##

## Background Cataloging

You can automate the cataloging process by designating “watch” folders or directories that Portfolio will check at designated intervals. New files dropped in these folders will automatically be added to the catalog, and modified files will be updated.

### Overview

When items are added to the designated “watch” folder, they are cataloged automatically, using the current settings in Cataloging Options (Catalog > Cataloging Options). Only new or modified items are cataloged. You can create as many different automations as you like, and specify a check frequency that the folders are checked in increments that range from 5 seconds to 1 day.

Tip: Portfolio will not automatically delete items from the catalog that are no longer found in the folder being monitored.

Background cataloging automations are catalog specific and must be enabled each time the catalog is opened. This prevents automations from being enabled on multiple workstations in a multi-user environment.

When the Background Cataloging dialog (Catalog > Background Cataloging) is opened, Portfolio verifies the path to the Watch folder. If a problem is encountered, an alert icon is displayed next to the automation. The automation cannot be enabled until the path is corrected or changed.

From the Background Cataloging dialog you can enable specific automations. Automations will continue to operate until the catalog is closed. If the Run in Silent Mode feature is disabled, the Cataloging Status window will be displayed on the workstation when items are being cataloged.

Enable Run in Silent mode if you want cataloging to proceed without displaying progress status. When running in Silent Mode, newly cataloged records will not be added to the active Gallery. This allows you to perform other work in Portfolio without being interrupted by the background cataloging.

### Using Background Cataloging

To set up a Background Cataloging automation:

1. From the Catalog menu, choose “Background Cataloging...”

   The Background Cataloging dialog is displayed.

2. Click “New.”

   The Automations Settings dialog is displayed.

3. Enter a name for the automation.

4. Click the Folder button and locate the folder to monitor (the Watch folder).

   Note: Do not select the same folder for Background Cataloging and Disk Previews. Doing so will disable Background Cataloging.

5. Select other options as appropriate.

6. When you have completed setting up the automation, click “OK.”

7. Enable the automation by selecting it from the list.

8. Click “Done.”

To enable existing Background Cataloging automation(s):

1. Open the catalog that you want to enable Background Cataloging for.

2. From the Catalog menu, choose “Background Cataloging...”

   Portfolio will check the pathnames for existing automations and display an alert icon if any problems were encountered.

3. Place a checkmark in front of each automation that you want to enable.

4. Click “Done.”

   Portfolio will begin checking the Watch folder at the interval specified for the automation.

To clear an alert icon associated with an automation:

1. Select the automation on the list, then click “Edit.”

2. Click the Folder icon and relocate the appropriate Watch folder.

3. Click “Done” to close the Automation Settings dialog.

4. Reopen the Background Cataloging dialog (Catalog > Background Cataloging) and verify that the alert icon is no longer present.

   Reopening the Background Cataloging dialog forces Portfolio to recheck the path. If the dialog is not reopened, Portfolio will have no way of knowing that a correction has been made.

See also:

Background Cataloging Dialog

Automations Dialog