32 Program Options
32.1 Overview
The Program Options contain central settings that apply to all profiles. Here you configure the email account for sending, processing times, backup settings, and other program-wide functions.
Access: Menu Tools → Options… or keyboard shortcut Ctrl+O
32.2 General
Language
Select the program language: - Deutsch (German) - English (default)
The change takes effect after restarting the program.
Autostart
| Option |
Description |
| Start with Windows |
The program runs automatically at Windows startup |
| Start to system tray |
The program starts minimized in the system tray |
Minimize/Close Behavior
| Option |
Description |
| Minimize to system tray |
When minimizing, the program moves to the system tray |
| Close to system tray |
The close button minimizes the program instead of closing it |
Working Directory
Optionally, you can specify a custom working directory where temporary files required for processing are created. By default, a subfolder in the Windows temporary directory is used.
Use Case: When experiencing problems with the default temp directory or when temporary files should be created on a specific drive.
Centrally Managed Profile File
For enterprise environments, you can specify a centrally managed profile file that is read by all workstations.
| Option |
Description |
| Profile file |
Path to the central Profiles.json |
| Allow editing |
When disabled, profiles can only be read, not modified |
| Suppress processing in admin mode |
Processing is suspended when the central file is being edited |
Password Storage
Determines where sensitive passwords are stored:
| Mode |
Description |
| Encrypted in configuration |
Passwords are stored AES-encrypted in the JSON files (default) |
| Windows Credential Manager |
Passwords are stored in the Windows Credential Manager |
Recommendation: For service operation or shared configurations, Windows Credential Manager is more secure.
32.3 Processing
Check Interval
Specify how often the program checks the monitored folders for new files.
| Setting |
Default |
| Seconds between checks |
120 (2 minutes) |
Note: A shorter interval leads to faster processing but increases system load.
Pause Between Processing
Optionally, you can set a pause between processing individual files. This is useful for external systems that need time for synchronization.
Restrict Processing Period
Limit processing to specific times:
| Setting |
Description |
| Weekdays |
Process only on selected days |
| From/To |
Time range for processing (e.g., 09:00-17:00) |
Use Case: Processing only during business hours, for example, to print only when staff is present.
Error Handling
Notify on Errors
Enable this option to automatically receive an email when processing errors occur.
| Setting |
Description |
| Recipients |
Email addresses for error notifications (comma-separated) |
Move Files on Errors
| Setting |
Description |
| Move files with errors |
Move files that could not be processed to a separate folder |
| Target folder |
Path to the error folder |
Files Without Text
Options for PDFs that contain no extractable text:
| Option |
Description |
| Move |
Move to a separate folder |
| Send via email |
Send to the specified recipients |
| Ignore |
Exclude these files from processing |
Files Without Filter Match
| Option |
Description |
| Move |
Move files that don’t match any profile filter to a folder |
| Target folder |
Path to the folder for unassigned files |
Advanced Settings
| Option |
Default |
Description |
| Treat moved files as known |
Yes |
Files moved by the program are not processed again when reappearing at the original location |
| Enable ML for barcode detection |
Yes |
Machine learning (local) for improved barcode detection |
| Remember already processed files |
Yes |
Stores checksums of processed files to avoid duplicate processing |
| Checksum retention (days) |
90 |
How long file checksums are stored (0 = unlimited) |
32.4 Email Account for Sending
Configure the email account used for all email tasks and notifications.
Account Type
| Type |
Description |
| SMTP |
Direct sending via an SMTP server |
| Outlook |
Sending via installed Microsoft Outlook (classic) |
| Exchange Online |
Sending via Microsoft 365 / Exchange Online |
SMTP Settings
| Setting |
Description |
| Server |
Hostname of the SMTP server (e.g., smtp.provider.com) |
| Port |
SMTP port (default: 25, SSL: 465, STARTTLS: 587) |
| Username |
Login name for the SMTP server |
| Password |
Password for authentication |
| Sender name |
Name displayed as sender |
| Sender email |
Email address of the sender |
Encryption
| Option |
Description |
| Auto-negotiate |
Use best available encryption (recommended) |
| None |
Unencrypted connection |
| SSL/TLS immediately |
Encryption from the start (port 465) |
| STARTTLS required |
STARTTLS must be supported |
| STARTTLS if available |
Use STARTTLS if supported |
S/MIME Signing
For digital signatures, you can configure an S/MIME certificate:
| Source |
Description |
| Windows Certificate Store |
Select certificate from Windows store |
| Certificate file |
PFX/P12 file with private key |
Outlook Settings
| Setting |
Description |
| Use default account |
Use the default account configured in Outlook |
| Custom account |
Select a specific Outlook account via SMTP address |
Exchange Online Settings
| Setting |
Description |
| Sender name |
Name of the sender |
| Sender email |
Email address (must be linked to Microsoft 365) |
| Timeout |
Connection timeout (default: 30 seconds) |
Note: Exchange Online requires one-time authentication with Microsoft.
Pause After Sending
Optionally, you can set a pause between email transmissions to respect email server limits.
32.5 Excel Report via Email
Automatic sending of an Excel report with processing statistics.
