PDF Filer
PDF Filer Easily and Consistently file your documents

PDF Filer is based upon the fact that most structured files can be organized based upon a few pieces of data and that an easy consistent method to enter the data for retrieval is necessary. PDF Filer relates a document to an open screen on the users desktop and retrieves one piece of data from the clipboard or the Window Title. This piece of data just has to be something that is completely unique to the document. This could be a record number, employee number, patient number, loan number, invoice number etc., as long as it is unique the PDF Filer will run properly. This value can also be keyed in when a database does not exist. This unique value is what could be on a tab on a folder in the filing cabinet.

Some structured files maybe very large and contain similarities. Such as a loan file or personnel file, it could be hundreds of pages long, but each file contains the same types of documents. For instance a personnel file will always have an application, tax with holding information, reviews etc. This relates directly to what would be in a folder in the file cabinet. The documents inside the folder would be grouped together and perhaps also organized by date. For instance in a personnel file the all of the tax withholding documents would be together and organized by date. 

PDF Filer automatically creates a file folder hierarchy based upon information related to a database or a document type. The PDF files can already exist or PDF Filer can activate a scanner with preset settings for the particular file type. When an existing PDF file already exists, PDF Filer determines where the open file resides on the network and  rules built into the program will be followed to move and rename the file. The rules can replace the existing file, append new pages first or new pages last. When appending pages the new pages will be date stamped.

Understanding PDF Filer:

PDF Filer uses what it refers to as "Jobs" to relate a set of rules to a particular document. The rules relate a piece of unique data to a document with the unique data coming from the Window Title, the Clipboard or just a list of document types.

The software can handle numerous Jobs for different document types. The user just selects the Job and the rules are applied. 

Shown here is a Window Title that contains a unique value "AUTO6060" every time this record is open in the database this title is displayed. PDF Filer will automatically capture the title of the Window and remove all characters that are not part of the unique value, in this case it would be "Point - [" and ".BRW]". This captured value can then be used it identify files related to this record. A second piece of data can also be added to identify a document type related to the file. For example above is the Window Title of a Loan Origination Software Program, documents such as the application, title, and appraisal can be related in a secondary value making it easier to retrieve specific data. The secondary value can also be organized by date. So the user can go to the file, the section they way and to the data of the document.

In this example a purchase order number is highlighted and the user presses "CTRL" + "C" to capture the value to the clipboard and then activates the program. This purchase order number will be unique to the transaction and all documents related to the transaction can be filed.

The other option of PDF Filer is for simple documents types that need to be named and dated. For instance personal utility bills, a type of each bill can be entered such as Water, Electric, Phone, Cable etc and when a file is added it is automatically appended to the existing file with the same name, but now the pages are bookmarked with a time stamp. The net result is that the user can retrieve the Water Bill (a single file) and go directly to the date of the bill desired. The retrieval option also allows for the user to select multiple files and have them bookmarked by type and date. In this instance the user could retrieve the Water Bill, Electric Bill and Cable Bill and go to the type of bill and then the date.

PDF Filer handles five types of Jobs:

One Value - Document Type

This is a method where the user selects a type of file from a drop down list and has a file created from the name in the list. If the file already exists it can be replaced, have the new pages appended to the beginning of the file or the end of the file in addition to having it date stamped. This is useful for filing simple documents that come in on a routine basis where they need to be tracked by date. An easy example to relate to is personal bills, the list would contain the types of bills and when one comes in it would be added and time stamped. At the end of the year all the files would be retrieved and the net result would be a book marked PDF with types of bills and their dates.

Sequential - Title Bar

This is a method where the Window Title Bar contains a unique piece of data that is to become the file name. Some database applications display a file name in the Title Bar and this is captured and used to relate to documents. The function is the same as One Value - Document Type only the unique data comes from the Title Bar as opposed to the Drop Down list.

Sequential - Clipboard

This is a method is identical to Sequential - Title Bar with the unique data coming from the clipboard as opposed to the Title Bar. This method works with all applications where a unique piece of data can be copied to the clipboard. For instance a Purchase Order. The file would become the PO Number and as the goods are received and added each additional document would be added to the file with a data stamp.

Two Values - Title Bar

This is a method where the Window Title Bar contains a unique piece of data that is to become a file folder and the prefix of a file name. The rest of the file name will come from a drop down list. With this method the user can relate different document types to a file. This would be similar to a paper file folder with each folder containing the same types of documents. An example would be a loan file, they all have a loan number (file folder) and contain the same document types inside (application, appraisal, title, etc.)

Two Values - Clipboard

This method is identical to "Two Values - Title Bar" with the unique data coming from the clipboard.

Two Values - Keyed

With this method the user selects a unique identifier or enters one. This will become the file folder for the related documents. The user can select a document type from a list or add them as they go. This is ideal for when there is no database to relate the records to but they are related. For instance, keeping all files together for different projects. The project name would become the unique identifier. When retrieving the files the user selects the project and then from all of the documents related to the project.


System Requirements:

Microsoft Windows

Adobe Acrobat - Reader, Standard or Professional

A copier manufactured by Canon, Ricoh, Xerox, Sharp, HP, Kyocera, Konica, Toshiba, Brother, Lanier, Savin, Gestetner, Panasonic, Oce, or other that has the ability to scan to a PDF file on a network.

The program can also be used by a stand alone scanner such as those manufactured by Kodak, Fujitsu, Panasonic, Canon, Ricoh and others.


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