01
Define the data-extraction job
Decide which source files and data fields belong in one result.
- Identify the business purpose and authorized source collection.
- Choose the fields required: emails, phone numbers, URLs, or a custom pattern.
- Create a working copy of important source files.
- Separate unrelated document sets into different jobs.
- Choose a secure local output folder.
02
Add files and folders
Build a controlled local queue.
- Choose Add files or Add folder.
- Enable subfolder processing only when required.
- Select the supported file extensions to scan.
- Review the queue and remove unrelated files.
- Check access to network, removable, or archived locations before starting.
03
Choose standard data fields
Collect only the field types needed for the result.
- Enable email extraction for address patterns.
- Enable phone extraction and choose the expected country context where available.
- Enable URL extraction for web addresses and links.
- Choose duplicate and blank-value handling.
- Run a small sample to confirm the field definitions fit the source.
04
Configure a custom pattern
Use a tested expression for IDs, references, or other repeatable text.
- Describe the exact values the pattern should match.
- Enter the supported custom expression or pattern.
- Test it against a small file containing valid and invalid examples.
- Tighten the pattern when it captures surrounding punctuation or unrelated text.
- Save the rule with a clear name only after validation.
Keep in mind
A broad pattern can generate a large, misleading result. Always validate custom extraction against known examples.
05
Run extraction and review the result
Investigate errors and false matches before export.
- Start extraction and monitor processed files, matches, and failures.
- Review unreadable or unsupported files.
- Filter results by type or source file.
- Remove duplicate, malformed, irrelevant, or sensitive records.
- Compare a sample with the original source.
06
Export structured data
Create a usable local output for the authorized next step.
- Choose whether the export should combine fields or separate them by type.
- Select the available spreadsheet, CSV, or text format.
- Save to a new destination without overwriting source files.
- Open the export and verify headers, encoding, row count, and sample values.
- Apply retention and access controls to the final output.
FAQ
Troubleshooting notes
Common questions that can save a support request.
Why does a custom pattern return too many values?
The expression is too broad for the source. Add boundaries or more specific context and test against a smaller sample.
Why are phone numbers incomplete?
Source formatting, OCR errors, extensions, and missing country context can affect detection. Review and normalize the output.