13 Move File

13.1 Description

The Move File task moves the PDF file from its original location to a destination you specify. Unlike copying, no file remains at the original location.

Typical Use Cases

Archiving: Move processed invoices to an archive directory
Sorting: Sort documents into different folders by type or date
Cleanup: Automatically empty inbox folders after processing
Workflow: Pass documents to the next processing step

13.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

13.3 Storage Location

Input	Result
`D:\Archive\<TodaysYear4>\<TodaysMonth>`	`D:\Archive\2024\12`
`D:\Customers\<RuleId:1(Customer)>`	`D:\Customers\Sample Company Inc`
`\\Server\Archive\<FileCreatedYear4>`	`\\Server\Archive\2024`

Filename

Set the name for the target file. You can: - Leave the field empty (original name is used) - Enter a fixed name - Use placeholders for dynamic names

Examples:

Input	Result
(empty)	`Scan001.pdf` (original name)
`<RuleId:1(Date)>_<RuleId:2(InvoiceNo)>`	`2024-12-15_INV-12345.pdf`
`Archive_<FileName>`	`Archive_Scan001.pdf`

Name Collisions

Choose what should happen if a file with the target name already exists:

Option	Description
Overwrite	The existing file is replaced. Caution: Data may be lost!
Append number	Adds a number: `File.pdf`, `File(1).pdf`, `File(2).pdf`
Append date	Adds processing date: `File(2024-12-15).pdf`
Append date and time	Adds date and time: `File(2024-12-15_14-30-25).pdf`
Cancel operation	The file is not moved, processing is considered completed

Recommendation: For most use cases, Append number is the safest option.

13.4 Move Additional Files

Move Remaining Files in Folder

Enable this option to move all other files from the source folder to the target folder in addition to the PDF file.

Use Case: You receive documents together with accompanying files (e.g., a PDF invoice with associated image files). All files should be moved together to the archive.

Wait Time

When you enable this option, you can set a wait time in seconds. The program waits the specified time before moving the additional files. This is useful when accompanying files arrive in the source folder with a delay.

Delete Parent Folder If Empty

Enable this option to automatically delete the parent folder when it’s empty after moving.

Use Case: PDFs are placed in subfolders (e.g., Inbox\2024-12-15\Invoice.pdf). After moving the invoice, the then-empty folder 2024-12-15 should be automatically deleted.

13.5 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the moved file:

Option	Description
Do not change	File date remains unchanged
Creation date of original file	Uses the original creation date
Modification date of original file	Uses the modification date
PDF creation date	Date from PDF metadata
Extracted date	A date obtained with an extraction rule
Current date	Sets today’s date and current time

Use Case: When archiving by invoice date, you can set the file date to the extracted invoice date. This way, Windows Explorer displays the correct date.

13.6 Afterwards

Call External Program

After moving, an external program can be started automatically.

Program: Path to the executable file (e.g., C:\Program Files\...\program.exe)

Parameters: Command line parameters. Available placeholders: - <PathIncludingFilename> - Full path of the moved file - <ParentDirectory> - Path of the parent folder - <Filename> - Filename at new location

Example: Automatically open moved file: - Program: cmd.exe - Parameters: /c start "" "<PathIncludingFilename>"

13.7 Example: Sort Invoices by Supplier

Initial Situation

Incoming invoices from the scanner folder should be automatically moved to supplier-specific folders.

Prerequisites

You have created an extraction rule for: - Rule 1: “Supplier” (extracts company name from invoice)

Configuration

Enabled: Yes
Directory: D:\Archive\Invoices\<RuleId:1(Supplier)>
Filename: (empty - keep original name)
On name collision: Append number
Delete parent folder: No

Result

Original File	Destination
`C:\Scanner\Scan001.pdf` (Sample Company Inc)	`D:\Archive\Invoices\Sample Company Inc\Scan001.pdf`
`C:\Scanner\Scan002.pdf` (Smith Corp)	`D:\Archive\Invoices\Smith Corp\Scan002.pdf`

The scanner folder is automatically emptied.

13.8 Difference from Copy

Aspect	Move	Copy
Original is preserved	No	Yes
Inbox folder is emptied	Yes	No
Multiple destinations possible	No (only one destination)	Yes (multiple tasks)
Suitable for archiving	Yes	Yes (with backup function)
Suitable for distribution	No	Yes

When to use Move: - The inbox folder should be automatically cleaned up - The file should only exist in one location - The original file is no longer needed after processing

When to use Copy: - The original file should be preserved - The file should be distributed to multiple locations - A backup should be created before further processing

13.6 Tips and Notes

Consider Order

Place the “Move File” task typically at the end of the task list. After moving, the file is no longer available at the original location.

Recommended Order: 1. Rename file (if desired) 2. Copy file (for backup, if desired) 3. Send email (if desired) 4. Move file (as last task)

Network Paths

For network paths, use UNC notation: - \\ServerName\Share\Folder

When moving to a network drive, the file is first copied and then deleted at the original location. This may take longer for large files or slow network connections.

Don’t Combine with Delete

The “Delete File” task after “Move File” is not meaningful since the file no longer exists at the original location. If you want to delete the file after moving, use “Copy File” followed by “Delete File” instead.

Copy File Delete File