In this guide, we will introduce you to the capabilities of Docparser and show you how easy it is to get started. Typically, creating your first document parser takes you less than 20 minutes and all big steps are described below. Let’s get started!
What can Docparser do for me?
Before we get started, let’s talk real quick about what Docparser can help you with. Docparser is a document processing and workflow automation software. To be more precise, Docparser helps you to automatically extract data which is trapped in PDF documents and then copy this data to where it belongs.
Are you getting PDF files on a regular basis and find yourself loosing valuable with manual data entry? Well, stop that! You can use Docparser instead and focus on more important things.
Once you data got parsed by Docparser, you can directly download it in your preferred file format (PDF to Excel, PDF to CSV, PDF to JSON, or PDF to XML). You can also use our integrations to send the data to Salesforce, Google Sheets, or Zapier (which can send the data on to literally 100’s of other Apps). Docparser provides an excellent alternative to EDI with our advanced webhooks which will let you create custom HTTP requests to your existing API.
Alright, let’s cover how we get this process going…
Get started in minutes
After creating a free account guide you will be guided through all necessary steps. It is common that you could have your layout parser up and running in less than 20 minutes, and already extracting the data you need from PDF’s.
The whole process of creating a document parser can be broken down into the following step:
- Create your document parser
- Upload sample documents
- Create parsing rules
Below we’ll cover each step more in detail. Before reading on, please watch our screencast which covers the basics steps from account creation to parsing rule creation.
1/ Creating your layout parser
Kickstarting your setup is simple, just create “Create Document Parser” on the welcome page of the app. You will then be presented with common document parsing tasks from which you can choose the one which best describes your use-case.
Your use-case is not listed? No problem, just choose “others” and then continue.
2/ Upload sample documents
Next on the list is uploading some sample documents. You can click on the upload box and navigate to your the documents on your computer. You can also drag and drop files into the upload box. Once you uploaded a couple of samples files, it’s time to create some parsing rules.
Wondering how you can fully automate the import of future documents? Check out our knowledge base and learn more about the different options on how to get your documents into Docparser.
3/ Creating parsing rules
First, what is a parsing rule? A parsing rule is a set of instructions which tells our algorithms what kind of data you are looking for. For example, you can tell our algorithms that you want to extract text from a specific position in your document. Furthermore, you could then add more instructions to the parsing rule, such as formatting a date, cropping and modifying words, etc.
How many parsing rules do I need to create? The answer to this is simple: You create one parsing rule for each data field which you want to extract. Let’s say you want to extract the fields Invoice Date, Invoice Number and Invoice Totals. This means you have three fields which you want to extract and you will thus create three parsing rules.
Let’s be completely honest … creating parsing rules is the most tricky part in the setup of Docparser and there is a learning curve. But don’t worry, we are there to help in case you are stuck somewhere and want a helping hand.
Want do dive in right now? Check out the following articles in our knowledge base:
- Parse text data from a fixed position
- Parse table data
- Parse text data from a variable position
- Parse and format a date field
What’s left to do? Copy your extracted data to where it belongs
If you want to download the extracted data you have basically two option. You can either obtain a file containing the parsed data of one single document, or you generate download links which will give you the parsed data of all your documents bundled into one file.
You can also opt for our integration options for your data with native Salesforce, Google Sheets or Generic Webhook integrations. Don’t forget Zapier too, if you want to send your data on to 100’s of other Apps.
We have only covered the basics on PDF parsing with our software, and use-cases can be varied in complexity and layout. Should you run into any trouble, or need a bit of assistance, please contact us for help!