Configuring Hot Folders

You can monitor a Windows Folder on a local or network computer and transfer data or documents added into that folder to a folder in a library. Such a source folder is called "hot folder." The source folder for scanned data that is specified when registering a Personal button and the source folder that transfers documents to My Tray that is specified when circulating documents are also a kind of hot folder.

By configuring a hot folder, you can monitor a Windows Folder on a local or network computer and transfer its data to a library.

Adding New Hot Folders

Editing Hot Folders

Deleting the Settings for Hot Folders

Note
To use a hot folder, Document Monitor is required to be started in advance. For more information about how to start Document Monitor, see the following. Starting and Exiting Document Monitor The hot folder is monitored every 60 seconds and will be transferred accordingly. The image data and documents added in the hot folder will be also transferred to the destination folder in the following condition. When the display in Desktop Browser When the [Hot Folder List] dialog box is closed in Desktop Browser When [Create Personal Button] or [Personal Button Settings] is performed in Desktop Browser Documents on which an error occurs during transfer process due to the invalid document name including disallowed characters are sent to the "error" folder in the Hot Folder.

Note

To use a hot folder, Document Monitor is required to be started in advance. For more information about how to start Document Monitor, see the following.

Starting and Exiting Document Monitor

The hot folder is monitored every 60 seconds and will be transferred accordingly. The image data and documents added in the hot folder will be also transferred to the destination folder in the following condition.

When the display in Desktop Browser

When the [Hot Folder List] dialog box is closed in Desktop Browser

When [Create Personal Button] or [Personal Button Settings] is performed in Desktop Browser

Documents on which an error occurs during transfer process due to the invalid document name including disallowed characters are sent to the "error" folder in the Hot Folder.

In addition, refer to the following as necessary.

Cautions and Restrictions

Adding New Hot Folders

Create a new hot folder.

Note
You can configure up to 5 hot folders. You cannot specify the following folders as the hot folder. Recycle Bin CD-ROM, DVD-ROM, RAM Disk, Removable Disk C:\Users, C:\WINDOWS, C:\Program Files, C:\ProgramData, and all their subfolders (Windows Vista/Windows 7/Windows 8/Windows 8.1) C:\Documents and Settings, C:\WINDOWS, C:\Program Files, C:\Documents and Settings\All Users\Application Data, and all their subfolders (Windows XP) A folder already registered as the transfer source of hot folder or My Tray Already registered transfer source folder for the Personal Button of the Input Bar A folder whose portion of the path that follows "file:///" or "file:" matches the corresponding portion of the path of an already registered send destination folder

Note

You can configure up to 5 hot folders.

You cannot specify the following folders as the hot folder.

Recycle Bin

CD-ROM, DVD-ROM, RAM Disk, Removable Disk

C:\Users, C:\WINDOWS, C:\Program Files, C:\ProgramData, and all their subfolders (Windows Vista/Windows 7/Windows 8/Windows 8.1)

C:\Documents and Settings, C:\WINDOWS, C:\Program Files, C:\Documents and Settings\All Users\Application Data, and all their subfolders (Windows XP)

A folder already registered as the transfer source of hot folder or My Tray

Already registered transfer source folder for the Personal Button of the Input Bar

A folder whose portion of the path that follows "file:///" or "file:" matches the corresponding portion of the path of an already registered send destination folder

Select the [Tools] menu > [Hot Folder List].

The [Hot Folder List] dialog box is displayed.

Click [Add].

The [Add Hot Folder] dialog box is displayed.

Specify a Windows Folder to monitor in [Transfer Source].

Note
Specify the path of the transfer source using up to 190 characters when entering it directly. You can also select a folder in the [Browse For Folder] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse For Folder] dialog box, you can create a new folder and select it. Folders for which read, write and delete access rights (Windows) are configured can be specified. When there are documents and folders stored in the folder that is selected as a Transfer Source, a confirmation message is displayed. If you click [Yes], the documents immediately below that folder are sent; however, the folder and documents/folders in it are not sent. If you click [No], [Transfer Source] is not registered and the display returns to the [Browse] screen.

Note

Specify the path of the transfer source using up to 190 characters when entering it directly.

You can also select a folder in the [Browse For Folder] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse For Folder] dialog box, you can create a new folder and select it.

Folders for which read, write and delete access rights (Windows) are configured can be specified.

When there are documents and folders stored in the folder that is selected as a Transfer Source, a confirmation message is displayed. If you click [Yes], the documents immediately below that folder are sent; however, the folder and documents/folders in it are not sent. If you click [No], [Transfer Source] is not registered and the display returns to the [Browse] screen.

Specify the folder of a library in [Destination].

Note
You can also select a folder stored in a library in the [Browse] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse] dialog box, you can create a new folder in a library and select it. If you want to select an unconnected Document Server Library or SharePoint Server Library as a Transfer Destination, or a folder in a library on the network drive that requires authentication, you need to connect to the site or library. For more information on connecting, see the following. Connecting to Libraries When you want to select a folder in the Document Server Library or SharePoint Server Library, select the folder to which you have the edit permissions (Document Server/SharePoint Server) or higher.

