25 Embed Attachments

25.1 Description

The Embed Attachments task inserts external files as attachments into a PDF document. The embedded files can be any type and are visible as attachments in the PDF viewer.

Typical Use Cases

• Attach Source Files: Add Excel spreadsheets or Word documents to an invoice
• Archive Bundles: Combine multiple related files in one PDF
• Data Attachments: Add XML files or raw data to the PDF
• Supporting Documents: Integrate supplementary documents into the main file

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25.2 General Settings

Enabled

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

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25.3 Files to Embed

File List

Add the files that should be embedded in the PDF. For each entry, you can specify:

1. File Path: The path to the file (can contain placeholders)
2. Description: An optional description displayed in the PDF viewer

Placeholders in File Path

You can use placeholders to create dynamic filenames:

Examples:

Input	Result
D:\Data\<RuleId:1(Customer)>.xlsx	D:\Data\Sample Company Inc.xlsx
<ParentDirectory>\<FileName>.xml	C:\Incoming\Invoice_001.xml

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25.4 Duplicate Handling

Choose what should happen if an attachment with the same name already exists in the PDF:

Option	Description
Add with numbering	Adds the file with a number (e.g., file (1).pdf)
Overwrite	Replaces the existing attachment
Skip	The file is not embedded

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25.5 Storage Location

Directory

Specify the target directory for the PDF with embedded attachments.

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

Filename

Set the name for the output PDF.

Name Collisions

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

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25.6 File Date

Adjust Creation and Modification Date

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

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25.7 Afterwards

Call External Program

After embedding, an external program can be started automatically.

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

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25.8 Example: Add Excel Raw Data to Invoice

Initial Situation

You create invoices as PDFs and want to embed the associated Excel data directly in the PDF.

Configuration

1. Enabled: Yes
2. Files:
   • Path: D:\Data\<RuleId:1(InvoiceNo)>.xlsx
   • Description: “Invoice Data”
3. Duplicate Handling: Add with numbering
4. Directory: D:\Archive\Invoices
5. Filename: <FileName>

Result

The PDF Invoice_2024001.pdf contains the file 2024001.xlsx as an attachment with the description “Invoice Data”.

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25.9 Example: Embed Multiple Supporting Files

Initial Situation

Each main document has multiple associated files (attachments, images, supplements) that should all be bundled in the PDF.

Configuration

1. Enabled: Yes
2. Files:
   • <ParentDirectory>\<FileName>_Attachment1.pdf - “Attachment 1”
   • <ParentDirectory>\<FileName>_Attachment2.pdf - “Attachment 2”
   • <ParentDirectory>\<FileName>_Data.xlsx - “Source Data”
3. Duplicate Handling: Skip (if file doesn’t exist)
4. Directory: D:\Archive\Complete

Result

All existing supporting files are embedded in the PDF. Non-existing files are skipped.

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25.5 Tips and Notes

Consider File Size

Embedded attachments increase the PDF size accordingly. Keep this in mind with large attachments.

Supported File Types

Any file type can be embedded: - Office documents (Word, Excel, PowerPoint) - Images (PNG, JPG, TIFF) - PDF files - XML, JSON, CSV - Archives (ZIP) - And all other file types

Non-Existing Files

If a file doesn’t exist, it is skipped. Processing does not fail.

Dynamic Filenames

Use placeholders to embed files based on extracted values. This way you can automatically assign customer-related files.

Viewing Attachments

Embedded attachments are accessible in PDF viewers via the paperclip icon or an attachments panel.