Detection rules for generating new jobs from the file names of the PDF docu­ments

If "Create new job and process document there" is enabled, you have the option of generating the names of the PDF files filed in the hotfolder in such a way that one or more parameters of the new jobs will be taken from the file names. You can specify the following parameters in the PDF file name:

•Job Number

•Job Name

•Customer ID

•Product Code

•Delivery quantity

•Due Date Time

•Printing material quality

You can define detection rules to determine how these properties in the PDF file names will be detected and used. In the field, you will probably define a detection rule and then name your PDF files accordingly.

Example:

The file name is HDCity#HD0021#Brochure.pdf.

To find out the job number and job name in the file name in the hotfolder settings select sequence number "2." in front of the "Job Number" box and sequence number "1." in front of the "Job Name" box. Enter the character "#" into the "up to delimiter" box for each of these parameters. For all the other parameters, select "-" in the list box before the identifier. This means that these parameters will be ignored.

If "HDCity#HD0021#Brochure.pdf" is now filed to the hotfolder, a new job is generated, with "HD0021" as the job number and "HDCity" as the job name. If "HD0021" should already exist as a job number in the system, the rule selected in "When job number already exists" is applied automatically because job numbers must be unique in the system.

Missing job name / Missing job number

If the job name and/or job number are missing, these parameters are generated automatically based on the following criteria:

•If the job name is missing but the job number exists, the job number will also be used as the job name.

•If the job number is missing but the job name exists, the job name will also be used as the job number.

•If both job name and job number are missing, the file name of the PDF file, without the file extension, will be used as the job name and job number.

Indices are appended if the job name generated in this way already exists.

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Note: Take note that you can change job names but not job numbers later.

Delimiter

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Note: The following characters must not be used as delimiters:

 

\

/

section:

*

?

"

<

>

I

Delimiters are used to be able to distinguish the single parameters in the file names. However, it is not absolutely necessary to use delimiters. For example, if you do not enter any delimiter for the "Job Number" and "Job Name" parameters for the file name of the example above ("HDC­ity#HD0021#Brochure.pdf"), the whole expression "HDCity#HD0021#Brochure" (file name without extension) will be used for the job number and for the job name. This means that the character "#" is not interpreted as a delimiter.

If necessary, you can also use different delimiters for different parameters or use delimiters made up of several single characters, e.g. "#@$". What is important is that the delimiters are entered in the file name at the correct position and in the same form.

Setup with and without delimiters

You can define a setup where job parameters are set with delimiters and single parameters without delimiters.

Example:

The PDF file name is:

HD0021#HDCity&Brochure§PR8003=20160214@750.pdf

Set up the following rule:

•Job number: sequence "1."; delimiter: #

•Job name: sequence "2."; delimiter: no delimiter

•Customer ID: sequence "4."; delimiter: =

•Product code: sequence "3."; delimiter: §

•Due date: sequence "5."; delimiter: @

•Delivery quantity: sequence "6."; delimiter: no delimiter

Based on this rule, the file name is analyzed as follows:

•The job number is: "HD0021"

•The job name is: "HDCity&Brochure". Because no delimiter is set for the job name, the character "&" is not detected as a delimiter and all the characters that are between the last delimiter set (#) and the next delimiter (§) are used as identifiers for the job name.

•The customer ID is: "PR8003". A customer is assigned automatically to the job if its customer ID is defined in customer administration of Prinect Manager.

•The product code is: "HDCity&Brochure". In this case, the same rule as for the job name is appli­cable. Because the character "&" is not set as a delimiter, all the characters that are between the last delimiter set (#) and the next delimiter (§) are used as identifiers for the product code.

In other words, the lack of a delimiter results in two job parameters (in our example, job name and product code) identifying the same part of the file name (in our example, "HDCity&Bro­chure").

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Note: If an existing product code is determined in this way, the new job will have the sequences that are linked to this product code ("Smart Automation") and not the sequences of the current job.

•The due date is: 14. 02. 2016.

Please make sure that the due date is entered in the order "YYYYMMDD" in the file name. If it is not, the date will not be recognized.

•The delivery quantity is: 750. No delimiter is specified for the delivery quantity. The dot before the file name extension is always detected as a delimiter.

"from first character" option

All characters from the first character of the file name up to the next delimiter are used as parameter identifiers if this option is enabled.

Example:

The PDF file name is:

HDCity#HD0021&Brochure§750.pdf

Set up the following rule:

•Job number: Sequence "2."; from first character: not enabled; delimiter: &

•Job name: Sequence "1."; from first character: not enabled; delimiter: #

•Product code: Sequence: "3."; from first character: enabled; delimiter: §

•Delivery quantity: Sequence: "4."; from first character: not enabled; no delimiter

Based on this rule, the file name is analyzed as follows:

•The job number is: "HD0021"

•The job name is: "HDCity".

•The product code is: HDCity#HD0021&Brochure. All characters from the first one up to the delimiter "§" are interpreted as the product code.

•The delivery quantity is: 750

"Truncate" option

Long file names for the processed PDF documents are the result if you use complex rules for the interpretation of file names. These can be inconvenient in further processing (file names are hard to identify) or can cause errors. When you enable "Truncate", the PDF document processed with the new job is renamed by removing the parameters with an enabled "Truncate" from the PDF file name.