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How to Use OpenKM Hot Folder for Sync Files

The OpenKM Hot Folder is a powerful synchronization tool that allows users to automatically upload local files to the OpenKM repository. Designed for Windows, this utility helps streamline file management by linking local directories to remote folders.

In this article, you’ll learn how to configure and use the OpenKM Hot Folder, sync documents efficiently, and verify successful uploads in the system. Moreover, we’ll explain how to manage folder mappings and apply them in practical scenarios.

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Accessing the OpenKM Hot Folder Client

To begin, open the Notification Area in the Windows taskbar. Then, locate the Hot Folder icon, right-click on it, and select Server Settings. This step opens the configuration panel where you can connect the sync client to your OpenKM instance.

At this stage, select your preferred language, enter your username and password, and type the repository URL. After filling the required fields, you’re ready to verify the connection and continue.

Verifying the Connection with OpenKM

Once you’ve entered the details, click the Verify Connection button. As a result, the system will confirm access to the OpenKM repository. Therefore, you can continue with the folder synchronization setup without any issues.

Configuring Folder Synchronization in OpenKM Hot Folder

Next, navigate to the Folder Configuration section. Here, you define which local folders should be synced with remote folders in OpenKM. First, select a local folder on your machine, then choose the corresponding folder in the repository.

In addition, you can add multiple folder pairs by clicking the Add button. This allows the Hot Folder sync tool to monitor and manage several directories in parallel. If needed, the Reset button will remove all saved folder mappings and let you start from scratch.

Saving the Sync Configuration

After setting the folder pairs, click Save. From this moment on, the OpenKM Hot Folder will monitor the defined local folders and automatically transfer any files added to them into the OpenKM repository.

This approach ensures that no manual upload is required. In turn, it reduces human error and increases overall efficiency in daily operations. As a result, users can spend more time on strategic tasks instead of repetitive uploads.

How to Test OpenKM Hot Folder Uploads

To test your configuration, go to one of the local folders you linked earlier. Then, drag or copy several documents into that folder. After a few seconds, the files will disappear from the local folder. This means the OpenKM Hot Folder has successfully transferred them to the repository.

Now, open the OpenKM interface, navigate to the associated remote folder, and click refresh. You will see that your files have been uploaded and are now available in the document management system. Consequently, this confirms the sync setup is working as expected.

Benefits of Using the OpenKM Hot Folder Sync Tool

Using the Hot Folder for document uploads provides numerous benefits. For example, it helps eliminate repetitive tasks and ensures files are always saved in the correct location.

  • It eliminates repetitive manual uploads
  • It ensures files are organized consistently
  • It supports multiple folder sync configurations
  • It improves document accuracy and availability

Moreover, this is particularly useful for teams that need to integrate scanned documents, system-generated reports, or automated exports into OpenKM. Therefore, departments like accounting, HR, or logistics can benefit greatly from automated syncing.

Conclusion

The OpenKM Hot Folder is a simple yet powerful solution for synchronizing local and remote document storage. By linking directories and automating uploads, it helps your organization maintain an organized and up-to-date repository effortlessly.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process.

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