HotFolder – configuration and use

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applies to: v. 8.0.x; author: Przemyslaw Sierant

Functionality overview:

One of the main functionalities that WEBCON BPS software can offer, is pairing scanned files with electronic documents (based on barcode), as well as starting new workflows based on files that are transferred to configured directory (HotFolder).

Exemplary scenario  of “Starting workflow” functionality:

The company has a correctly configured document workflow for cost invoices. As a result of this all invoices are loaded to electronic registry. Invoice files that have been already scanned are uploaded to configured Hot Folder which results in starting of cost invoice registry workflow. Picture no. 1 shows graphic representation of discussed workflow.

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Pic. 1. Graphic representation of cost invoice registry workflow.

 

Step1) Invoice is attached to workflow.

Step2) Information required to register invoice are entered.

Step3) Invoice data verification

Step4) Positive – invoice is added to registry

Step4) Negative – invoice is rejected and not added to registry

HotFolder configuration:

We start by creating new HotFolder. For this to happen in WEBCON BPS Designer Studio go to “System configuration” tab, next “HotFolders” (from a components tree on a left) and lastly click “New”.

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Pic 2. Adding new HotFolder.

“General” tab configuration is divided into four sections:

a)      HotFolder – in this section we need to provide a name for our HoltFolder, choose a server on which it will be working and check “Active” box.

b)      Source configuration – here we need to set appropriate directories from which the files to process will be taken. “Source directory” should be set as a directory to which all scanned files are uploaded, as all files will be downloaded from here. “Archive directory” will store all processed files which were earlier downloaded from “Source directory”. A “Directory for files not processed correctly” is set automatically after choosing a source directory. It is recommended to use only network directories.

c)       Files configuration – we choose which files should be processed by current HotFolder. After selecting “Only PDF files” we ensure that only scanned files that are in .PDF format are going to be processed. Next we choose “Template for name of created attachment”. It is a name of a file that will be attached to a document workflow. In a context-help we can find available settings for templates.

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Pic 3. Help context – tags available in creation of document template name.

d)      Working mode – in this example we want our HotFolder to start new document workflows, so in „Main mode” we choose „Starting workflows” option.

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Pic 4. HotFolder configuration.

Next step is to configure which workflow should be started by HotFolder. To do so we change to “Workflow StartUp settings” tab. This configuration is divided into two sections:

a)      Creating new process elements – it is required to choose appropriate company, process, document type and workflow for new elements. In “Path for new element” field we choose a path that will be executed from a first step of our workflow, which is “Register”. Remember that after starting workflow by HotFolder, document will be in a first step and after correctly processing files it will proceed to the next step(taken from “Path for new element” field). Lastly we can choose “Processing template”. By default “No OCR” option is selected. That is our choice for this example, further explanation of processing templates will be addressed in future articles.

b)      Additional field settings – after correctly processing a file HotFolder goes to the next step of document workflow. This section is created so that fields that are required on current step can be populated. In order to do that we add fields by “Add” button. Next in “Name” column provide which form field should be mapped. In “Value” column enter appropriate value for attribute (it is possible to use the same tags as in creating document template name). Lastly in “Filling mode” column we select whether form field should always be populated or only when its empty. It is crucial to remember about populating all required fields on path in this section.

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Pic 5. Workflow startup settings – exemplary configuration settings.

After providing all required information save HotFolder configuration. An alert will show up with information about applying this configuration.

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Pic 6. Information alert after saving HotFolder configuration

Instruction on how to reload service configuration can be found below in „Service configuration” section.

Service configuration:

After correctly configuring and saving HotFolder it is important to check whether our service has „Folder monitoring: import of scanned files” role enabled. In order to do this go to “Services configuration” and choose appropriate service (as shown on a screen below).

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Pic 7. Service configuration

On a „Service” tab go to „Service roles” section and enable „Folder monitoring: import of scanned files” and save configuration. An alert will show up that user needs to reload configuration. Select “Load configuration” button on an action bar.

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Pic 8. Service configuration.

For the configuration to reload, service needs to stop all active task. Stopped actions will be re-run after configuration loads. In order to monitor whether service works correctly and configuration was reloaded go to “Local service status”  and hit “Refresh” button. After a moment log information should be provided “Restart service roles completed”.

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Pic 9. Information about service restart.

You have finished configuring Hot Folders! Now it is possible to start scanning invoices to electronic registry after placing PDF files in “Source folder” of configured HotFolder.

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