Automatic PDF Processor - automatically process PDF files
The complete solution for automated processing of PDF documents
Automatically rename, move and copy PDF files Automatically print, split and email PDF files Automatically save PDF attachments and extracted data

Monitor folders - automatically process PDF files according to individual rules

Automatic PDF Processor

Automatic PDF Processor can process PDF files automatically. Any number of folders can be monitored to automatically print, rename or move incoming PDF files to dynamically named folders. You can use PDF content, such as invoice details for the path or file name. In addition, numerous metadata of the PDF document can be used - for example, the title or author of the PDF document. The PDF files to be processed can be narrowed down with various profile-specific filters - for example, the document text, PDF metadata, or general file information like the creation or last modification date.

Extraction of data from the text of PDF files is optional. Automatic PDF Processor supports an unlimited number of extraction rules in a profile. After optional validation and formatting, you can use the extracted data for naming folders, supplementing the file name, or saving it in a CSV file. Another task that Automatic PDF Processor can automate is the extraction of attachments from PDF files. You can, for example, save ZUGFeRD XML files, XRechnung attachments, or similar in a folder of your choosing.

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Monitor any number of folders

Examine incoming PDF files and apply individual rules

Store PDF files in a structured manner

Automatically rename PDF files and save them in dynamically created folders

Print PDF files automatically

Send certain PDF documents directly to the printer (e.g., invoices or quotations)

Optional further processing

Perform subsequent tasks, e.g., run a program with the filename of the PDF file passed as parameter

With Automatic PDF Processor, you can:

  • Print, rename, move, or copy PDF files automatically (from one or multiple folders)
  • Send PDF files automatically by email (also with additional attachments)
  • Store embedded PDF attachments in any folder for archiving
  • Automatically extract data from PDF documents and save as CSV file (extraction from file content or metadata)
  • Split PDF documents by maximum file size, bookmarks, number of pages or keywords
  • Monitor any number of folders (hot folder monitoring)
  • Create individual rules for different tasks
  • Filter by document text, file date, attachment name or count, title ...
  • Create the storage location (storage folder) dynamically from PDF document properties or based on content
  • Get informed about different processing statuses by email
  • Limit the automatic processing of PDF files to certain days and times, for example, to print only during office hours
  • Combine a scan and OCR process with subsequent automatic naming by the Automatic PDF Processor in order to be able to file older PDF documents in a structured way as well
  • Perform subsequent actions e.g., start a program with the path of the saved PDF file or PDF attachment as a parameter
  • Process all already existing PDF files of a folder (with user-defined criteria)
  • Sort PDF files automatically respectively have them moved to another folder and sub-folder created dynamically from file properties
  • Send or store an Excel report with an overview and detailed information on a regular basis

Automatically print PDF files

Automatic PDF Processor - print settings

Automatic PDF Processor monitors the specified folders and sends all PDF files that meet the previously defined criteria to the respective printer as soon as they are detected. For each profile, you can define individual settings for the print output. For example, you can print PDF documents on various printers or in varying quality. Furthermore, you can specify that only certain pages of a PDF file should be printed automatically (e.g., print only the first or last page of a PDF document).

Rename PDF files automatically
(e.g., based on content)

Automatic PDF Processor - batch rename PDF files

Automatic PDF Processor can rename all newly incoming or existing PDF files automatically. PDF metadata or the content of PDF documents can be used for this purpose and inserted at any position in the name. The name of the PDF files can also be composed entirely of extracted parts of the respective document. For example, for invoices, you can set up a task to insert the extracted invoice date at the first position in the file name and then move the renamed PDF document into a folder named with the year.

Automatically split PDF files

Automatic PDF Processor - batch split PDF files

Automatic PDF Processor supports splitting newly filed PDF documents with collective invoices or protocols according to various criteria. For example, you can specify the maximum number of pages or file size of the new PDF document or use top-level bookmarks and keywords for splitting.

Using keywords is recommended to extract only specific pages from PDF files. With this type of splitting, a start keyword can be specified, which designates the first page of each new document and optionally an end keyword. This way, the program will extract all matching partial documents as standalone PDF documents.

Optionally, you can set up an additional profile to rename the newly created PDF documents with contained text components, e.g., to integrate a protocol or invoice number into the file name.

Automatically move PDF files

Automatic PDF Processor - batch move PDF files

Automatic PDF Processor supports the automated moving of PDF documents, among other things, based on the presence of one or more keywords in the document text. This can be done either by setting a filter "Text of the document --> contains: xyz" or by using the data type "Query with list". Define a separator such as a semicolon and enter a list with search term;result.

Example (search company name, use customer number as result):

  • Jane’s Investment Services Inc.<AND>5th Avenue;CustomerID_12345
  • Joe’s Printing Solutions Inc.<AND>6th Street;CustomerID_12349

Example (search IBAN, use company name as result):

  • DE02120300000000202051<OR>DE02 1203 0000 0000 2020 51;Mustermann GmbH
  • DE02500105170137075030;Musterfrau GmbH

The determined result is stored in a placeholder and can be used, among other things, for the path of the destination folder - for example, for a sub-folder or file name.

Automatically extract PDF data

Automatic PDF Processor - extraction settings

The program enables the automatic extraction of data from PDF files (PDF scraping). For example, invoice data such as invoice number, date, total, IBAN, etc., can be extracted and saved in a CSV file. The order of the columns can be predefined. Automatic PDF Processor can create an individual CSV file for each PDF document. Alternatively, it is also possible to append the extracted PDF data line by line to a CSV collection file.

Determining the PDF data location is done by specifying one or more search words (e.g., invoice number:|invoice no.:|invoice #:) and then selecting the position of the data area (e.g., to the right of the search result) or position-based by moving a selection rectangle.

Automatically send PDF files via e-mail

Automatic PDF Processor - email settings

Automatic PDF Processor supports automated sending of PDF files via email. You can send PDF files to one or more recipients with a predefined message text and additional attachments. Dynamic content, i.e., extracted data, can additionally be integrated into the message text. The program supports sending emails through an SMTP server, an Exchange server, or the Outlook standard account.

The email address of the recipient can be specified as follows:

  • A fixed email address
  • An email address from a placeholder (from extracted data)
  • An email address from a CSV mapping (also from extracted data, such as reading the email address based on the extracted customer number from a CSV file)

An individual attachment can also be added to the document to be sent, for example, a delivery bill. In this case, the file names of both documents must contain the same identifier, for example, the invoice number.

Automate PDF processing among others:

PDF files

PDF files

PDF files

PDF attachments

PDF extracts

PDF files

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