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PDF Spooler

Description and Operation

The PDF Spooler is an application designed to automatically download PDF files from a server via SFTP (Secure File Transfer Protocol), save them to a local folder on a MS Windows computer and optionally, silently print them on receipt.


  • Setup jobs for as many servers, or folders in servers as you wish
  • Select different printers for each job
  • Optionally, delete or save files in the sever after a user-defined time period.
  • Optionally, delete files from the local machine after a user defined time period.
  • Automatically emails error reports to different email addresses for each job
  • System log with viewing facility.
  • Ability to select and open files received.
  • Optionally, start automatically and run minimised in the system tray.


Installation and Setup

  • Download or save the supplied files to a folder on your system.
  • Run PDFSpoolerSetup.exe and the system will be unzipped and installed.
  • A desk-top icon will appear on your desk top.  Click this and a setup screen will appear after a short delay.

Click the “ENTER LICENCE KEY” button.  Enter the supplied licence key and the email address you provided to us.

The system is now ready to setup.

Set the common parameters as follows:

  • Database Folder.  This is the location where PDFSpooler’s database is contained.  It is recommended that it be left as installed.  However it can be moved at any time without loss of data, by clicking the button on the right of the folder location and selecting and/or creating a new folder.
  • Your SMTP server to use for alert emails
  • The email address that emails will be sent from
  • The subject line of the email.
  • The Admin Password is the password used to enter this setup screen from now on.  The default at setup is “admin”.
  • Checking “Start Automatically” causes the PDFSpooler to start when windows starts.  It will run minimized in the system tray.
  • Print PDFs switches on the printing function and PDFs are printed at download.  If unchecked, files will be downloaded and saved, but not printed.
  • Print Delay Multiplier.  If you have problems with blank pages being printed or pages not printing, increase this setting until your PDFs print correctly.
  • Error Trap is a diagnostic tool and displays pop-ups with error details if an error is encountered.  It should normally be left un-checked unless you want to analyse problems.
  • Move server files causes PDFSpooler to create a sub-folder in the server file folder and move the files to it after a given time period.  If selected an input field appears to allow you to enter the name of the sub-folder.
  • Delete server files deletes files in the server without saving them after a given time period.
  • Delete local files, if selected, will delete the downloaded files from the local machine after a given time period.
  • Delete or move after n days.  If any of the delete or move options are selected, this is the period in days that is used.

Setup Jobs using the table:

  • The Name of the Job
  • Enable or disable the job.
  • Select the printer.  Note that the settings in the Windows printer setup for each printer will be used by PDFSpooler.  You can select <Do Not Print> and printing will be disabled for this job only.
  • PDF Reader.  On standard installations, only the Adobe reader is available.
  • Email for reports is the email address PDFSpooler will send error reports to.  Leave empty if you do not wish to have it send reports.  If you have more than one address you wish to send reports to, separate them with a comma.
  • Server.  The IP Address or Host Name of the server you want to collect from.
  • SSH port.  Usually, port 22.
  • User name and password to access the server via SSH and SFTP.  If you are using the delete or move options that the user set up has sufficient permissions on the PDF file folders
  • Folder in the server, relative to the user root.  Enter in the format “folder/subfolder/”
  • Local folder that PDF files are downloaded to.  Double-click on this field to select and create folders.
  • Set the run wait time in Seconds, Minutes or Hours using the last two fields.
  • After setting up you should run a connection check by clicking the “Test Server Connections” button.
  • Click the “Save and Exit” button to return to the main screen.



Click the “Start” button.

PDFSpooler will start after a short delay and as new files are available for download, will download and print them.  Progress steps are listed in the left-hand window and the actual document is displayed briefly in the right-hand window.

Minimise the window and PDFSpooler disappears.  An icon appears in the system tray.

To restore PDFSpooler, click on the icon.  Note that if PDFSpooler is in the process of printing, it may take a short time to appear on your screen.


View Logs and Files

The log appears.  You can select “All”, “Errors” and “Normal”.

View Files

You can open a local folder to view the files downloaded by a job by selecting a job.

And select a file.  Clicking “Open” will open the file in your default PDF viewer.


1              Local System

Operating System:

  • Windows 20XX
  • Windows XP
  • Windows Server 20XX
  • .net framework 3.5 or later.  System will install at installation if required.
  • Abobe PDF viewer at version 9.0 or higher.

2              Server

  • Linux Server
  • SSH and SFTP
  • Folder setup for PDF files
  • A user login for PDFSpooler with sufficient permissions on the PDF folders to create folders, move files and delete files.

3              Other

PDF Spooler keeps its operating and error log entries for 1 day.

A list of files downloaded is kept in a local table so PDFSpooler knows that they’ve been downloaded.  As files are moved to the “SavedFiles” folder in the server or deleted from the server, the file record is also removed from this table.  If the “Delete or move after” days are too high performance may be affected.  It is recommended that this setting is set no higher than 180 days.