Watch Folders
Automate document processing by monitoring designated folders for new files
What are Watch Folders?
Watch Folders are designated directories that DocAssure continuously monitors for new files. When files are added to a Watch Folder, DocAssure automatically processes them according to your configured settings, eliminating the need for manual uploads.
This feature is especially useful for automating routine document processing tasks, such as importing financial documents, HR records, or any regularly received files that need consistent processing.
New Implementation Available!
Our enhanced Watch Folder implementation is now available. The new service leverages containerized Kubernetes architecture for improved reliability and scalability.
The Watch Folder service now provides real-time monitoring of designated directories with automatic processing to MinIO storage, along with full tenant isolation for enterprise, personal, API, and system folders.
API Endpoints:
- http://154.65.102.32:30080/health - Health check endpoint
- http://154.65.102.32:30080/status - Check Watch Folder status and statistics
- http://154.65.102.32:30080/upload/<tenant>/<filename> - Upload documents
Key Features
Automatic Processing
Files added to Watch Folders are automatically detected and processed without manual intervention.
Scheduled Processing
Configure processing schedules (hourly, daily, weekly) to control when DocAssure checks for new files.
File Type Filtering
Specify which file types to process, ensuring only relevant documents are imported into DocAssure.
Customizable Processing
Define processing rules for different folders, with options for immediate, scheduled, or manual processing.
Setting Up Watch Folders
- Access Watch Folder Management
Navigate to the Watch Folders section from the main menu to access the management interface.
- Create a New Watch Folder
Click "Add Watch Folder" and provide a name for easy identification.
- Specify the Directory Path
Enter the full path to the directory you want DocAssure to monitor. Ensure DocAssure has proper permissions to access this location.
- Configure Processing Options
Select the processing type (immediate, scheduled, or manual) and specify any schedule details if needed.
- Define File Type Filters
Select which file types to process. Common options include PDF, DOCX, XLSX, JPG, and PNG.
- Activate the Watch Folder
Set the status to "Active" and save your configuration to begin monitoring.
Types of Watch Folders
Enterprise Folder
Centralized folders for organization-wide document processing, typically managed by administrators. Ideal for company financial statements, corporate policies, or regulatory documents.
Personal Folder
User-specific folders that process documents only for the designated user. Suitable for individual workflows or personal document management.
API Import
Special folders monitored by the API service, allowing external systems to drop files for automated processing. Ideal for integration with other business systems.
Processing Options
Immediate Processing
- Files are processed as soon as they are detected in the Watch Folder
- Best for time-sensitive documents that require prompt processing
- Consumes more system resources during high-volume periods
Scheduled Processing
- Files are processed at specified intervals (hourly, daily, weekly)
- Allows you to set specific times for processing (e.g., during off-hours)
- More efficient for resource management and predictable workloads
Manual Processing
- Files are collected but only processed when manually triggered
- Provides maximum control over when processing occurs
- Useful for batch processing or when verification is required before processing
Managing Watch Folders
Monitoring Status
The Watch Folder dashboard provides real-time information about each folder's status:
- Active: Folder is being monitored and processing is functioning normally
- Paused: Folder monitoring is temporarily suspended
- Error: An issue prevents proper monitoring or processing
Activity Statistics
Track the performance of your Watch Folders with these key metrics:
- Last synchronized time: When DocAssure last checked the folder for new files
- Documents processed: Total number of files successfully processed
- Processing history: Timeline of recent activity and processing results
Common Management Tasks
- Toggle Status: Pause or resume monitoring temporarily
- Sync Now: Force an immediate check for new files
- Edit Configuration: Modify settings such as file types or schedules
- View Logs: Review processing logs for troubleshooting
Troubleshooting Common Issues
Permission Errors
Issue: Watch Folder shows an error with "Permission denied" message.
Solution: Verify that DocAssure has read and write permissions for the specified directory. Check the file system permissions and ensure the service account running DocAssure has the necessary access rights.
Files Not Being Processed
Issue: New files in the Watch Folder are not being processed.
Solution: Check if the file types match the configured filter settings. Verify the Watch Folder status is "Active" and the processing schedule is correctly configured. Ensure file sizes don't exceed the maximum allowed limit.
Connection Issues
Issue: Watch Folder shows as "Error" with network or connection messages.
Solution: For network shares or remote directories, verify network connectivity and that all necessary authentication details are correct. Check if firewall rules might be blocking access.
Best Practices
- Organize by document type: Create separate Watch Folders for different document types to apply appropriate processing rules
- Schedule wisely: Set processing schedules during off-peak hours to minimize system load during busy periods
- Use descriptive naming: Give Watch Folders clear, descriptive names that indicate their purpose and content type
- Regular maintenance: Periodically review Watch Folder performance and clear any error states
- Monitor storage usage: Ensure sufficient storage space is available for processed documents
- Document your setup: Maintain documentation of your Watch Folder configurations for reference and troubleshooting