Automatic PDF Processor - Online Help
Comprehensive documentation of all features and settings

3 Profile Toolbar

3.1 Overview

The Profile Toolbar is located above the Profile List and contains the most important functions for profile management. The toolbar is divided into two areas: profile actions on the left, filter options on the right.

3.2 New Profile

Creates a new profile and opens the Profile Settings window.

More Information: See Chapter 8 (Profile Settings)

Procedure

  1. Click New Profile…
  2. The Profile Settings window opens with default values
  3. Configure the profile according to your requirements
  4. Click OK to save the profile

Tip: New profiles are automatically activated and immediately begin folder monitoring. However, only files that are placed in the monitored folder after creating or modifying a profile are automatically processed.

3.3 Edit

Opens the Profile Settings window for the currently selected profile.

Prerequisite: A profile must be selected in the Profile List.

Keyboard Shortcut: Double-click on a profile in the list or ENTER

3.4 Duplicate

Creates a copy of the selected profile. The new profile receives the original’s name with the suffix “(Copy)”.

Options (via the dropdown arrow)

Option Description
and select new profile The duplicated profile is selected in the list
and open new profile The duplicated profile is immediately opened for editing

Use Case

Duplicating is useful when you need a similar profile with minor variations. Example: You have a profile for invoices from Supplier A and want to create a similar one for Supplier B.

3.5 Activate

Activates the selected profile. Activated profiles:

  • Are marked with a checkmark in the Status column
  • Actively monitor their configured folders
  • Automatically process incoming PDF files

Multiple Selection: You can activate multiple profiles simultaneously by selecting them while holding the Ctrl key.

3.6 Catch Up

Opens the Catch-Up Processing window for the selected profile. This allows you to:

  • Process files already present in a monitored folder
  • Process files from another folder with the selected profile
  • Reprocess files after a profile change

More Information: See Chapter 34 (Catch-Up Processing)

Typical Use Cases

Scenario Description
Initial Setup Process existing files after profile creation
Profile Correction Reprocess files after changes
Migration Process files from another folder

3.7 Deactivate

Deactivates the selected profile. Deactivated profiles:

  • Are shown without a checkmark in the Status column
  • Do not monitor any folders
  • Do not process any files

Multiple Selection: You can deactivate multiple profiles simultaneously.

Tip: Temporarily deactivate profiles when you want to make changes without files being processed during editing.

3.8 Remove

Deletes the selected profile after a confirmation prompt.

Warning: Deleting a profile cannot be undone. Before deleting important profiles, create a backup via Menu > More > Backup Application Data.

Multiple Selection: You can delete multiple profiles simultaneously.

3.9 More

The More dropdown menu contains additional functions for profile management.

3.9.1 Apply All Profiles Subsequently

Performs catch-up processing for all active profiles. Useful when you want to process all monitored folders at once.

3.9.2 Select All Profiles

Selects all profiles in the list. Corresponds to the keyboard shortcut Ctrl+A.

3.9.3 Activate All Profiles

Activates all profiles with one click.

3.9.4 Deactivate All Profiles

Deactivates all profiles with one click. Useful for maintenance work or when you want to temporarily stop processing.

3.9.5 Remove All Profiles

Deletes all profiles after a confirmation prompt.

Warning: This action cannot be undone.

3.9.6 Import Profiles

Imports profiles from a previously exported JSON file.

Conflict Handling: If an imported profile has the same name as an existing one:

Option Description
Overwrite The existing profile is replaced
Add as Copy The imported profile receives a new name
Skip The imported profile is not imported

3.9.7 Export Profiles

Exports profiles to a JSON file. The submenu offers three options:

Option Description
All… Exports all profiles
Active… Exports only activated profiles
Selected… Exports only the currently selected profiles

Tip: Use export to transfer profiles between different computers or to create backup copies of individual profiles.

3.10 Filter Area

In the right area of the toolbar, you will find an option to filter the Profile List.

3.10.1 Search Field

Enter a search term to filter the Profile List. The search searches:

  • Profile name
  • Comment
  • Monitored folders

Tip: The search begins immediately while typing (live search).

3.10.2 Show Exclusively

When enabled, only profiles matching the search term are displayed. Non-matching profiles are hidden.

3.10.3 Highlight

When enabled, profiles matching the search term are highlighted in the list, but all profiles remain visible.

3.11 Keyboard Shortcuts

Action Keyboard Shortcut
Edit profile Double-click or Enter
Select multiple profiles Ctrl + Click
Select range Shift + Click
Select all Ctrl + A
Main Menu Profile List