want to collect all data in a single overview file.

Expand Multi-Line Values

When an extraction rule returns multi-line values (e.g., multiple line items of an invoice), you can specify how these are handled:

• Don't expand (default): Multi-line text stays in one cell
• Select rule: Multi-line value is split into separate CSV rows (with repetition of other column values)

Example: An invoice with 3 line items - Without expansion: Item 1↵Item 2↵Item 3 in one cell - With expansion: 3 separate rows in CSV

21.6 Character Encoding

Select the character encoding for the output file:

Recommendation: Use "UTF-8 with BOM" for best compatibility with Excel and special characters.

21.7 Storage Location

Directory

Specify the target directory for the CSV file.

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

Filename

Set the name for the CSV file.

Examples:

For collection file: Use a fixed name or date placeholder for daily/monthly files.

Name Collisions

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

For collection file: This setting only applies to new files. With collection file enabled, new rows are always appended.

21.8 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the CSV file:

21.9 Afterwards

Call External Program

After saving, an external program can be started automatically.

Program: Path to executable file

Parameters: Command line parameters. Available placeholders: - <PathIncludingFilename> - Full path of CSV file - <ParentDirectory> - Path of parent folder - <Filename> - Filename of CSV file

21.10 Example: Export Invoice Data for Accounting

Initial Situation

Incoming invoices should be automatically processed. Invoice data (number, date, supplier, amount) should be exported to a CSV file that is imported monthly into accounting software.

Prerequisites

Extraction rules defined for: - Rule 1: "InvoiceNumber" - Rule 2: "InvoiceDate" - Rule 3: "Supplier" - Rule 4: "GrossAmount"

Configuration

1. Enabled: Yes
2. Selected Rules: All four rules
3. Delimiter: ;
4. Column Headers: Yes
5. Collection File: Yes
6. Character Encoding: UTF-8 with BOM
7. Directory: D:\Accounting\Import
8. Filename: Invoices_<TodaysYear4>-<TodaysMonth>

Result

All invoices processed in December 2024 are collected in one file:

File: D:\Accounting\Import\Invoices_2024-12.csv

InvoiceNumber;InvoiceDate;Supplier;GrossAmount
INV-12345;12/15/2024;Sample Company Inc;1250.00
INV-12346;12/16/2024;Smith Corp;890.50
INV-12347;12/17/2024;Example Ltd;2100.00

21.11 Example: Individual CSV per PDF

Initial Situation

Each processed invoice should have its own CSV file with extracted data to add as companion file to a document management system.

Configuration

1. Enabled: Yes
2. Selected Rules: All relevant rules
3. Collection File: No
4. Directory: D:\Archive\<TodaysYear4>\<TodaysMonth>
5. Filename: <FileName>

Result

21.12 Tips and Notes

Special Characters in Values

If extracted values contain the delimiter (e.g., , in an amount), values are automatically enclosed in quotation marks:

"Sample, Company Inc";12/15/2024;1250.00

Empty Values

If an extraction rule returns no value for a specific PDF, an empty field is written:

INV-12345;;Sample Company Inc;1250.00

(Here the date is missing)

Column Order

Column order in the CSV file corresponds to the order of selected rules. Change the selection order to adjust column order.

Excel Import

For trouble-free import into Excel: 1. Use ; as delimiter (for German Excel version) or , (for English version) 2. Choose UTF-8 with BOM as encoding 3. Enable column headers

Combination with Other Tasks

The "Save Extractions" task combines well with other tasks: 1. Rename File: Rename PDF based on extracted data 2. Copy File: Copy PDF to archive 3. Save Extractions: Export data for import 4. Send Email: Send notification with extracted data