The Watched Folder

Watched folder and Shared watched folder in SmartSoft Invoices

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The Watched Folder

There are multiple ways of loading documents for processing in SmartSoft Invoices. For example, sometimes you may want to load all new documents automatically into the system.

Watched folder

All files placed in the Watched folder will automatically load for processing in SmartSoft Invoices. You can select a shared network folder for doing so, enabling other users to also save invoices in it. Alternatively, you can set your Watched folder to be on the computer to which the scanner is connected so that each scanned document is automatically loaded for processing.

The Watched folder is also useful if you have enabled email integration. To do this, first provide a specific email account that will receive invoices as email attachments. Then set up the software to monitor this email account, download any attachments and store them in the Watched folder. All received invoices will automatically be loaded into the software for processing.

To set up your Watched folder, click Tools->Settings->General and select any folder or create a new one.

Shared Watched folder feature

What if there are multiple operators processing bills within your company? How would they make sure one document is not processed by more than one operator? What if someone places 1000 documents in your Watched folder at once? This can be managed using the Shared Watched folder.

The Shared Watched folder can be used for document load balancing between different operators. To set a Shared Watched folder, click Tools->General->Shared watched folder.

Here you can specify how many files to automatically load at once. For example: “Load 20 pages if there are less than 5 pages left for processing”.

To make sure two operators do not load the same document for processing, SmartSoft Invoices will “lock” any loaded file. The Shared Watched folder allows you to automatically distribute workloads among multiple operators while at the same time avoiding any potential conflicts.

Client/Server

For an even more advanced load balancing setup, review the “Client/Server” deployment section.