Applies to version 2020.1.3; author: Michał Kastelik
The article is an update of an already existing article; for the original see: HotFolder - adding scanned files to process.
One of the WEBCON BPS basic features is pairing scanned documents with their electronic version (based on barcodes) and starting new workflows for files added to the configured folder – HotFolder. This article describes how to configure the HotFolder and check the service configuration.
To configure a new HotFolder, go to WEBCON BPS Designer Studio -> System settings -> HotFolders.
Fig. 1. The HotFolders tab
Click the “New” button.
Fig. 2. HotFolder configuration
By default, HotFolder monitors the location indicated in the “Source directory” field and then execute the action indicated in the “Main mode” field. After the correct execution (e.g. connecting the file to the workflow instance), the source file is transferred to the folder indicated in the “Archive directory” field.
The example configuration:
Fig. 3. The example configuration
|Year||%yyyy% or %yy%|
,or file tags
|Name without extension||%FileNameDisplay%|
Fig. 4. Modes
Mode – Start new workflow
The service starts the workflow instance indicated in the “Workflow StartUp Settings” tab. If you select the “Search for barcodes” option, you should additionally indicate how the process should behave in the case of missing or unrecognized code:
Fig. 5. Missing or unmatched barcode
In the “Workflow StartUp Settings” tab, you can define a path to be followed by the workflow after adding the attachment to the workflow.
Fig. 6. The “Path for new element” option
In the “Additional fields settings” section, you can define the file name.
Fig. 7. Possible option of defining the file name
Mode - Add attachments based on barcodes
If you use 2D codes or 2D barcode printers, there is the ability of mass scanning of e.g. invoices with such codes.
Fig. 8. The “Add attachments based on barcodes” mode
In both cases, you have two options – start the workflow or stop processing a given file and mark it as an error.
Mode – Start new workflow without conversion to PDF
This mode allows you to start workflows without converting a file to the PDF format. In this mode there is no option to recognize barcodes.
Fig. 9. The “Workflow StartUp Settings” tab
After configuring the HotFolder, check the “Active” option and save the changes.
Fig. 10. The activation of the selected HotFolder
WEBCON BPS service configuration
Go to System settings -> Service configuration -> Services, and check if the “Folder monitoring: import of scanned files” option was selected. If you start this function for the first time – save changes and click the “Load configuration” button to load the configuration.
Fig. 12. The service configuration
To load the configuration, the system will stop all service tasks and the processing interrupted operations will start from the beginning. You can go to the “Local service status” section and select the “Refresh” button to check if the service has correctly loaded the new configuration. After a while, an entry confirming that the operation has been performed should appear on the screen.
From now on, WEBCON BPS Service will check every number of seconds (60 by default) if there are files that need to be processed in the specified HotFolders.
HotFolders enable the efficient implementation of many processes in the organization. If you have many different specialized applications, you can create many configurations of HotFolders to support them. By properly configuring network scanners, you can define what processes will be launched from which scanner code. As you can see, WEBCON BPS used as a document control software can streamline your work!