8 Profile Settings
8.1 Overview
The Profile Settings window is the central configuration window for profiles. Here you define which folders are monitored, which files should be processed, which data is extracted, and which tasks are executed.
Opening: Click New Profile… or Edit in the Profile Toolbar.
Window Structure
The window is divided into two areas:
| Area |
Description |
| Navigation (left) |
List of all categories showing configured elements |
| Content (right) |
Settings for the selected category |
Categories
| Category |
Description |
| General |
Name, activation status, color, processing times |
| Monitored Folders |
Folders monitored for new PDF files |
| Filter |
Criteria for which PDFs are processed |
| Example Files |
Test PDFs for rule preview |
| Data Extraction |
Rules for extracting data from PDFs |
| Tasks |
Actions applied to matching PDFs |
| File Grouping |
Grouping of related files |
| Subsequently |
Notifications and follow-up operations |
| Button |
Description |
| OK |
Saves changes and closes the window |
| Cancel |
Discards all changes and closes the window |
| Apply |
Saves changes, keeps the window open |
8.2 General
The General tab contains basic profile settings.
8.2.1 Name
The name of the profile. Use meaningful names that describe the purpose of the profile.
Examples: - “Archive Incoming Invoices” - “Order Confirmations to Purchasing” - “Process Scanned Receipts with OCR”
Optional free text field for additional information about the profile. The comment is displayed in the Profile List.
8.2.3 Active
Activates or deactivates the profile. Only activated profiles monitor folders and process files.
8.2.4 Profile Color
Assigns a color to the profile, which is displayed as a colored bar in the Log List. Useful for visual grouping of profiles.
8.2.5 Processing Times
Allows restricting processing to specific time windows.
Use Profile-Specific Processing Times
When enabled, this profile uses its own processing times instead of global settings.
Schedule Configuration
| Setting |
Description |
| Repeat |
Every day, Every X days, On specific weekdays |
| Weekdays |
Active weekdays (Mon-Sun) |
| Time Type |
“At” (point in time) or “From-To” (time range) |
| Time |
Start time and optionally end time |
Time Type “At” (Point in Time)
Processing occurs once at the specified time. Files detected later wait until the next time window.
Catch-Up Function: When enabled, missed processing is caught up if the program starts within the catch-up time.
Example: Time 09:00, Catch-up 30 minutes - Program starts at 09:15 → Processing is performed - Program starts at 09:35 → Processing is missed, next time point is used
Time Type “From-To” (Time Range)
Processing occurs continuously during the specified time range. New files are processed immediately.
8.2.6 Retries on Errors
Configures automatic retry attempts on errors.
| Setting |
Description |
| Active |
Enable retry function |
| Maximum Attempts |
Number of retry attempts (default: 3) |
| Time Period |
Period over which attempts are distributed |
More Information: See Chapter 32.5 (Retries on Errors)
8.2.7 File Group Wait Mode
Determines how the profile interacts with file groupings from other profiles.
| Mode |
Description |
| Wait for all |
Waits for all profiles with file grouping (default) |
| Wait for selected |
Waits only for specific file group profiles |
| Wait for none |
Processes immediately without waiting for file groups |
8.2.8 Recurring Files
| Option |
Description |
| Reprocess recurring files |
When enabled, files that reappear at the same location (after moving/deleting) are processed again |
8.3 Monitored Folders
The Monitored Folders tab defines which folders are monitored for new PDF files.
8.3.1 Folder List
Shows all configured monitored folders.
Buttons:
| Button |
Description |
| Add |
Adds a new folder |
| Remove |
Removes the selected folder |
8.3.2 Adding Folders
When adding a folder, you can: - Select local folders - Enter network paths (UNC paths: \\Server\Share\Folder) - Use environment variables (e.g., %USERPROFILE%\Documents)
8.3.3 Include Subfolders
When enabled, files in subfolders of the monitored folder are also processed.
8.3.4 Ignore Documents in Source Folder
This option prevents infinite loops when OCR, compression, splitting, or merging creates new documents in the same monitored folder.
When enabled, such files are added to the list of known files and ignored in the next scan.
Recommendation: This option should remain enabled (default) unless you intentionally want to reprocess the generated files.
