The list view of the menu item Automation > Hotfolder consists of five sections:

• Header [2] – allows users to quickly see which menu item is currently selected. Optionally, disable the display of breadcrumbs [1] in the system settings.
• Filter and search bar [3] – allows users to filter, search, and sort the list of Hotfolders.
• Process bar [4] – allows users to perform a task on selected Hotfolders, create a new Hotfolder, and customize the list view to suit their working style.
• Pagination with list display limit [6] – allows users to limit the list display to a certain number of records and to scroll between the individual pages of the list view.
• List [5] – list of currently filtered Hotfolders.

Figure 1: The user interface of the Automation > Hotfolder menu

The individual sections (except for the header) are described in more detail below, and their functions are explained.

The list of Hotfolders can be filtered, searched and sorted using the filter and search bar. The following functions are available to users:

Figure 2: The filter and search bar of the Hotfolders user interface

• Set Filter [7] – click this button to select various filters to filter the list of Hotfolders. The filters can be customized and saved so that they are available at any time. The following filters are available:
  • Created – selection fields to determine the list display according to the creation time
  • Modified – selection fields for determining the list display according to the modification time
  • ID – entry of the primary key
  • Name – entry of the name of the Hotfolder
• Selection menu [7] – this menu contains all items related to handling filters. The following options are available:
  • Filter Set selection – a list of saved filter sets
  • Save  save the currently selected filters as a filter set
  • Save as – create a new filter set based on the currently selected filters
  • Delete Filter Set – delete the currently selected filter set
  • Remove Filter – delete the currently set filters
• Filter display [9] – display the currently set filters. A black chip on a filter means "include", while a white chip means "exclude".
• Delete filters [8] – currently active filters can be removed by clicking the button. A single filter criterion can be removed by clicking the "X" on the respective filter criterion.
• Sort criterion [11] – by selecting an entry in the list, select the field according to which the list should be sorted. The following sort criteria are available:
  • Created – creation date and time
  • Name – name of the Production Configuration
• Order [12] – clicking on the button sorts the list in ascending or descending order based on the selected sort criterion.
• Search [13] – entering text filters the list of Hotfolders. The fields in which the full-text search is to be performed is specified in the Search function settings.
• Settings Search Function [14] – configure the parameters for the full-text search. Select the fields that should be used for the full-text search and specify whether the search should be exact or full-text. There are two options available:
  • Standard: The system searches for the entered text characters, regardless of whether there are other characters before or after them.
  • Exact: The text entered characters are searched for, and no other characters may appear before or after them. In addition, characters such as % and _ can be used to make the search even more specific.

The Action bar contains all commands that can be applied to selected list entries, as well as the command for creating a new list entry. Some of these commands can also be applied to multiple selected entries. The following actions are available:

Figure 3: The action bar and pagination of the menu Automation > Hotfolders

The following commands and options or sub-areas are available in the action bar:

Action area

• Add [15] – this creates a new Hotfolder.
• Edit [16] –  this edits the selected Hotfolder, for example, to edit the Production Configuration for processing. It is not possible to edit multiple Hotfolders at the same time.
• Delete [17] – delete the selected Hotfolder(s). This action cannot be undone.
• Duplicate [18] – duplicate the selected Hotfolder.

Display by status

• All [19] – display Hotfolders of all statuses
• Active [20] – display Hotfolders with the status active
• Inactive [21] – display Hotfolders with the status inactive

Display by processing method and additional functions

• Processing Files [22] – filter by the processing method "Processing Files"
• Processing Job Ticket [23] – filter by the processing method "Processing Job Ticket"
• Processing ZIP [24] – filter by the processing method "Processing ZIP"
• XML [25] – filter by the processing method "XML"
• Refresh Display [26] – refresh the list display
• Additional Functions [27] – select one of the following functions from the three-dot menu:
  • Start selection – this function allows to start several selected Hotfolders at the same time (when they are inactive)
  • Pause selection – this function allows to pause several selected Hotfolders at the same time (when they are active)
  • Migrate existing Hotfolders – this function allows to migrate existing Hotfolders from V1 of the Workflow
  • Display options – this function allows to define the display of the filter, search and display options
• Selection option [28] – this button allows to select or deselect all entries

Pagination with limit for list display limit

• Entries per page [29] – select how many records in the current list should be displayed per page. The maximum entry is limited to 100 records.
• Number of records [30] – specifies how many records were found by the currently set filter.
• Pagination [31] – shows how many pages were found and allows you to jump to the next or last page or to the previous or first page in the list.

All currently filtered Hotfolders are displayed in the list for Hotfolder. The individual data record in the list provides the following information and functions:

• Name [32] – the name of the Hotfolder. When assigning a name, make sure to choose a name that is descriptive. The same name can be used multiple times. The uniqueness of a Hotfolder is only determined by the primary key.
• Processing Method [33] – identify the processing method used to process the Hotfolder.
• Production Configuration [34] – identify the name of the Production Configuration used for the Hotfolder.
• Source [35] – identify the source from which the data for the Hotfolder is retrieved.
• Comment [39] – enter a comment for the Hotfolder when creating the Hotfolder.
• Polling Interval [38] – check out the time interval for polling, which can be specified when creating the Hotfolder.
• Created [40] – see who created the Hotfolder.
• Modified [41] – see who last modified the Hotfolder.
• Activate Hotfolder [36] – use this button to activate or deactivate the Hotfolder.
• Process Type [37] – identify which file types should be processed via the Hotfolder  this can also be specified when creating the Hotfolder. Hotfolders can be used to process the following file formats:
  • pdf
  • jpg
  • jpeg
  • eps
  • ai
  • png
  • tiff
  • tif
  • psd
  • psb
  • svg
  • cf2
• Duplicate[ 42] – this function allows the duplication of Hotfolders  this is possible for both active and inactive Hotfolders.
• Delete [44] – this function allows the deletion of Hotfolders  this is only possible for inactive Hotfolders.
• Edit [45] – this function allows editing Hotfolders  this is only possible for inactive Hotfolders.
• Go to Detail View [43] – this button allows switching to the detail view of a Hotfolder, which will be explained in more detail in the next section.

Figure 4: The Hotfolder menu in Automation

The following information and functions are available in the detail view

Header

• Back button [46] – navigate back to the Hotfolder list view
• Name [52] – the name of the Hotfolder
• Edit [53] – function for editing the Hotfolder – only possible when the Hotfolder is inactive
• Start / Stop [54] – function for starting or stopping the Hotfolder
• Status [55] – status of the Hotfolder – active or This Hotfolder is currently not running

Info line

• Comment [47] – check out the comment that can be optionally assigned to the Hotfolder when creating the Hotfolder.
• Source [48] – identify the source from which the data for the hot folder is pulled.
• Production Configuration [49] – check out the name of the Production Configuration used for the Hotfolder.

Files

• Processing [50] – a list of Print Items that are being processed by an active Hotfolder is displayed
• Errors [51] – a list of Print Items that could not be processed by a Hotfolder is displayed

Orders

• Automation Jobs [57] – pre-filtered list of Automation Jobs as and for the menu Automation > Automation Jobs
• Impose Jobs [56] – pre-filtered list of Impose Jobs as and for the menu item Automation > Impose Jobs

Figure 4: The detail view of the Hotfolder

Artikel update: Workflow Version 1.20.2 – 08/2025