Using conversion services

To convert a content to another type of content, you need to select it in D1 Explorer, and then open the Conversion menu at the bottom of the page. Conversion options fall into four distinct categories.

Conversion services overview

Convert services:

• Converting content to an image format
• Converting content to PDF format

Extract services:

• Extracting text from PDF format
• Extracting e-mail body and attachments

Merge & Apply service:

• Merging two or more contents
• Merging contents created from templates
• Applying a watermark
• Applying a template

Prepare for Viewer service:

• Prepare for Viewer.

To convert content to an image format

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For contents that have more than one page, each page is converted into a separate image.

Follow these steps to convert any content type into an image:

1. Select the content you want to convert.

2. Click Conversion.

3. Click To Image.

   

4. Fill in the following fields:

   Field	Description
   Format	The format of the output image.
   Width	The width of the output image
   Height	The height out the output image.
   Target Name	The name of the output image.
   Result Action	CONTENT_REPRESENTATION — The content output is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — Displays a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is updated.

5. Click Execute.

You will get a notification that the conversion has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

To convert content to PDF format

This operation converts any content type to PDF:

1. Select the content you want to convert.

2. Click Conversion.

3. Click To PDF.

   

4. Fill in the following fields:

Field	Description
Page Size	For example A4
Target Name	The name of the output image.
Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — Displays a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is updated.
Target PDF Format	Select one of the following: Default— returns the PDF format that the actual converter is using PDF_A_1A PDF_A_1B PDF_A_2A PDF_A_3A PDF_A_2B PDF_A_2U PDF_A_3B PDF_A_3U PDF_UA_1 PDF_X_1A_2001 PDF_X_1A PDF_X_3 v_1_3 v_1_4 v_1_5 v_1_6 v_1_7 FLATTEN— means that every page gets get converted to an image, and then all pages are merged to a PDF.

5. Click Execute.

You will get a notification that the conversion has started. Your content should be converted after some time (depending on the current load on Conversion and the complexity of the content itself). You can check the current status of the job in Repository jobs.

To extract text from PDF content

With Document.One (D1), you can extract text from PDF contents and save it in a plain-text file.

1. Select the content.

2. Click Conversion.

3. Click Extract Text, and fill in the following fields:

   Field	Description
   Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — The output file is saved in the Representations access without attaching it to any content, and shows a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is replaced with the conversion result.
   Target Name	The name of the output file.

4. Click Execute. You will get a notification that the job has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

To extract e-mail body and attachments

This job can be run on e-mail documents. As a result, the e-mail body and attachments are extracted. Embedded resources (such as an image inside the e-mail body) can also be extracted.

1. Select the content.

2. Click Conversion.

3. Click Extract Email, and fill in the following fields:

   

   Field	Description
   Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — The output file is saved in the Representations access without attaching it to any content and shows a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is replaced with the conversion result.
   Target Folder	The folder where the conversion result is stored.
   Target Name	The name of the output file.
   Extract Embedded Resources	When selected, resources embedded in the e-mail body (such as images) will be extracted. When not selected, such resources will be skipped.

To merge two or more contents

To merge two or more contents:

1. Select the contents you want to merge (Crtl + click, or Shift + click).

2. Click Conversion.

3. Click Merge.

   

4. Fill in the following fields:

   Field	Description
   Contents	Add contents to be merged (only visible if you select the Merge option without selecting any contents).
   Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — Displays a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is updated.
   Target Name	The name of the output content.

5. Click Execute. You will get a notification that the conversion has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

To merge contents created from templates

This option works similarly to Merging two or more contents, except it merges contents created from templates (for example Velocity templates).

Additionally, it provides the option called Template Specifications, which you can use to define key-value mappings for variables found in the template (see Adding a template specification for more details).

To apply a watermark

Check the video below presenting a use case for the watermark:

To add a watermark to a content:

1. Select the content in D1 Explorer.

2. Click Conversion.

3. Click Apply Watermark.

   

4. Fill in the following fields:

   Field	Description
   Text	The text of the watermark. You can use the following variables: ${ACTUAL_PAGE}, ${TOTAL_PAGES}, ${now(PATTERN)} — replace PATTERN with SimpleDateFormat: for example, yyMMddHHmmssZ.
   Size	The size of the font.
   Rotation	The rotation in degrees.
   Color	The color of the font.
   Alignment	Left, center, right.
   Position	Top-left to bottom-right.
   OffsetX	The text position offset in x (horizontal) direction.
   OffsetY	The text position offset in y (vertical) direction.
   Target Name	The name of the output image.
   Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content, and you can find it under My Contents in D1 Explorer. Temporary — Displays a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is updated.

5. Click Execute. You will get a notification that the job has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

To apply a template

You can apply a template to one or more contents as follows:

1. Select the contents to which you want to apply the template.

2. Click Conversion.

3. Click Apply Template, and fill in the following fields:

   Field	Description
   Contents	Add contents to apply the template to (only available if no content has been selected already).
   Target Name	The name of the output image.
   Result Action	CONTENT_REPRESENTATION — The output content is saved under the Representations of the original content. NEW_CONTENT — The output content is saved as a new content that you can find under My Contents in D1 Explorer. Temporary — Saves the output file in the Representations access without attaching it to any content and shows a notification with a download button to download the output file. To find the file after the message has disappeared, click the Notifications Constellation (envelope) icon on the top right corner, and find the notification for this file. UPDATE_WORKING_COPY — The current working copy is updated.
   Template Specifications	Here you define the key-value pairs for the template. When the action is executed, each key in the original content is replaces with the value you have defined. See Adding a template specification.

4. Click Execute. You will get a notification that the job has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

To add a template specification

1. Click Add.
2. Under Types, double-click TemplateSpecification.
3. Under contentIds, click Add to select contents to which you want to apply this template.

If you do not select any contents, the template will be applied to all contents.

4. Under variables, click Add.

5. In the Adding Map Key window, type the key that you want to be mapped to a value from the template.

   

6. If you want to add more values, click Add. Otherwise, click Add&Finish.

7. In the Adding Map Value window, type a value or more to be mapped to the keys you have entered.

   Note

   Make sure the number of keys matches the number of values.

   

8. Click Add&Finish. You can see the key-value pairs you have entered under Template Specification.

   

9. Click Apply to save your template specification.

To prepare for Viewer (Web Reader)

Use this option on contents which cannot be displayed in WebReader. Structure of the content changes as a result, making it possible to view it in Webreader. Examples of contents that cannot be viewed in WebReader are contents that do not have Representations automatically created at the time of content upload.

1. Select one of the contents you want to prepare.
2. Click Conversion.
3. Click Prepare for Viewer. Your content should be prepared in a short while. You will get a notification that the job has started. The conversion process might take some time, depending on the current load on conversion and the complexity of the content itself.

To check the status of the conversion job, go to the Repository jobs.

Resource consumption

Refer to the below table showing resource consumption levels per job type. If you know the distribution of job types in your organization, it should help you estimate the load.

Job type	Expected resource consumption
Convert to image	Heavy
Prepare for WebReader	Heavy
Convert to PDF	Medium
Merge documents	Medium
Merge templates	Medium
Apply watermark	Light
Apply template	Light
Extract text	Light without OCR. Otherwise, heavy
Extract e-mail	Light to Medium, depending mostly on the presence of embedded e-mails in attachments as well as the size of the e-mail body.