What is a Hot Folder and How Does it Work? | BYI V3.0

If you are the print store owner, you know how hectic it is to manage the product design images. But don’t worry, Hot Folder is here to manage all your print files. All you have to do is follow the below instructions. You will get the product design images in your destination folder that are in the desired format. 

Store Configuration

Select the specific file extensions to allow the users to download files from the HotFolder. 

The user can select only those files that are selected here. After selecting the files, click on the Save Config button to save the configurations. 

Authentication Module

You can log in to your HotFolder account by filling in the following information. 

To log in to your account, provide the following information:

Store URL: Enter your store URL. (e.g. https://www.brushyourideas.com)

Username: Enter the username of your Store Admin Panel. 

Password: Enter the password of your Store Admin Panel. 

Configure Module

Once you successfully logged into your account, you will be navigated to the Hot Folder Configuration Rules

From here you can configure the following fields.

Store Order By – Choose the option by which you want to set the file structure in your system after you download the files from the e-store. You can store orders in two ways:

  • Date Wise: To store the orders as per the order dates.
  • Order Wise: To store the orders as per their order number. 

File Types: Select the type of file in which you want to download the order configurations files. The users will get the file types that are enabled from the BYI designer tool configuration at the store level. 

Order Status: Choose the Order Status for which you want to download order files from the e-store. It will contain all the existing order statuses from the e-store. 

Note: By default, you would have Pending order status selected. 

Data Retrieval Interval: Select the time interval to fetch the new orders from the store. It contains the following options: 15 minutes, 30 Minutes, 45 Minutes, 1 Hour, and 1 Day.

Order ID(s): Insert the Order ID(s) that you want to download. You can insert the multiple order IDs separated by a comma. 

To download the orders of selected file types between the dates, you can select “Start & End Date”.

Start Date: Choose the Start Date from the date you want to download the orders.

End Date: Select the End Date till the date you want to download the orders. 

To choose the Start Date & End Date, you will get the tiny calendar view. 

Destination folder: Select the folder/specific location in which you want to download all files from the e-store. 

Click on the Save and Proceed button to save the changes and proceed further. By clicking, it will start the file downloading process as per the configurations. And you will be navigated on the Record Listing Page.

By navigating back to the HotFolder Configuration Module, you will find the My Files buttons to access the Record Listing Page again. 

Filter Records

To filter the records, navigate to the Filters section above the records table. You can filter records in the following ways.

Status: Select the status value by which you want to filter the records from the Status dropdown. After selecting the status value, click on the Search button to apply the filter. 

Start Date and End Date: Choose the start date and end date for the time interval for which you want to filter the records. Thereafter click on the Search button to apply the filter. 

Reset: Click on the Reset button to reset the applied filter criteria. 

If you want to log out from the Hot Folder app, click on the Log Out button. By doing so, it will clear all the records and saved configurations from the HotFolder. Downloaded files will not be deleted from the destination folder.

Record Listing 

After fetching the files from the backend, you can see the complete list of available files in the table as per the previous configurations. The table will be in the following order. 

Order Number: The unique number assigned to the number.

Order Date: The date on which the order was created.

File Name: The destination path on which the order record file will be saved.

Destination Path: The destination path on which the order record file will be saved.

Type: The type of file in which the order configuration file is downloaded. 

Status: The download status of the order file. There will be three types of status. 

  • Pending: This status lets you know the file which are remaining to download. Press the View button to view such files.
  • Downloaded: This status lets you know the file which are downloaded files. Press the View button to view such files.
  • Failed: This status lets you know the files which failed to download. You can download such file by clicking on the Retry button.

Action: The Actions column will consist of the following points.

  • N/A: It is for the order files which are under Pending status and yet to downloaded. 
  • Retry: It is for the order files which failed to download and have Failed status.
  • View: It is for the order files which are downloaded and have Downloaded status. 

If you want to clear some records from the Records Listing page, select the records and click on the Clear Log button. In this way, you can clear the logs without affecting the downloaded files. 

You can apply the Retry action for failed records to download it again. You can also select all the records you want to download and apply Retry All.

The timer at the top indicates the remaining time for the next call to the server. It will download the new order from the store. 

You can use the button next to the timer to manually check and fetch the new orders at any time. To navigate back to the Configuration Module, click on the Configuration button from the Records Listing Page

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