Start with the Rofiles concept : monitored folders, scenarios, and processing flow

Overview

• Rofiles watches one or more monitored folders (local or network) and triggers automation whenever new files appear in those folders. You can monitor subfolders and define separate destinations for successful or failed processing results.  
• When a new file is detected, Rofiles runs the folder’s scenario: a sequence of conditions and actions you configure. After processing, the file is moved to a success (processed) folder or a failed folder based on the outcome.

What a scenario is

• A scenario is a set of actions (for example: convert to PDF or image, add/remove PDF pages, stamp, extract text, AI summarize, translation, print, send by email/FTP/Teams/Slack/Telegram, or call an HTTP API,...) that run on detected files.  
• Scenarios can include conditions. If a condition is met, the scenario can execute one group of actions; if it fails, it can run alternative actions. Conditions allow routing and decision logic inside the same scenario (e.g., send invoices to one printer and other documents to another).

Typical processing flow

1. File arrives in monitored folder (local or network). Rofiles detects it in real time.  
2. Rofiles evaluates scenario conditions (if any) and executes the matching actions (conversion, transformation, AI tasks, distribution, etc.). 
3. If all actions succeed, the file is moved to the configured success/processed folder; if an error occurs, it is moved to the failed folder for review and retry.
4. Processed outputs (converted files, summaries, transcriptions, notifications) can be saved locally, sent to printers, FTP, email, Teams, Slack, Telegram, or delivered to an API endpoint.

Practical tips (best practices)

• Create clear folder names: use e.g., "Process Order", "Add Watermark", "Convert to PDF" so operators can quickly understand status.
• Start with simple scenarios while testing, then add conditions and branches once behavior is verified.
• Log or route failed files to a quarantine folder and include error details (or email alerts) so issues can be diagnosed and retried.
• For actions that call external services (AI summaries, translations), ensure you configure API keys and understand data flow — non-AI actions are processed locally by default.  
• Test permissions for monitored and destination folders on servers to avoid access errors; run the service with an account that has required file/print/FTP access.

I suggest you take a look at the Welcome page of Rofiles here:
https://www.rofiles.io/welcome