Splitting PDF documents

You receive invoices from various suppliers, which are then scanned and imported into eDocumentation.

Instead of having to scan each invoice and import them separately into eDocumentation, they can be marked with a special stamp and imported at once.

A single PDF file is created, which is then converted into separate invoices using the eWorkflow Split PDF for ePosting.

HINT By scanning, you can capture different types of documents (received invoices, contracts, customer claims, etc.) in a single PDF document and import them as a single PDF file into PANTHEON. In PANTHEON, you can use the above eWorkflow to split (break down) the single PDF document into separate documents.

This chapter shows how to use the above eWorkflow.

CASE SUMMARY Ashley Accountant wants to import several invoices received as one scanned PDF document into PANTHEON and then split them into separate invoices in eDocumentation. This is done as follows: 1. Marking the first page of each invoice 2. Importing invoices by scanning and selecting the created document 3. Running the eWorkflow Split PDF for ePosting 4. Checking the split invoices in eDocumentation

WARNING Multiple documents scanned into a single PDF can be divided into individual separate documents using the eWorkflow Split PDF for ePosting. The eWorkflow only works properly if you have previously activated ePosting and defined the appropriate settings.

1. Marking the first page of each invoice

To split one PDF file in Documentation into several invoices, the person responsible needs to mark the first page of each individual invoice with a special stamp, as shown in the image below.

HINT To order the special stamp, contact prodaja@datalab.si or call +386 1 252 89 50.

Next, the person responsible scans the invoices.

2. Importing invoices by scanning and selecting the created document

Then, the person responsible scans the invoices received and imports them into eDocumentation as a single PDF document.

This is done by running the eWorkflow Scan and import documents.

Once the scanning process is complete, the person responsible searches for the desired document in eDocumentation by selecting Settings | Documentation | Documents from the main menu.

Next, the person responsible splits the PDF document.

3. Running the eWorkflow Split PDF for ePosting

In the toolbar, the person responsible clicks the (Wizards) button and selects the option Split PDF for ePosting.

HINT To display the eWorkflow as an option in the Wizards menu on the specified PANTHEON form, you need to enable this in Workflow Design. For more information, see section 3 of the chapter Defining basic settings for eWorkflows.

The eWorkflow sends the PDF document to OCR reading. A Workflow status window is displayed to inform the user that eWorkflow for splitting documents is in progress.

4. Checking the split invoices in eDocumentation

As a result of the eWorkflow Split PDF for ePosting, individual documents are imported into eDocumentation.

Each document is now linked to a PDF attachment. The Links tab of each document displays the source PDF file, as shown in the image below.

On the Links tab of the source file, a list of newly created PDF documents is displayed.

The source file Status changes to Finished.