Step-by-step instructions for organizing job applications

HR departments receive numerous job applications that need to be organized by position, department, or date. With Automatic PDF Processor, you can automatically sort incoming applications into the appropriate folders and rename them consistently.

Typical use cases

• Sort applications by job position
• Organize by department or location
• Rename with applicant name and date
• Forward to hiring managers
• Create applicant database entries

Step 1: Create a new profile

Create a new profile with a descriptive name such as "Sort applications". Set up the monitored folder where incoming applications arrive (e.g., email attachment folder).

Step 2: Create extraction rules for applicant data

Create extraction rules to identify key information from applications:

• Applicant name: Full name from the cover letter
• Position: Job title being applied for
• Date: Application date or received date
• Email: Applicant's contact email (optional)

Use keyword-based extraction to find position references like "Application for" or "Position:" followed by the job title.

Step 3: Configure folder structure

Set up the destination folder structure using placeholders:

Example folder structures:

Step 4: Configure file naming

Create a consistent naming convention for applications:

• <RuleId:1(Name)> - <RuleId:2(Position)>
• Result: John Smith - Software Developer.pdf

• <TodaysDate>_<RuleId:1(Name)>
• Result: 2024-01-15_John Smith.pdf

Step 5: Optional - Forward to hiring managers

Add the "Send Email" task to automatically forward applications:

• Use a CSV lookup to map positions to hiring manager emails
• Configure personalized email templates
• Attach the original application

Step 6: Optional - Create applicant log

Use the "Save Extractions" task to create a CSV file tracking all applications:

• Applicant name
• Position applied for
• Date received
• File path

Result

After configuration, all incoming applications are automatically:

• Applicant information extracted
• Renamed with consistent naming
• Sorted into position-specific folders
• Optionally forwarded to hiring managers
• Logged in an applicant tracking spreadsheet

Tips & notes

• Handle unknown positions: Create a fallback folder for applications where the position cannot be extracted.
• Clean up names: Use text editing rules to standardize name formats and remove special characters.
• GDPR compliance: Consider data retention policies and automate deletion of old applications as required.

Other step-by-step instructions

Getting Started

• Getting Started - Your first profileBeginner
  
• Understanding Data ExtractionBeginner
  
• Placeholder System ExplainedBeginner
  

Basic Tasks

• Automatically print PDF filesBeginner
  
• Automatically rename PDF filesIntermediate
  
• Automatically move PDF filesIntermediate
  
• Automatically split PDF filesIntermediate
  
• Automatically merge PDF filesIntermediate
  
• Automatically send PDF files by emailIntermediate
  
• Automatically make PDF files searchable (OCR)Beginner
  
• Automatically save PDF attachmentsBeginner
  
• Automatically extract PDF form dataIntermediate
  
• Extract PDF dataIntermediate
  

PDF Editing

• Add watermarksIntermediate
  
• Stamp contracts automaticallyIntermediate
  
• Remove cover pages and blank pagesIntermediate
  
• Embed receipts with invoicesIntermediate
  
• Insert barcode/QR codeAdvanced
  
• Anonymize documentsIntermediate
  
• Compress PDF filesBeginner
  

E-Invoicing & Archiving

• Create ZUGFeRD e-invoicesAdvanced
  
• PDF/A for long-term archivingIntermediate
  
• Archive invoices automaticallyIntermediate
  

Practical Examples

• Send payslips with passwordAdvanced
  
• Process delivery notes and invoicesAdvanced
  
• Use file groupingAdvanced