Configure a Workflow Profile Associated with a Monitor (Hot) Folder

When Scan & Capture Input Connector is used, the folder specified on a Delegation Server or on a network is monitored, and when a file is stored in the folder, the file is automatically imported and delivered in accordance with the specified workflow. The workflow profile in which the monitor folder is specified as the input source can be configured only when Scan & Capture Input Connector is enabled.

1. Perform Steps 1 to 4 of Configure a Workflow Profile Associated With a Device.

2. Select [Hot Folder] for [Input Source].

3. Click [OK].

4. On the [General] tab, configure the profile properties.

5. On the [Workflows] tab, click (Add).

   The [Workflow Settings] window is displayed.

6. In [General Settings], specify the folder to monitor, the workflow to use to deliver documents in the folder, and other settings. Refer to Hot Folder Input Source Settings for specific setting details.

7. In [Metadata Settings], configure the metadata mapping function.

8. Click [OK].

9. Click (Save) on the profile list.

10. Configure a profile task to associate the profile with a Delegation Server and to sync the settings.

11. Proceed to Configure a Profile Task.

 

Import file conditions

• The following files can be imported. Files that do not meet the conditions are stored in the error save folder without being imported.

• Files with a bmp, gif, jpeg, jpg, pdf, png, tif, or tiff extension

• Files with a name of 74 half-width characters or less

• Files whose size is 200 MB or smaller

• Hidden files can also be imported.

• Read-only files cannot be imported.

• Depending on the communication status with the delivery destination, file distribution may result in an error.

• A file cannot be imported when the text encoding of the file name does not match the system language of the SLNX server.

 

Imported file metadata

You can configure the metadata in files imported with Scan & Capture Input Connector and distributed. The metadata for Scan & Capture Input Connector is as follows. For details about the other metadata, refer to Categorize Documents with Metadata.

Element name (ID)	Description
sourceTimeZone	This element is always left blank in Scan & Capture Input Connector.
contentType	This element is always left blank in Scan & Capture Input Connector.
application	Indicates the job queue type. In Scan & Capture Input Connector, the "hotfolder" is specified. The specified "hotfolder" is displayed in the job log type column.
userName	This element is always left blank in Scan & Capture Input Connector.
docType	This element displays the file extension.
devicename	The display name of the monitor folder is specified. This element is displayed in the format "devicename [machineID]" in the device name field of the job log. The device name is specified in this element when device input is specified.
machineId	This element is always left blank in Scan & Capture Input Connector.

 

Importing multiple files

• When Enable import of multiple files is selected, multiple files in the subfolder under the monitor folder are imported as one job.

• All files in the subfolder and the subfolder itself are deleted after the files have been processed or saved.

• The control file that initiates the completion of file transfer must reside in the subfolder. Files in a subfolder without the control file cannot be imported. Be sure that the control file is the file last added in the subfolder.

 

Monitor schedule

• When started, SLNX starts checking each monitor folder registered in monitor settings. When multiple monitor folders are configured, the folders are circulated in order, starting at the top of the list. After circulation is completed one time, the circulation pauses for one minute, and then starts again. When there is a file in the monitor folder or a subfolder of the monitor folder, the file is imported according to the monitor settings. The imported file is delivered according to the settings of the workflow selected with the delivery settings of the Monitor Folder Setting Tool.

• When there are multiple files directly under the monitor folder, the files are individually imported per job starting with the files updated last. When there are multiple files in a subfolder, all files are imported as one job.

• When a new file is added to the monitor folder after file importing has started, the file is imported in the next circulation.

• When the settings are changed with the Management Console, the changes are applied once importing of the file in the folder being monitored is completed.

 

Conditions for the Monitor Folder, Error Save Folder, and Store Folder that can be configured

You can specify a folder on a Delegation Server or a shared folder on the network as the monitor folder.

• Although there is no limit on the number of monitor folders that can be registered, it is recommended to keep the number to 50 or less for optimal performance.

