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

• Header [2] – allows users to quickly identify which menu item is currently selected. The display of the 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] – allows users to perform actions on selected Hotfolders, create a new Hotfolder, and customize the list view according to their working style.
• Pagination with list display limit [6] – allows users to limit the number of displayed records and navigate between the individual pages of the list view.
• List [5] – displays the 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 below, along with their respective functions.

The Filter and search bar allows users to filter, search, and sort the list of Hotfolders. The following functions are available to users within this section:

Figure 2: The filter and search bar of the Hotfolders

• Set Filter [7] – by clicking this button, various filters can be selected to refine the list of Hotfolders. Filters can be customized and saved, making them available for future use. The following filters are available:
  • Created – selection fields to filter the list based on the creation time.
  • Modified – selection fields to filter the list based on the modification time.
  • ID – input field for the primary key.
  • Name – input field for the name of the Hotfolder.
• Selection menu [8] – contains all menu items related to handling filters. The following options are available:
  • Select Filter Set – displays a list of saved filter sets.
  • Save – saves the currently selected filters as a filter set.
  • Save as – creates a new filter set based on the currently selected filters.
  • Delete Filter Set – deletes the currently selected filter set.
  • Remove Filter – removes all currently applied filters.
• Filter Display [9] – shows the filters that are currently active. A black chip on a filter indicates "include", while a white chip indicates "exclude".
• Remove Filter [10] – removes all currently active filters when the button is clicked. To remove an individual criterion, click the "X" on the respective filter chip.
• Sort criterion [11] – allows users to select a field by which the list should be sorted. The following sort criteria are available:
  • Created – creation date and time
  • Name – name of the Production Configuration
• Sort [12] – clicking this button sorts the list ascending or descending based on the selected sort criterion.
• Search [13] – by entering text, the list of Hotfolders is filtered accordingly. The fields included in the full-text search can be defined in the Search Function Settings.
• Settings Search Function [14] – configure the parameters for the full-text search. Users can select which fields are to be included in the search and whether the search should be exact or full-text. Two options are available:
  • Default: The system searches for the entered text characters regardless of preceding or following characters.
  • Exact: Searches for the entered text only when no additional characters appear before or after it. In addition, characters such as "%" and "_" can be used to further refine the search.

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 of these 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

In the Action Bar, the following commands and options or sections are available in the action bar:

Action Section

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

Display by Status

• All [19] – displays Hotfolders of all statuses.
• Active [20] – displays only active Hotfolders.
• Inactive [21] – displays only inactive Hotfolders.

Display by Processing Method and Additional Functions

• Processing Files [22] – filters by the processing method "Processing Files".
• Processing Job Ticket [23] – filters by the processing method "Processing Job Ticket".
• Processing ZIP [24] – filters by the processing method "Processing ZIP".
• XML [25] – filters by the processing method "XML".
• Refresh Display [26] – refreshes the list display.
• Additional Functions [27] – select one of the following functions from the three-dot menu:
  • Start selection – this function starts multiple selected Hotfolders simultaneously (if they are inactive).
  • Pause selection – this function pauses multiple selected Hotfolders simultaneously (if they are active).
  • Migrate existing Hotfolder – this function migrates existing Hotfolders from V1 of the Workflow.
  • Display Options – this function defines the display of the Filter, Search and Display Options.
• Selection option [28] – selects or deselects all entries in the list.

Pagination with List Display Limitation

• Entries per Page [29] – defines 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 how many records have been found according to the currently applied filters.
• Pagination [31] – indicates how many pages were found and allows navigation to the next, last, previous or first page of the list.

The Hotfolder List displays all currently filtered Hotfolders. Each record in the list provides the following information and functions:

• Name [32] – the name of the Hotfolder. When assigning a name to the Hotfolder, 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 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 from which the data for the Hotfolder is retrieved.
• Comment [39] – displays an optional comment that can be assigned when creating the Hotfolder.
• Polling Interval [38] – shows the interval period for polling defined during the creation of the Hotfolder.
• Created [40] – indicates who created the Hotfolder.
• Modified [41] – indicates who last modified the Hotfolder.
• Activate Hotfolder [36] – allows you to activate or deactivate the Hotfolder using this button.
• Process Type [37] – displays the file types that the Hotfolder is set up to process. This can also be configured during creation. Supported file formats include:
  • pdf
  • jpg
  • jpeg
  • eps
  • ai
  • png
  • tiff
  • tif
  • psd
  • psb
  • svg
  • cf2
• Duplicate[ 42] – duplicates the Hotfolder; this function is available for both active and inactive Hotfolders.
• Delete [44] – deletes the Hotfolder; this function is only available for inactive Hotfolders.
• Edit [45] – edits the Hotfolder; this function is only available for inactive Hotfolders.
• Go to Detail View [43] – this button allows switching to the Detail View of a Hotfolder, which is explained in more detail in the next section.

Figure 4: The menu Hotfolder in 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] – allows editing the Hotfolder – 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.

Info line

• Comment [47] – displays an optional comment that can be assigned when creating the Hotfolder.
• Source [48] – shows the source from which the Hotfolder retrieves the data.
• Production Configuration [49] – displays the name of the Production Configuration assigned to the Hotfolder.

Files

• Processing [50] – lists the Print Items that are currently being processed by an active Hotfolder.
• Error [51] – lists the Print Items that could not be processed by the Hotfolder.

Orders

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

Figure 5: The Detail View of the Hotfolder

Article update: Workflow Version 1.20.2 – 10/2025