How to Convert Files

The Conversion feature allows you to transform individual files in Word, Excel, or image (.png, .jpg, .jpeg) formats directly to PDF quickly and easily.

Conversion Direction Constraint

Currently, conversion is only supported in one direction: Word/Excel/Image ➔ PDF. Reverse conversion (from PDF to Word, Excel, or image) is not supported.

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1. Initial Setup (API Key)

To perform the conversion of Word and Excel files, FileUtils Pro integrates with the external provider Cloud Convert. The first time you access this feature, a modal will open asking for an API Key to authorize the service.

Follow these steps to obtain and register your API Key:

1. Create a Cloud Convert account: If you don't have an account yet, sign up at Cloud Convert Register. You can use a free account (which has a daily conversion limit) or purchase a paid plan if your usage frequency requires it.
2. Generate your API Key: Once logged into your account, go directly to the credentials section at Cloud Convert API Keys to create and copy your API key.
3. Register the API Key in FileUtils Pro: Paste the copied key into the text field of the initial setup modal within the application and click save.

Once saved, this API Key will be stored securely and used automatically for all future merge and conversion processes that require the Cloud Convert API.

Image Conversion

Converting image files to PDF does not consume the Cloud Convert API. Instead, the plugin uses its internal image merging library, which performs the conversion locally, seamlessly, and with no external consumption cost.

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2. Prepare Files for Conversion

1. Open the FileUtils Pro work desk from the work item options menu.
2. Select the Convert tab.
3. List of compatible files: In the left column, you will see a list containing only the ticket attachments with formats compatible for conversion:
   • Word Documents: .doc, .docx
   • Excel Workbooks: .xls, .xlsx
   • Images: .png, .jpg, .jpeg
4. Move to Staging: Drag or add the desired files to the preparation (Staging) column on the right.

Simultaneous Processing Limit

You can select and process up to a maximum of 3 files simultaneously.

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3. Configure the Output

In the footer of the conversion modal, you can define the output parameters for the generated files:

• Output File Name: The behavior varies depending on the number of files selected:
  • Single file: The text field in the footer will automatically populate with the original attachment's name, replacing its extension with .pdf, allowing you to edit it freely.
  • Multiple files: If processing more than one file at a time, individual name editing will be disabled, and the explanatory message will be shown in the footer: * Original name will be used for multiple files. In this case, each resulting file will keep its original name with the respective .pdf extension.
• Output Format: Currently, only the PDF output option is available.
• Destination Options (Post-Action): Define the behavior of the resulting file:
  • Attach to ticket: The new PDF files will be saved directly to the work item.
  • Attach and delete originals: Saves the PDF files to the ticket and permanently deletes the source files (Word, Excel, or images).
  • Download only: Downloads the files directly to the user's browser without storing them in Jira.

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4. Execute the Conversion

Once you have configured the options, click the conversion button. During the process, you will see the following indicators:

• Security Lock: The conversion button will be disabled immediately to prevent double clicks and protect the processing state.
• Individual Progress Bars: Each file in the queue will display its own real-time loading bar to indicate its individual conversion progress.

• Success Confirmation: Once all active conversions have finished successfully, the system will unlock the panel and display a success message indicating that the process has completed correctly.