Day-To-Day Operations

In normal use:

• Users or other systems place files only in the Download folder.
• The scan checks active workflows and looks for new files in each workflow’s Download folder.
• Files already pulled into the queue are skipped so the same file is not imported repeatedly.
• Folder movement happens only if automatic movement is enabled.
• Deletion happens only after a file has reached Archive and the cleanup option is enabled.

If automatic movement is turned off, files can still be imported from shared storage, but they stay in the original incoming folder unless someone moves them manually.

What this is good for

Shared files work best when:

• Multiple people or systems drop documents into the same place.
• You want a clear visual trail showing whether a file is new, being worked on, or finished.
• You want less manual uploading.
• You want each document workflow to have its own clearly separated intake folders.

Notes for teams

• New workflows can create their shared folders automatically if that option is enabled.
• Finished files can remain in Archive for recordkeeping, or they can be deleted after archiving if your team prefers a cleaner shared storage area.
• Failed movement or cleanup steps do not stop the main document result from being created, so teams should still review logs when something looks out of sync between the queue and shared storage.