Documents arrive from many sources. FTP servers, fax gateways, scanner output directories, and ERP exports all generate files, and someone has to file them. With infoRouter Hot Folders, nobody does. Hot folder document automation eliminates manual uploads by monitoring designated file-system directories and automatically transferring new files into the correct infoRouter folders, with optional PDF conversion, the moment they appear.
The service runs in the background. No user interaction required.
Key Takeaways
- Hot folder automation monitors designated file-system directories and transfers new files into infoRouter the moment they appear, with no user interaction required.
- Hot folder automation supports optional PDF conversion, so scanned images and supported file types are standardized before storage.
- Common hot folder automation scenarios include FTP directories, fax server output, scanner output, accounts payable invoice capture, and automated ERP or CRM exports.
- Once captured through hot folder automation, every document inherits full-text indexing, version control, metadata, and workflow routing automatically.
How Hot Folders Work
- Configure a source folder. This can be any directory on the network: an FTP drop, a scanner output path, or a shared drive.
- Map it to a target folder in infoRouter. Choose the Library, folder path, and any default metadata.
- Enable optional PDF conversion. Scanned images and supported file types are converted to PDF before storage.
- Hot Folders monitors continuously. New files are detected, transferred, and removed from the source directory automatically.
Once inside infoRouter, the documents inherit full-text indexing, version control, and workflow routing, just like any other document in the system.
Common Usage Scenarios
- FTP directories: Files uploaded via FTP appear in infoRouter within seconds, accessible to authorized users without any manual step.
- Incoming faxes: Fax server output folders feed directly into infoRouter, replacing the pile-up of unmanaged fax images.
- Accounts payable: Incoming invoices land in a watched folder, get pulled into infoRouter, and are automatically submitted to an approval workflow. Reviewers are notified. The invoice moves through approval, rejection, or payment without anyone chasing it.
- Scanner output: Documents scanned at a network copier or MFP are picked up by Hot Folders and filed with the metadata and classification rules you define.
- Automated system output: Reports, exports, or files generated by ERP, CRM, or other business applications are captured the moment they are written to the monitored directory.
Why It Matters
Manual filing is slow, inconsistent, and easy to skip. Hot Folders remove the human bottleneck from document capture. Every file that arrives in a watched directory reaches infoRouter, classified, indexed, and ready for the next step in your process.
For installation details, see the Hot Folders Setup and Installation Guide.
Frequently Asked Questions
- Can Hot Folders monitor multiple directories at the same time?
- Yes. You can configure multiple source folders, each mapped to a different infoRouter destination with its own metadata and routing rules. The service monitors all configured directories simultaneously.
- What happens to the original file after Hot Folders picks it up?
- Once a file is successfully transferred into infoRouter, it is removed from the source directory automatically. This prevents duplicate processing and keeps the watched folder clean.
- Does Hot Folders require someone to be logged in to run?
- No. Hot Folders runs as a background service with no user interaction required. It monitors continuously and processes files the moment they appear.
- Can Hot Folders convert scanned images to PDF automatically?
- Yes. Optional PDF conversion is built in. Scanned images and supported file types can be converted to PDF before storage in infoRouter.
See Hot Folders in Action
Schedule a demo and we will configure a Hot Folder for your scenario, whether it is FTP monitoring, invoice capture, or automated system feeds.