Watch Folders
 

Docsvault can be configured to watch folders on Docsvault server side for recently scanned or saved documents and queue them for automatic import into the Docsvault Filing Area. After documents are imported, the original source files can be backed up to a separate folder or removed. The watched folder utility is ideal for importing scanned files generated from network scanners or multifunction centers that are configured to scan documents to a specified shared folder on a network.

 

When new documents are created in or copied into these watch folders, Docsvault will automatically identify these documents and import them into the Docsvault filing area that can be accessed from any Docsvault Client to all authorized users.

 

To Configure Server Watch Folders

 

•Select Watch Folders node in Docsvault Server Manager. This will display list of watch folders configured on the server.

 

 

•To setup  a new Watch folder, click on New button. This will display the two step wizard.

 

Step 1

 

Source Setup:

•Name: Enter a sensible name for this watch folder set. This name will be displayed on the Client side under the Server Watch Folder node in the Filing Area.

 

•Watched Folder: Browse to the location of folder to be watched

 

•Docsvault watch folder service can also watch sub-folders at the same time (sub-folders are enabled with a checkbox named 'Include Subfolders')

 

Source Options:

•Set the time interval for the Docsvault watch folder service to check for new files and folders to import

 

•You have option to either preserve the original system date and time (created and modified) of  a file/folder or set the actual date and time of import into Docsvault

 

•You can handle the files and folders by selecting one of the following options after they have been imported into Docsvault

•Keep source files at original location (Docsvault looks for new files and folders based on the created date of files and folders)

•Move source files to backup folder at watched location (files are moved to a folder named 'Docsvault_Imported' at the source location)

•Delete source files
 

Destination Options

 

•Import to Filing Area: Select this option to import the documents to the Filing Area and file it at the later time. Authorized users can access the imported documents in the filing area and transfer them manually to the folder in Docsvault.

 

•Import directly to following location: Select this option to automatically import the files directly into specified Docsvault folder. Docsvault will monitor this watch folder and directly import files to the specified folder.

 

•Click on the Next button to continue

 

 

 
 

Step 2

 

Metadata:

This section allows set default index values for the files to be imported. Docsvault will automatically assign the indexes values to the relevant profile and display it during the filing process. The filer user can change these values during the filing process
 

•Click on the Add button to select the default set of indexes

•Enter the default values against the indexes

 

 

 

File Description:

You have an option to enter the default file description for the documents being imported

 

Allowed Filers:

This section allows you to select the users and groups that will have rights to file the imported documents from the filing area to a proper location in Docsvault repository from the client application. This option will be available if Import to Filing Area is selected in Step 1.

 

Document Ownership

This option will be available if Import directly to following location is selected in Step 1. You will need to specify the owner of the documents that are imported to the folder in Docsvault automatically from this watch folder. Admin will be the default owner of the documents imported from the watch folder.

 

 

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