7.01.1 LabArchives Folder Monitor for Windows
Posted by Katrina Vuong on 27 September 2018 10:23 AM

Folder Monitor allows users to upload files from your computer or designated drop boxes of instruments in the lab to a notebook or folder within LabArchives.  

Quick links 

       Install Folder Monitor 

       Login to Folder Monitor

       Create an Upload Rule

       Folder Monitor Tools

       Common Problems when uploading files


Install Folder Monitor 
      1. Download Folder Monitor by selecting Folder Monitor from the Triple bar menu. Be sure to download the correct version for your computer 

      2. Run the Folder Monitor Installer file  
      3. On the welcome message, click "Next"
      4. When the installer is ready to begin the installation. Click "Install". You may need to enter your administrator account information. 
      5. The installation may take several minutes. When finished, click "Next" 

      6. Once Installation is complete. Click "Finish" 

Login to Folder Monitor  

Once you open Folder Monitor, you will be prompted to login. Use the same email and password you use to login to LabArchives. 


If you share a computer with another user, you will need to take turns logging into folder monitor. The Folders for the user that is logged in will be monitored.  

If you log in using your institutional credentials, see theSingle Sign-On instructions.

If you log in using the Australian Server, see the Australian Server

Create an Upload Rule 

An upload rule allows you to identify the local folder that will be monitored, criteria for types of files to be uploaded, and a LabArchives destination for files. 

      1. To Create a New Rule, click “Add Rule” to open the “Upload Rule Editor” 

      2. Name your rule in the Description field 
      3. Select the Local Source Folder you wish to monitor. Click the Folder icon (), select a folder on your computer in the “Browse for Folder” Window and click “OK.” 


      4. File Filters allows you to set criteria for the type of files to upload.  By default, the filter will be set to All Files (*.*). 

To create a filter click the filter icon () to open the File Filter Selection.  You can select one or more options from this list or add your own filter.   


To create your own filter, select “Add Filter” to open the “File Filter Editor”. Provide a Filter Name, indicate the filename pattern, and click “OK” to add this filter.  


Example: The filename pattern "*.sk2, *JDoe" would upload all .sk2 files and any files that contains “JDoe” in the filename. 

  1. Specify your preference for handling Subfolders of the local source folder.  
  • Exclude: This will upload only the files in your source folder and ignore the subfolders completely.   
  • Combine: This will combine all files in your local source folder and subfolder(s) and upload these as a group. 
  • Map: This will create folders and subfolders in the designated notebook that follow the same structure and naming convention used in your local source. Files found in the local source folder or its subfolders will be organized into the mapped folders in your notebook. 

       6. Specify your LabArchives Destination for the uploaded files. Click the select folder icon () to open the LabArchives Target Folder window. Click + to expand a folder or notebook and click the folder name to select it. To select a folder, you must               have edit rights to the folder. 


  1. Create Daily Pageswill create a new page each day files are uploaded to LabArchives. The pages will be named: yyyy-mm-dd.   
  2. Max Entries per Pageis the number of attachments that will be uploaded to each LabArchives Page. When the maximum number of files is met for a page, a new page is created for additional files. If you Create Daily Pages and exceed the maximum entries per page, the page name will include a number. 
  3. Click on OK to save your Upload Rule.


  1. If you are logged into Folder Monitor, it will run in the background of your computer and automatically upload files to LabArchives. If you create a new rule or login to Folder Monitor, any files that match the upload rule will be listed in the “New Files Found” window.  


Folder Monitor Tools  

  • Add Rule: Create a New Rule 
  • Edit: Select a rule to edit it.  
  • Duplicate: quickly make a copy of a rule. 
  • Delete: Select a rule to delete it.  
  • "Move Up" or "Move Down": Used to change the rule order 
    NOTE: New files will be uploaded to one LabArchives destination. If a file meets the criteria for two rules, it will be uploaded according to the first rule 
  • In Settings, you can select “Start Automatically” to run Folder Monitor when the computer starts up. You can also show Hidden or Student notebooks. 
    • If you are using your institutional credentials, we strongly recommend you turn on the "Start Automatically" option so that the Password Token only has to be used once. From then on, every time Folder Monitor is started, you will be logged on automatically until you manually log out in the program. 


  • The Indicators at the bottom of the Folder Monitor Window will show the most recently uploaded file and the user logged into Folder Monitor.

Launch Folder Monitor from the System tray 

If you would like to open Folder Monitor while it is already running on your computer, right click on the Folder Monitor icon in the system tray and select "Open LabArchives Folder Monitor." 


Common Problems when Uploading Files 

File path issues 

The cumulative File path name must be less than 260 Characters in the local source folder and the LabArchives Destination. Try moving the files to a location with a shorter file path name. 

File Size Issues 

Folder Monitor is unable to upload files larger than 250 MB and it may not work properly if your source folder Is larger than 1GB. 

Upload Rules: 

We recommend that you use folder monitor with as few rules as possible. If the rules conflict they can prevent files from uploading to LabArchives. New files will be uploaded to one LabArchives destination. If a file meets the criteria for two rules, it will be uploaded according to the first rule.  

Drive Issues: 

External drives or USB Flash drives may not work properly with Folder Monitor. Make sure that Folder Monitor is “white listed” by your institution's IT staff and allowed in any relevant security/firewall settings. If working with a Network drive, restart the computer or save the file locally.  

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