The list view in Automation > Hotfolder consists of five main sections:

• Header bar [2] – shows users quickly which menu item is currently selected. The display of breadcrumbs [1] can optionally be disabled in the System Settings.
• Filter and search bar [3] – allows users to filter, search, and sort the list of Hotfolders.
• Action bar [4] – enables users to perform actions on selected Hotfolders, create a new Hotfolder, and adjust the list view to their workflow.
• Pagination with list display limit [6] – allows users to limit the number of entries shown per page and navigate between pages in the list view.
• List [5] – displays the list of currently filtered Hotfolders.

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

The following sections (excluding the header area) are described in more detail, along with their functions.

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 Hotfolder list

• Set Filter [7] – click this button to apply filters to the list of Hotfolders. Filters can be customized and saved for later use. The following filters are available:
  • Created – selection fields to determine the list display according to the creation time.
  • Modified – selection fields to determine the list display according to the modification time.
  • ID – input field for the primary key.
  • Name – input field for the name of the Hotfolder.
• Selection menu [8] – this menu contains all menu items for the filter management. 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 – remove all currently applied filters.
• Filter Display [9] – shows the currently applied filters. A black filter chip indicates "inclusive", while a white chip indicates "exclusive".
• Delete Filters [10] – remove all active filters by clicking this button. To remove a single filter criterion, click the "X" in the respective filter chip.
• Sort Criteria [11] – select a field from the list to define the sorting of the Hotfolder list. The following sort options are available:
  • Created – by creation date and time.
  • Name – by the name of the Production Configuration.
• Sort [12] – click this button to sort the list in ascending or descending order, based on the selected sort criterion.
• Search [13] – enter text to filter the list of Hotfolders. The fields used for full-text search can be configured in the search function settings.
• Settings Search Function [14] – configure the parameters for the full-text search. You can select which fields should be included in the search and whether the search should be standard or exact. There are two options available:
  • Standard: The system searches for the entered text characters, regardless of whether other characters exist before or after.
  • Exact: The system searches for the entered text characters only, without additional characters before or after. Special characters such as "%" and "_" can also be used for more specific searches.

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

Figure 3: The Action bar and pagination of the menu item Automation > Hotfolder

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

Action Area

• Add [15] – create a new Hotfolder.
• Edit [16] –  edit the selected Hotfolder, for example, to adjust the Production Configuration used 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 only Hotfolders with the status active.
• Inactive [21] – display only 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 view.
• Additional Functions [27] – open the three-dot menu to access the following functions:
  • Start Selection – this function allows to start multiple selected Hotfolders at the same time (when they are inactive).
  • Pause Selection – this function allows to pause multiple 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 configure the display of filter, search, and display options.
• Selection Option [28] – this button allows to select or deselect all entries.

Pagination with List Display Limit

• Items per Page [29] – define how many records are displayed per page in the current list. The maximum number of entries is limited to 100 records.
• Number of records [30] – shows the total number of records found based on the currently applied filters.
• Pagination [31] – shows the total number of pages and allows the navigation to the first, previous or last page of the list.

All currently filtered Hotfolders are displayed in the list of Hotfolders. Each record 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. A Hotfolder is uniquely identified only by its primary key.
• Processing Mode [33] – displays the processing method used by the Hotfolder.
• Production Configuration [34] – shows the name of the Production Configuration assigned to the Hotfolder.
• Source [35] – displays the source directory from which the data for the Hotfolder is retrieved.
• Comment [39] – displays the optional comment defined when creating the Hotfolder.
• Polling Interval [38] – shows the interval set for polling the Hotfolder when it was created.
• Created [40] – indicates who created the Hotfolder.
• Modified [41] – indicates who last modified the Hotfolder.
• Activate/Deactivate Hotfolder [36] – this button allows you to activate or deactivate the Hotfolder.
• Process Type [37] – shows which file types are processed by the Hotfolder. This can also be defined when creating the Hotfolder. The following file formats can be processed:
  • pdf
  • jpg
  • jpeg
  • eps
  • ai
  • png
  • tiff
  • tif
  • psd
  • psb
  • svg
  • cf2
• Duplicate[ 42] – duplicate the Hotfolder. This is available for both active and inactive Hotfolders.
• Delete [44] – delete the Hotfolder. This option is only available for inactive Hotfolders.
• Edit [45] – edit the Hotfolder. This option is only available for inactive Hotfolders.
• Go to Detail View [43] – opens the detail view of the Hotfolder, which will be explained in more detail in the following section.

Figure 4: The Hotfolder list in the menu Automation

The detail view provides the following information and functions:

Header

• Back Button [46] – navigates back to the Hotfolder list view.
• Name [52] – the name of the Hotfolder.
• Edit [53] – edit the Hotfolder. This option is only available if the Hotfolder is inactive.
• Start / Stop [54] – starts or stops the Hotfolder.
• Status [55] – displays the status of the Hotfolder – active or This hotfolder is currently not running.

Information Line

• Comment [47] – displays the optional comment defined when creating the Hotfolder.
• Source [48] – shows the source directory from which the data for the Hotfolder is retrieved.
• Production Configuration [49] – shows the name of the Production Configuration assigned to the Hotfolder.

Files

• Processing [50] – displays a list of files currently being processed by an active Hotfolder.
• Errors [51] – displays a list of files that could not be processed by the Hotfolder.

Orders

• Automation Jobs [57] – prefiltered list of Automation Jobs, identical to the view available under Automation > Automation Jobs.
• Impose Jobs [56] – prefiltered list of Impose Jobs, identical to the view available under Automation > Impose Jobs.

Figure 4: Detail view of the Hotfolder

Article update: Workflow Version 1.20.2 – 08/2025