How do I create a drop folder?
This article has been machine translated. If you find any errors, we would be grateful if you could report them to translation@timesensor.com.
A drop folder makes it easy to archive any files in timeSensor LEGAL. Simply move a file or document into the drop folder and timeSensor LEGAL automatically imports the document into the inbox. If you have placed the document in a mandate folder within the drop folder, the document will also be archived automatically and appear in the corresponding mandate folder.
Set up drop folder
Go to the mail window at the bottom left and click on the Drop Folder tab and click on the icon until the Set Drop Folder command appears. Now select an existing, empty folder or create a new folder which should function as your drop folder in future.
Select Open to set the folder. Now timeSensor LEGAL will automatically create a folder for each of your clients in this drop folder. Within each client folder, timeSensor LEGAL will also create folders for the active clients of the client.
This folder structure within the drop folder will be updated by timeSensor LEGAL from now on. If you add a client, a corresponding subfolder appears automatically. If you rename a client, the subfolder is automatically renamed.
Please do not change the folder structure or the folder names yourself, but leave the management of the subfolders within your drop folder exclusively to timeSensor LEGAL.
Use drop folder
The drop folder serves as the entrance door to archiving in timeSensor LEGAL. The software continuously searches the folder structure for new files. If a file is found within a folder, the file is imported into the timeSensor LEGAL inbox and then deleted.
So always put only copies of your documents in the drop folder so that you do not lose any data.
If you place a document on the first level in the drop folder (i.e. not in a client or mandate folder), the document is ignored and not imported. If you place a document on the second level in the drop folder (i.e. in a client folder), the document is imported into the inbox and appears there in red so that the mandate assignment can be made manually and the document can then be archived.
If you place a document in the third level in the drop folder (i.e. in a client folder), the document is imported into the inbox and at the same time immediately archived in the corresponding client.
Application examples
The drop folder can be a good addition to your scanning process. Scan a document and save it directly from the scanner software to the correct mandate folder. A good scanner allows you to access the correct folder directly, e.g. directly from the scanner's display.
The drop folder can also be used well for archiving e-mails. Save your e-mails directly from the e-mail client into the drop folder.
Further recommendations
Handling (synchronising the folder structure, searching for and reading in new files) can require a relatively large amount of computing power. We therefore recommend that you use only one central drop folder on a shared server volume in a network. This way, only one folder needs to be maintained and monitored by timeSensor LEGAL at a time. If each user created their own drop folder locally, the administration effort would multiply.
Note that operating systems (Mac, Windows) have different restrictions on file names. If you use different operating systems in your network, you should choose a file name that is compatible with both operating systems.
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