Monitor folders - rename new PDF files automatically

Step-by-step instructions for automatically renaming PDF files with Automatic PDF Processor for Windows

Create a new profile

With a click on the button "New profile..." in the toolbar, you create a new profile and open the configuration window. Enter a suitable name for the profile (e.g., Rename invoices from company Doe) and optionally add a comment, e.g., Archive PDF files in network folder Project X. You can have the profile highlighted in color in the log list to quickly distinguish between the tasks performed.

Create profile for renaming

Determine the folder to be monitored

Now specify a folder to be monitored, i.e., one or more folders where the PDF files to be processed are stored. To do this, click on "Add..." and then select at least one of the folders listed.

Select folders with PDF files

Set filters

In this category you can set different filter criteria if needed. For example, enter a term from the document text and a part of the file name. Filter terms can be combined with logical AND as well as OR. If you do not enter a filter term, all PDF files entering the watched folder will be renamed.

PDF file filter

Extract data

Add some example files in the category of the same name and then switch to the Data Extraction category. Click Create/Edit Rules... to open the rule editor. There you can define how to extract values from the text of the respective PDF file and use the previously defined sample files for preview.

Overview of extracted PDF data

Extract PDF data

Activate and configure task Rename file

Next, select the category Rename File and set the task status to Active.

Any number of placeholders can be used for the file name. A placeholder can either stand for properties of the PDF file or for values extracted from the document text, such as invoice date, invoice number, etc. To use the placeholders, click the link of the same name above the input field with the label File Name and select the corresponding menu item.

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.

Optionally, you can also adjust the creation or modification date of the processed file.

Configuration - rename PDF file

Status notifications

Concluding, you can specify in this category whether status messages (success, error, no match, no text, ...) about processing the respective PDF file should be sent to a specific email address. To send the status messages, you can either use the Outlook email account set as the default or any email account for sending via SMTP.

Outlook status report
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