• When specifying a folder on a Delegation Server as the monitor folder, the user who started the Windows Service "SLNX Delegation Server Service" should have all of the privileges required to read, write in, and delete the folder. When specifying a shared folder on the network as the monitor folder, the user specified in [General Settings] should have all of the privileges required to read, write in, and delete the folder.

• The maximum length of the path specifying the folder is 128 characters.

• A folder with a name ending in ".tmp" cannot be specified.

• A folder with a name ending in "." cannot be specified.

• A path containing the following characters cannot be specified: ~ " # % & * : < > ? { I }.

• A hidden folder can be specified.

• A folder with files saved directly under that folder cannot be specified as the monitor folder. A folder containing an empty folder can be specified as the monitor folder.

• A monitor folder that is specified in other monitor settings, an error save folder, or store folder that is specified in the same or other monitor settings cannot be specified as a new monitor folder.

• A monitor folder that is specified in the same or other monitor settings cannot be specified as the error save folder or store folder.

 

Precautions when using Scan & Capture Input Connector

• When a file is moved to an error save folder or store folder and a file with the same name exists in the destination folder, a suffix is added to the file name as shown below. Example: xxxxx(1).tif, xxxxx(2).tif The maximum value of the suffix is 9999. An error occurs when the maximum value is exceeded.

• When the file is imported, a folder with the name "HF.tmp" is created in the monitor folder, and that folder remains and is not deleted even after the import process is completed.

• The file moved to the error save folder or store folder is not automatically deleted. Delete the file manually as necessary.

• When the file is imported, it is not checked whether the file is a system file. Be careful not to specify a folder that may contain a system file.

• A file input via the Monitor Folder is recorded as a color file in the report, regardless of whether the file is actually in black and white or color.

 

Metadata mapping function

• The metadata mapping function allows you to hold the metadata of the documents scanned using a third party device and input via a monitor folder.

• In the [Metadata Settings] screen of the [Workflow] tab, you can map the index fields in the specified index file with the metadata generated in SLNX workflows.

• Specify the index files in XML or CSV format.

• Specify the index file name using regular expression. Make sure that no BOM is included in the index file.

• When an index file in XML format is to be used in metadata mapping, you need to import the XML schema of the index file. The file extension for the XML schema must be ".xsd". If an index file which does not follow the schema is received during job processing, the document will be processed without mapping the metadata.

  XML Schema example:

  <?xml version="1.0" encoding="utf-8"?>

  <xs:schema xmlns:xs="http://www.w3.org/2001/XMLSchema" targetNamespace="http://www.w3schools.com" xmlns="http://www.w3schools.com" elementFormDefault="qualified">

  <xs:element name="root" >

  <xs:complexType >

  <xs:sequence>

  <xs:element name="Username" type="xs:string" />

  <xs:element name="LoginID" type="xs:string" />

  <xs:element name="DepartmentCode" type="xs:string" />

  <xs:element name="OrderDate" type="xs:date" />

  </xs:sequence>

  </xs:complexType>

  </xs:element>

  </xs:schema>

  Sample of an index file in XML format based on the above Schema:

  <?xml version="1.0"?>

  <root xmlns="http://www.w3schools.com" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="http://www.w3schools.com Control.xsd">

  <Username>Test User</Username>

  <LoginID>testUser</LoginID>

  <DepartmentCode>1234</DepartmentCode>

  <OrderDate>2013-12-11</OrderDate>

  </root>

• When an index file in CSV format is to be used in metadata mapping, you need to import the schema file which defines all keys. Use a comma to separate the metadata key and value. All values are handled as string type.

  Schema file example:

  Username, LoginID, DepartmentCode, OrderDate

  Sample of an index file in CSV format based on the above Schema:

  Username, LoginID, DepartmentCode, OrderDate Test User, testUser, 1234, 2013-12-11