Step-by-step instructions for embedding files in PDF documents
Modern document management often requires bundling related documents together.
With Automatic PDF Processor, you can automatically embed receipts, supporting
documents, or other files into PDF invoices.
Typical use cases
- Embed expense receipts with travel expense reports
- Attach supporting documents to invoices
- Bundle related contracts together
- Include source data files with reports
- Create ZUGFeRD invoices with XML attachments
Step 1: Create a new profile
Create a new profile with a descriptive name such as "Embed receipts".
Set up the monitored folder where the main PDF files are placed.
Step 2: Activate the "Embed Attachments" task
Go to the task view and select the "Embed Attachments" task.
Activate the task and configure the embedding settings.
Step 3: Specify source of attachments
Configure where to find the files to embed:
| Source |
Description |
Example |
| Same folder |
Files with same base name |
Invoice_001.pdf → Invoice_001_receipt.pdf |
| Specific folder |
Files from a defined folder |
D:\Receipts\*.pdf |
| By pattern |
Files matching a pattern |
<FileName>_*.pdf |
| Fixed file |
Always the same file |
Terms_and_Conditions.pdf |
Step 4: Configure matching
When using dynamic sources, configure how files are matched:
- Filename pattern: Match by filename (e.g., same base name)
- Extracted data: Match using extracted values (e.g., invoice number)
- Folder structure: Match by subfolder organization
Example: Use <RuleId:1(InvoiceNo)>*.pdf to attach
all PDFs that start with the invoice number.
Step 5: Set attachment options
Configure how attachments are embedded:
- Description: Optional description for the embedded file
- MIME type: File type identification
- Relationship: Type of relationship (Source, Data, Alternative, etc.)
Step 6: Configure storage location
Specify where the documents with embedded attachments should be saved:
D:\Invoices\Complete\<TodaysYear4>\<TodaysMonth>
Result
After configuration, all PDF files placed in the monitored folder are automatically:
- Analyzed to find matching attachment files
- Attachments embedded into the PDF
- Saved as a single PDF containing all related documents
Recipients can extract embedded files using any PDF viewer that supports attachments.