Start with the folder account

Overview: Monitored folder (hot folder) settings

The minimal setup is to select the folder you want Rofiles to monitor. Once selected, Rofiles will detect new files in that folder and run the folder’s scenario (conditions + actions) when files arrive.

Settings and what they do

• Process subfolders:
  Enable this to include files that appear in any subfolder beneath the main monitored folder. Useful when applications or users drop files into nested directories rather than the root watch folder.

• Interval between checking
  Defines how often Rofiles scans the monitored folder for new files. Typical ranges let you choose from seconds to hours; the minimum practical interval is short (for near-real-time detection) and the maximum can be much longer (for daily checks). Configure this to balance responsiveness and system load.

• Advanced scheduler
  Use the scheduler to restrict processing to specific days and time ranges (for example: weekdays 08:00–18:00). This prevents processing outside business hours and helps manage resource usage on servers or shared printers. Learn more here >

• Uncompress file
  When enabled, Rofiles will automatically extract supported archive formats (zip, gzip, rar, tar, etc.) and then process the contained files as if they were dropped directly into the monitored folder. This streamlines workflows that receive batched files in archives.

• After process, move file to this folder
  If processing completes successfully, the original file is moved from the monitored folder to the configured success/processed folder. This keeps the incoming folder clean and provides a clear record of processed items. (Processed files in the success folder can be retained or purged automatically, see Delete file below.)
  
  
• On error, move file to this folder
  If an error occurs, the file is moved to a designated error/quarantine folder for inspection or retry. Routing failed files separately makes troubleshooting and manual reprocessing straightforward.

• Delete file (automatic purge / retention)
  Configure automatic purging so that files in the success and error folders are removed after a set number of days. This retention setting helps manage disk space and keeps the archive folders from growing indefinitely; ensure your retention window matches your operational or compliance needs.

Processing flow summary

1. File appears in monitored folder (or subfolder) and is detected according to the check interval and scheduler rules.  
2. Rofiles runs the folder’s scenario (conditions + actions). If the file is an archive and Uncompress is enabled, it is extracted first. 
3. On success the file is moved to the success folder; on failure it is moved to the error folder. Retention rules then apply to purge old files automatically.

Practical tips

- Use clear folder names like "Convert to PDF", "Summarize file", and "Send data to Teams" to make monitoring and troubleshooting easier.  

- Start with short test intervals and simple scenarios while validating behavior, then increase complexity and adjust scheduler/intervals for production.