PDF Management: A Solution for Efficient Document Processing

My client approached me with a significant challenge: they had a massive PDF document that needed to be split into multiple smaller documents. Each of these documents required dynamically inserted client details and specific file names based on the content. This project need a solution that was efficient, accurate, and scalable.

Services

Development
UX/UI Design

PDF Management: A Solution for Efficient Document Processing

Services

Development, UX/UI Design

Developing a Custom Script

My client approached me with a significant challenge: they had a PDF document that needed to be split into multiple smaller documents. Each of these documents required dynamically inserted client details and specific file names based on the content. This project demanded a solution that was efficient, accurate, and scalable.

The primary issue was the manual process of splitting the large PDF document into multiple files. This task was not only time-consuming but also prone to human error, especially when it came to inserting client details and renaming each file accurately. The client needed a streamlined process that could handle large volumes of documents without compromising accuracy.

The Solution

To tackle this problem, I developed an automated solution that streamlined the entire process from start to finish. Here’s how I approached it:

Understanding the Document Structure:
I began by thoroughly analyzing the structure of the PDF document to identify logical points for splitting. This included understanding how the client details were organized and where they needed to be inserted in each split document.

Developing a Custom Script:
I created a custom script using Python with PyPDF2, that automated the process of splitting the PDF. The script was designed to:

Identify the sections where the document needed to be split.
Dynamically insert client details into the appropriate sections of each split document.
Rename each file based on specific criteria provided by the client, such as client name, date, and document type.

Once the script was developed, I ran multiple test scenarios to ensure it could handle different document sizes and structures. I paid close attention to the accuracy of client details being inserted and the correct renaming of files.

After successful testing, I implemented the script to process the entire massive PDF document. The automated solution efficiently split the document into smaller files, dynamically inserted the necessary client details, and renamed each file according to the specified format.

Split Document

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def split_pdf(input_path, output_dir, pages_per_pdf):
    # Check if input file exists
    if not os.path.isfile(input_path):
        raise FileNotFoundError(f"The file at {input_path} does not exist.")
    
    # Check if output directory exists
    if not os.path.isdir(output_dir):
        raise FileNotFoundError(f"The directory at {output_dir} does not exist.")
    
    input_pdf = PdfReader(input_path)
    total_pages = len(input_pdf.pages)
    total_pdfs = total_pages // pages_per_pdf + (1 if total_pages % pages_per_pdf != 0 else 0)

for i in range(total_pdfs):
        start_page = i * pages_per_pdf
        end_page = min((i + 1) * pages_per_pdf, total_pages)

output_pdf = PdfWriter()
        for page_num in range(start_page, end_page):
            output_pdf.add_page(input_pdf.pages[page_num])

output_filename = f'insert-file-name_{i + 1}.pdf'
        output_path = os.path.join(output_dir, output_filename)
        with open(output_path, 'wb') as output_file:
            output_pdf.write(output_file)

if __name__ == '__main__':
    input_path = '[insert-file-path-here]'  # Specify the path to your input PDF file
    output_dir = '[insert-file-path-here]'  # Specify the directory to save the output PDFs
    pages_per_pdf = 2  # Number of pages per output PDF

split_pdf(input_path, output_dir, pages_per_pdf)

Rename Document

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template_path = '[insert-path-here]'
if not os.path.isfile(template_path):
    raise FileNotFoundError(f"The file at {template_path} does not exist.")

# Load Excel data into a DataFrame
excel_path = '[insert-path-here]'
if not os.path.isfile(excel_path):
    raise FileNotFoundError(f"The file at {excel_path} does not exist.")

df = pd.read_excel(excel_path)

# Output directory for merged documents
output_dir = '[insert-path-here]'
os.makedirs(output_dir, exist_ok=True)  # Create the output folder if it doesn't exist

# Perform mail merge
for index, row in df.iterrows():
    company = str(row['Company'])
    address = str(row['Address'])

# Create a copy of the document for each iteration
    merged_doc = Document(template_path)

# Replace placeholders in the Word document
    for paragraph in merged_doc.paragraphs:
        for run in paragraph.runs:
            if '<<Company>>' in run.text:
                run.text = run.text.replace('<<Company>>', company)
            if '<<Address>>' in run.text:
                run.text = run.text.replace('<<Address>>', address)

# Save the merged document
    output_filename = f"{company}.docx"
    output_path = os.path.join(output_dir, output_filename)
    merged_doc.save(output_path)

This is a sample of the code from this project. Interested in exploring more? Check out the full code on GitHub.

View GitHub Repo

Download Project Samples

This is a sample of the code from this project. Interested in exploring more? Check out the full code on GitHub.

To download project assets and test the code, please visit this page on a desktop or laptop device.

View GitHub Repo

Download Project Samples

The Results

My client was extremely satisfied with the solution. They appreciated the significant reduction in manual labor and the accuracy that the automation provided. The streamlined process not only saved time but also allowed them to manage their documents more effectively, freeing up resources for other important tasks.

This project showcases the power of automation in managing complex document processes. By understanding the client’s needs and developing a tailored solution, I was able to transform a labor-intensive task into an efficient, reliable process. This project highlights my ability to identify and solve intricate problems, delivering solutions that meet and exceed client expectations.

Increased Efficiency

The automated process drastically reduced the time required to split and manage the PDF documents, from hours or days to mere minutes.

Improved Accuracy

By automating the insertion of client details and file renaming, the risk of human error was virtually eliminated, ensuring that each document was correctly formatted and named.

Scalability

The solution was designed to be scalable, allowing the client to handle similar tasks in the future without needing significant modifications to the script.

“Thanks Liv! As always, you found the perfect solution to what we needed. This has saved my sales team countless hours. You’re the best!!”

Paul, VP of Enterprise Sales

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PDF Management: A Solution for Efficient Document Processing

Services

PDF Management: A Solution for Efficient Document Processing

Services

Developing a Custom Script

The Solution

Split Document

Rename Document

The Results

Increased Efficiency

Improved Accuracy

Scalability

More Work

Creating a Custom HTML Email Signature Generator with React

PDF Management: A Solution for Efficient Document Processing

Enhancing Inclusivity & Usability: A Modern Redesign

Streamlined Solutions for a Non-Profit: A Comprehensive User-Friendly Platform

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