8.4 Filter
The Filter tab defines criteria for which PDF files should be processed.
Detailed Documentation: See Chapter 8.4 (Filter) in the separate file.
8.5 Example Files
The Example Files tab allows adding test PDFs for previewing extraction rules.
8.5.1 Purpose
Example files serve to: - Test extraction rules in the rule preview - Verify results before production use - Identify problems with data extraction
8.5.2 Adding Files
| Button |
Description |
| Add |
Selects one or more PDF files |
| Remove |
Removes the selected example file |
| Remove All |
Removes all example files |
Tip: Add representative examples that cover different variants of your documents to be processed.
8.5.3 Preview
The example files are used in the data extraction rules to show keyword locations, etc. You can switch between example files to test the rules with different documents.
8.6 File Grouping
The File Grouping tab enables processing related PDF files as a group.
8.6.1 Use Cases
- Process invoice with associated delivery note
- Merge main document with attachments
- Combine multiple pages of a scanned document
8.6.2 Primary File Group
The primary file group contains the main files to be processed.
| Option |
Description |
| Subgroup can contain multiple files |
Allows grouping multiple PDFs with identical extraction value and fulfillment of filter criteria |
| Process files individually |
Each file is processed separately |
| Subsequent tasks apply to all files in primary subgroup |
All files in the group receive the listed tasks |
8.6.3 Secondary Subgroups
Secondary subgroups define additional files belonging to a main file.
| Setting |
Description |
| Existence Type |
Must exist / Can exist |
| Multiple Matches |
Process all / Newest / Oldest / Report error |
| Validations |
Optional comparisons of placeholder values between different groups (same customer number in primary and secondary document) |
8.6.4 Maximum Wait Time
The time in seconds to wait for additional files of a group (default: 20 seconds).
Tip: Increase the wait time if files arrive with a delay (e.g., with a slow scanner).
The Data Extraction tab shows the configured extraction rules.
8.7.1 Rule List
Shows all defined rules with the following information:
| Column |
Description |
| Name |
Name of the rule |
| Source |
Data source (document text, barcode, etc.) |
| Data Type |
Text, date, number, or query |
| Button |
Description |
| Add |
Creates a new rule |
| Edit |
Opens the selected rule for editing |
| Duplicate |
Creates a copy of the selected rule |
| Remove |
Deletes the selected rule |
| Move Up/Down |
Changes the order of rules |
8.7.3 Rule Order
The order is important when rules reference each other (e.g., through placeholders). Rules being referenced must be defined before the referencing rules.
More Information: See Chapter 9 (Extraction Rules)
8.8 Tasks
The Tasks tab shows all available task types and enables their configuration.
8.8.1 Task List
Tasks are displayed as an expandable list. Each task type can be added multiple times.
8.8.2 Task Order
The order of tasks determines the execution order. Tasks are processed from top to bottom.
Tip: Place critical tasks (e.g., email sending) at the end so they are only executed when all previous tasks were successful.
Detailed Documentation: See Chapters 10-30 for individual task types.
8.9 Notifications
The Subsequently tab contains notification settings among other things.
8.9.1 Notification Types
| Event |
Description |
| On Success |
Notification on successful processing |
| On Error |
Notification on processing errors |
| On No Match |
Notification when no filter matches |
| On Exhausted Retries |
Notification when all retries have failed |
8.9.2 Email Notification
For each notification type, you can: - Specify email recipients (multiple separated by semicolon) - Configure subject and text of the email - Use placeholders for dynamic content
8.9.3 Sound Notification
Enable sound notification to receive an audible alert for certain events.
| Setting |
Description |
| Enable Sound |
Enables sound playback |
| WAV File |
Path to the sound file to play |
8.10 Follow-up Operations
The Subsequently tab also contains settings for actions on errors or non-matches.
8.10.1 On Errors
| Option |
Description |
| Move Files |
Moves files with errors to a separate folder |
| Target Folder |
Folder for failed files |
8.10.2 On No Match
| Option |
Description |
| Move Files |
Moves files without matching filter to a separate folder |
| Target Folder |
Folder for unassigned files |
Note: These profile-specific settings take precedence over global settings in the Program Options.