Note

You can also select a folder stored in a library in the [Browse] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse] dialog box, you can create a new folder in a library and select it.

If you want to select an unconnected Document Server Library or SharePoint Server Library as a Transfer Destination, or a folder in a library on the network drive that requires authentication, you need to connect to the site or library. For more information on connecting, see the following.

Connecting to Libraries

When you want to select a folder in the Document Server Library or SharePoint Server Library, select the folder to which you have the edit permissions (Document Server/SharePoint Server) or higher.

Click [OK] to return to the [Hot Folder List] dialog box.

The display of the Windows Folder configured as the source folder changes to the hot folder icon display.

Click [Close].

If documents/folders are already stored in the send source folder, documents immediately below that folder are sent to the send destination folder; however, the folder and documents/folders in it are not sent.

Editing Hot Folders

You can modify a configured hot folder.

Note
You cannot edit hot folders in which there are unsent documents to the library. You cannot specify the following folders as the hot folder. Recycle Bin CD-ROM, DVD-ROM, RAM Disk, Removable Disk C:\Users, C:\WINDOWS, C:\Program Files, C:\ProgramData, and all their subfolders (Windows Vista/Windows 7/Windows 8/Windows 8.1) C:\Documents and Settings, C:\WINDOWS, C:\Program Files, C:\Documents and Settings\All Users\Application Data, and all their subfolders (Windows XP) A folder already registered as the transfer source of hot folder or My Tray Already registered transfer source folder for the Personal Button of the Input Bar A folder whose portion of the path that follows "file:///" or "file:" matches the corresponding portion of the path of an already registered send destination folder

Note

You cannot edit hot folders in which there are unsent documents to the library.

You cannot specify the following folders as the hot folder.

Recycle Bin

CD-ROM, DVD-ROM, RAM Disk, Removable Disk

C:\Users, C:\WINDOWS, C:\Program Files, C:\ProgramData, and all their subfolders (Windows Vista/Windows 7/Windows 8/Windows 8.1)

C:\Documents and Settings, C:\WINDOWS, C:\Program Files, C:\Documents and Settings\All Users\Application Data, and all their subfolders (Windows XP)

A folder already registered as the transfer source of hot folder or My Tray

Already registered transfer source folder for the Personal Button of the Input Bar

A folder whose portion of the path that follows "file:///" or "file:" matches the corresponding portion of the path of an already registered send destination folder

Select the [Tools] menu > [Hot Folder List].

The [Hot Folder List] dialog box is displayed.

Select a hot folder to edit the settings from [Hot Folder List], and then click [Edit].

The [Edit Hot Folder] dialog box is displayed.

Specify a Windows folder to monitor in [Transfer Source].

Note
Specify the path of the transfer source using up to 190 characters when entering it directly. You can also select a folder in the [Browse For Folder] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse For Folder] dialog box, you can create a new folder and select it. Folders for which read, write and delete access rights (Windows) are configured can be specified. When there are documents and folders stored in the folder that is selected as a Transfer Source, a confirmation message is displayed. If you click [Yes], the documents immediately below that folder are sent; however, the folder and documents/folders in it are not sent. If you click [No], [Transfer Source] is not registered and the display returns to the [Browse] screen.

Note

Specify the path of the transfer source using up to 190 characters when entering it directly.

Folders for which read, write and delete access rights (Windows) are configured can be specified.

Specify the folder of a library in [Destination].

Note
You can also select a folder stored in a library in the [Browse] dialog box that is displayed when [Browse] is clicked. Alternatively, in the [Browse] dialog box, you can create a new folder in a library and select it. If you want to select an unconnected Document Server Library or SharePoint Server Library as a Transfer Destination, or a folder in a library on the network drive that requires authentication, you need to connect to the site or library. For more information on connecting, see the following. Connecting to Libraries When you want to select a folder in the Document Server Library or SharePoint Server Library, select the folder to which you have the edit permissions (Document Server/SharePoint Server) or higher.

Note

Connecting to Libraries

When you want to select a folder in the Document Server Library or SharePoint Server Library, select the folder to which you have the edit permissions (Document Server/SharePoint Server) or higher.

Click [OK] to return to the [Hot Folder List] dialog box.

Click [Close].

Editing the hot folder is complete.

Deleting the Settings for Hot Folders

You can delete the settings configured for Hot Folders.

Note
You cannot delete hot folders in which there are unsent documents to the library.

Select the [Tools] menu > [Hot Folder List].

The [Hot Folder List] dialog box is displayed.

Select a hot folder to delete from [Hot Folder List], and then click [Delete].

A message confirming to delete the selected hot folder is displayed.

Click [Yes].

The hot folder is deleted.

Click [Close].

Note
Even when you delete the hot folder settings by using the abovementioned steps, the Windows Folder which has been specified as the source folder is not deleted. When you move or delete the Windows Folder that has been specified as the source folder, by using Windows Explorer, hot folders are no longer monitored even though the hot holder settings are not deleted.