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Merging pdfs in Workflow

asked on July 13, 2021

Looking for advice on how to merge pdfs stored in our repository into one file via a workflow kicked off by a Forms business process. I thought there was a "merge pdfs" in the workflow toolbox, but can't seem to find one.

Suggestions? Semi-new to Workflow.

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Replies

replied on July 13, 2021

It is not built in, you can only merge native documents. This is a great resource for common things that are not included. Look for the product, PDF Merge.

http://qfiche.com/products

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replied on July 13, 2021

Thanks Chad. Please define "native." I'm asking because my Forms process that kicks off the workflow will have one or more pdfs attached to the starting form when it finally hits the Forms workflow service task. Is that "native"?

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replied on July 13, 2021

Native is a word Laserfiche uses to reference industry standard image formats. IE: TIFF, JPEG, PNG, etc. 

You can always tell a native document by the logo next to it, it looks like a blank page. Other documents will display specific logos.

These ones that have a logo next to them are proprietary formats which they call "Electronic". So you will hear this over and over. Native Document vs Electronic document.  (Not sure what makes it electronic)

Well a PDF is a proprietary format for Adobe products, and it will have a little logo for Adobe next to it.

Qfiche is likely working with an Adobe licensed library to allow merging them, since you need licensing to edit Adobe documents.

If you upload a PNG in forms, it will be native and you can merge it. However most native formats only support one page per document.

You can convert from PDF to a native document, but the results very and are not guaranteed to bring over all the data.

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replied on July 13, 2021 Show version history

@████████ What he means by "native" is Laserfiche documents with TIFF/image pages. A PDF (or other formats, like XLSX or DOCX) are considered Electronic Documents, whereas a document with TIFF pages would be considered the native LF format.

Laserfiche can combine, move, stamp, and do other things with TIFF pages, but it cannot currently do much with electronic documents like PDF.

One option if you want to utilize native functionality would be to generate pages when you store the PDF documents so that you could then merge them.

To do that, you could create/select an account for the repository connection, log in with that user, and set the import options to generate pages for PDF documents.

Then, when you use that ​​​​​​profile in your Save to Repository task the stored document will contain both the PDF and the TIFF pages.

On the workflow side, you could then merge (move) all the pages together into a new document so you can discard the PDF portion.

However, there are some things to consider with this approach:

  • The process can sometimes "choke" on PDFs that have problematic elements like password protected content, editable fields, or other unusual formatting
  • The TIFF pages will be consume a lot more storage space than the original PDF files because they are images
  • In order to get a merged PDF out of the process, you'd need to generate a PDF from the pages, which would require some extra steps and even with compression will result in a much larger file than it would if you were to use a PDF library/product to merge them directly.
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replied on July 13, 2021

One downside to Jason Smith's response, any documents imported into Laserfiche via Forms or the API will not follow the settings for generating pages.  This pertains to attachments you have attached to the form.  I have set the generate pages settings for the forms user and any attachments that are saved, have not generated pages.  Have also seen this with any documents that are imported via the API as well.  My VAR has also confirmed this for me when I inquired with them about this.

If you are looking to just make the form itself a native document, select the setting in the Save to Repository task to save the form as a Tiff.  Again, this will only apply to the form itself that is saved to your repository.

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replied on July 13, 2021 Show version history

@████████ What version of Forms/LF are you running?

I can say with 100% certainty that this works and we have a Forms process that brings in about 8,000-10,000 PDF documents per day with generated pages.

It does not work for the SDK, but it absolutely can work for Forms and it has been confirmed by LF support. It's also mentioned in the documentation now.

Generating pages upon import from Forms - Laserfiche Answers

Configuring Repository Profiles (laserfiche.com)

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replied on July 14, 2021

Jason....We are running Forms 10.4.2 and LF 10.4.2 and I have set that setting for the user used to import the documents into LF and it still does not generate pages.  I have logged into LF as that user and verified the setting.

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replied on July 14, 2021 Show version history

Steven,

In that case I'd have to assume there's something else affecting your environment and you may want to reach out to your VAR again.

I don't know why it wouldn't be working for you, but it should be, and I am 100% sure that it works because we heavily depend on that functionality.

Are you positive it isn't generating pages? It will generate pages, but one thing it will not do is remove the PDF (those settings are ignored).

At first I didn't think it was working because I still saw the PDF icon and it took a bit for me to realize that it was actually generating pages.

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replied on October 4, 2023

I know this post is a few years old, but recently looking into QFiche PDFMerge and don't really see a how to or quick reference on using the workflow item.  Any suggestions or examples would be appreciated!

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replied on January 24, 2024

@████████

Hopefully you've got it working by now, but I just installed PDFMerge and found the documentation folder - Qfiche > Toolkit > PdfMerge > Documentation. So far it seems to work great!

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