22 Use Template

22.1 Description

The Use Template task fills a text template with extracted data and saves the result as a separate file. The placeholders in the template are replaced with actual values from the PDF.

Typical Use Cases

• Cover Letters: Automatically generated letters with invoice data
• Data Export: Create XML or JSON files with extracted values
• Reports: Generate structured text files for other systems
• Index Files: Metadata files for document management systems

22.2 General Settings

Enabled

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

22.3 Template

Template File

Specify the path to the template file. The template is a text file (e.g., .txt, .xml, .json) that contains placeholders.

Supported File Types: All text-based files

Character Encoding

Select the encoding of the template file:

22.4 Replacements

Define Replacement Pairs

For each placeholder in the template, define a replacement pair:

1. Search Term: The text in the template to be replaced (e.g., [INVOICENO])
2. Extraction Rule: The rule whose value will be inserted

Example Template:

<?xml version="1.0"?>
<Invoice>
    <Number>[INVOICENO]</Number>
    <Date>[DATE]</Date>
    <Amount>[AMOUNT]</Amount>
    <Customer>[CUSTOMER]</Customer>
</Invoice>

Replacement Pairs: | Search Term | Extraction Rule | |————-|—————–| | [INVOICENO] | Rule “InvoiceNumber” | | [DATE] | Rule “InvoiceDate” | | [AMOUNT] | Rule “GrossAmount” | | [CUSTOMER] | Rule “CustomerName” |

22.5 Embedding (optional)

Embed File in PDF

Enable this option to embed the generated file as an attachment in the PDF.

Embedding Filename

Specify the name under which the file should be displayed in the PDF.

Use Case: You create an XML file with structured invoice data and want to make it directly available in the PDF, similar to ZUGFeRD invoices.

22.6 Storage Location

Directory

Specify the target directory for the generated file.

Note: It’s recommended to use a separate folder for each processing step to ensure clear separation.

Filename

Set the name for the output file. The file extension should match the content (e.g., .xml, .json, .txt).

Name Collisions

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

22.7 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the generated file.

22.8 Afterwards

Call External Program

After creating the file, an external program can be started automatically.

Parameters: Available placeholders: - <PathIncludingFilename> - Full path of the generated file - <ParentDirectory> - Path of parent folder - <Filename> - Filename of the generated file

22.9 Example: XML File for Accounting System

Initial Situation

Your accounting system expects an XML import in a specific format.

Template File (invoice_template.xml):

<?xml version="1.0" encoding="UTF-8"?>
<AccountingImport>
    <Document>
        <DocNo>%%DOCNO%%</DocNo>
        <Date>%%DATE%%</Date>
        <Supplier>%%SUPPLIER%%</Supplier>
        <Net>%%NET%%</Net>
        <Tax>%%TAX%%</Tax>
        <Gross>%%GROSS%%</Gross>
    </Document>
</AccountingImport>

Configuration

1. Template File: C:\Templates\invoice_template.xml
2. Replacements: All 6 placeholders linked with corresponding rules
3. Directory: D:\Import\Accounting
4. Filename: <RuleId:1(DocNo)>.xml

Result

For an invoice with document number “INV-2024001”:

<?xml version="1.0" encoding="UTF-8"?>
<AccountingImport>
    <Document>
        <DocNo>INV-2024001</DocNo>
        <Date>12/15/2024</Date>
        <Supplier>Sample Company Inc</Supplier>
        <Net>1050.42</Net>
        <Tax>199.58</Tax>
        <Gross>1250.00</Gross>
    </Document>
</AccountingImport>

22.6 Tips and Notes

Placeholder Format

Use unique placeholders that won’t accidentally appear in regular text: - Good: [INVOICENO], %%DATE%%, {{CUSTOMER}} - Bad: Date, No (could appear in text)

Special Characters in XML

If extracted values contain XML special characters (<, >, &), they must be cleaned or escaped in the extraction rules.

Multiple Replacements

You can define any number of replacement pairs. Each pair is processed independently.

Empty Values

If an extraction rule returns no value, the placeholder is replaced with an empty string.