Send Report
| Setting |
Description |
| Send report via email |
Enables automatic report sending |
| Recipients |
Email addresses for the report (comma-separated) |
Save Report
| Setting |
Description |
| Save report locally |
Saves the report as an Excel file |
| Directory |
Storage location for report files |
Interval
When should the report be created?
| Interval |
Description |
| Daily |
Every day at the specified time |
| Weekly |
On a specific day of the week |
| Monthly |
On a specific day of the month |
Report Period
What time period should the report cover?
| Period |
Description |
| Current day |
Only today |
| Previous day |
Yesterday |
| Previous week |
The complete previous week (Mon-Sun) |
| Previous month |
The complete previous month |
| Last X days |
The last N days |
| From first of month to today |
From the beginning of the month until today |
32.6 Log
Retention Period
Log entries older than this period are automatically deleted.
Display Limit
| Setting |
Default |
| Maximum number of displayed entries |
25,000 |
Limits the number of log entries displayed in the main window to optimize performance.
32.7 Backups
Automatic backups of the program configuration.
Enable Backup
| Setting |
Default |
| Create backups |
Yes |
Backup Interval
| Setting |
Default |
Description |
| Every X hours |
4 |
Time-based backup |
| After profile changes |
No |
Backup after each profile change |
Backup Directory
By default, backups are stored in the AppData folder. You can specify an alternative directory (e.g., a network drive).
Maximum Count
| Setting |
Default |
| Maximum number of backups |
50 |
Older backups are automatically deleted when this count is exceeded.
32.8 Print Settings
Default settings for the print task.
Profile Presets
| Setting |
Default |
Description |
| Stop processing after applying |
Yes |
Additional profiles are not applied to the same file |
| Treat recurring files as new |
No |
Files that reappear in the folder are processed again |
Print Options
| Setting |
Default |
Description |
| Auto-rotate pages |
Yes |
Pages are optimally aligned to paper size |
| Auto-center content |
No |
Print content is centered on the page |
| Size mode |
Fit |
How content is adapted to paper |
| Scaling |
100% |
Percentage scaling of print content |
Size Mode
| Mode |
Description |
| Fit |
Content is scaled to page size |
| Original size |
Content is printed at original size |
| Custom |
Manual scaling in percent |
32.9 Dynamic Lists
Dynamic lists enable centralized management of values that can be used in extraction rules or for filtering.
List Management
| Action |
Description |
| New |
Create new dynamic list |
| Edit |
Edit selected list |
| Delete |
Remove selected list |
List Types
| Type |
Description |
| Static |
Fixed defined values |
| CSV file |
Values are loaded from a CSV file |
| Excel file |
Values are loaded from an Excel file |
Usage
In extraction rules, you can reference dynamic lists with: - <QueryWithList{ListName}> - Query value from the list - <EntryFromList{ListName}> - In filter: Check if value is in list
Use Case: A list of customer numbers that is regularly updated can be maintained centrally and is available to all rules.
Note: When lists are used as filters, the column separator is optional for single-column lists and the column specification for the result is irrelevant. However, when using the data type “Query (with List)”, the separator must be specified.
32.10 Password List
Central management of passwords for encrypted PDF files.
Adding Passwords
Add passwords that the program automatically tries when opening encrypted PDFs.
| Action |
Description |
| Add |
Add new password to the list |
| Remove |
Delete selected password |
How It Works
When the program detects an encrypted PDF file: 1. Passwords from the current profile are tried 2. Passwords from this global list are tried 3. On success, the file is opened with the found password
Security Note: Passwords are stored encrypted, depending on the setting under “General” → “Password Storage”.
32.11 Other
Check Folder Overlap
| Setting |
Default |
| Check monitored folders for overlap |
No |
When enabled, the program warns when saving if multiple profiles with insufficient filter criteria monitor the same folder or overlapping folders.
Trim Function for New Rules
| Setting |
Default |
| Automatically add trim function |
Yes |
New extraction rules automatically receive the cleanup function “Remove spaces at beginning and end”.
Printer Availability Check
| Setting |
Default |
| Simplified printer availability check |
Yes |
When enabled, only checks whether the printer is installed, not whether it is available. This can avoid problems with network printers.
Folders for Encrypted Files Without Password
Specify folders where encrypted PDF files should be processed even without a password. The files are processed in the state in which they are accessible.
Use Case: PDFs with permission password that are readable but cannot be edited.
32.8 Tips and Notes
Backup Configuration
Use the automatic backup function to protect your configuration. In case of problems, you can restore a previous state.
Backup Path: %APPDATA%\Gillmeister Software\Automatic PDF Processor 2\Backups\
Email Test
Before using email tasks in production, test the email settings with the test function in the Options dialog.
Processing Times
The “Restrict processing period” setting is useful for: - Print tasks that should only be executed when staff is present - Environments where files are only expected at certain times - Systems reserved for maintenance or backups at night
Centralized Profile Management
For enterprises with multiple workstations: 1. Save profiles on a network drive 2. Enter the path under “Centrally managed profile file” 3. Optional: Disable “Allow editing” for end users 4. Optional: Enable “Suppress processing in admin mode” for the administrator