Step-by-step instructions for automatically renaming e-invoice files with Automatic X-Invoice Processor for Windows
Introduction
This tutorial shows you how to set up a hot folder that automatically renames e-invoices using data extracted from their contents. Once the profile is in place, you can also rename a whole batch of existing e-invoices with the Catch-up function in the upper toolbar.
Create a new profile
Click the "New profile..." button in the toolbar to create a new profile and open the configuration window. Give the profile a clear name (for example, Rename invoices from Doe Ltd) and, if you like, add a comment such as "Rename incoming e-invoices by their invoice date". You can also color-code the profile so it stands out in the log and is easy to tell apart from your other profiles.
Determine the folder to be monitored
Now choose the folder (or folders) to monitor — wherever your incoming e-invoices land. Click "Add..." and select at least one of the source folders listed.
Set filters
Here you can define filter criteria if you need them — for example, a term from the invoice data plus part of the file name. Filter terms can be combined with logical AND and OR. If you leave the filter empty, every e-invoice that arrives in the monitored folder is renamed. The Results Preview tab shows whether your sample files meet the criteria.
Add example files
Add five or more e-invoices that match the ones you want to process. Using these samples, you can preview and verify the data extracted from the file contents. They are not strictly required if you only want to print the files, but since the filter-results preview also relies on them, adding a few is recommended. Choose sample files from a separate directory that is not being processed — so they will not accidentally be renamed or moved.
Activate and configure task Rename file
Next, select the Rename File task and set its status to Active.
Placeholders let you build the new file name from each invoice's content. You can use as many as you like, combined in any order. A placeholder can stand for a property of the e-invoice file or for a value extracted from the document text — such as the invoice date or invoice number. To add one, click the Placeholder link above the File Name field and pick the entry you need.
You can also decide what should happen if a file with the same name already exists — for example, choose Add Numbering or Cancel Operation.
Optionally, you can adjust the file's creation or modification date as well — setting it to today's date, for example, or to a date extracted from the invoice.
Status notifications
Finally, you can choose whether status messages (success, error, no match, no text, and so on) about each processed e-invoice should be sent to a specific email address. To deliver them, use your default Outlook account, Exchange Online, or an SMTP server.
