SOURCE_URL: https://majikah.solutions/products/majik-signature/docs/hot-folders --- title: "Hot Folders" id: "hot-folders" group: "majik-signature" type: "products" version: "0.9.1" lastUpdated: "2026-08-07T00:00:00.000Z" difficulty: "Beginner" time: "5 minutes" tags: [hot folders, automation, verify, auto-verify, desktop, watched folder, majik signature] --- # Hot Folders > A step-by-step guide to setting up, managing, and understanding Hot Folders in Majik Signature — an automation feature that watches a folder and auto-verifies files dropped into it, sorting them into pass/fail destinations. ## Overview Hot Folders let Majik Signature watch a folder on your computer and automatically verify any files that show up in it — no need to open the app, drag files in, or click Verify each time. Just drop your files into the watched folder, and Majik Signature quietly checks them and sorts them into a 'Verified' folder or a 'Failed' folder for you. ### What is a Hot Folder? A Hot Folder is simply a regular folder on your computer that you tell Majik Signature to keep an eye on. Whenever a file is dropped, saved, or moved into that folder, Majik Signature automatically checks its digital signature and then moves the file into one of two places: a folder for files that passed verification, or a folder for files that didn't. You never have to open the app, click 'Verify', or drag anything into Majik Signature manually — you just work with your files the way you normally would, and the checking happens in the background. > **NOTE:** Hot Folders were designed for everyday, non-technical use. If you're comfortable creating folders and moving files around on your computer, you already have everything you need to set this up — no coding, scripting, or IT knowledge required. ### Why use Hot Folders? - Automatically verify files you receive by email, cloud sync, or file transfer, just by saving them into one folder - Keep verified and unverified files physically separated so mistakes are harder to make - Save time on repetitive verification for high-volume workflows (e.g. daily batches of signed documents) - Get a visual, always-available activity log of what was checked and when - Set up different watched folders for different clients, departments, or document types, each with its own name and icon ### Where to find Hot Folders 1. **Open Majik Signature Desktop** - Launch the Majik Signature desktop app like you normally would. 2. **Open Preferences** - In the window's menu bar, click Preferences. - Select User Preferences from the dropdown. This opens the App Preferences dialog. 3. **Go to the Hot Folders tab** - Inside App Preferences, click the Hot Folders tab. - This is where you can view, add, edit, enable/disable, and delete all of your hot folders. ![The Hot Folders tab inside Majik Signature's App Preferences dialog](/docs/majik-signature/hot-folder-list.webp) *Image: The Hot Folders tab, showing existing watched folders and the Add Hot Folder button.* ### How to create a Hot Folder 1. **Press "Add hot folder"** - From the Hot Folders tab, click the Add hot folder button. - A new form will open below the list where you can set up your hot folder. 2. **Give it a name** - Enter a name you'll recognize later, e.g. "Client Uploads" or "Accounting Team". - Names are just for your own organization — they don't affect how verification works. 3. **(Optional) Customize the folder icon** *Click 'Choose image' to pick a PNG, JPG, or WEBP image as the icon for this hot folder.* - By default, every hot folder uses the standard Majik Signature icon. - A custom icon makes it easier to tell hot folders apart at a glance, especially if you have several. - You can always click 'Use default' later to revert back to the standard icon. 4. **Pick the folder to watch** *This is your source folder — the one Majik Signature keeps watching.* - Under 'Watch folder', click Browse and choose the exact folder you want monitored. - Any file placed inside this folder (or its subfolders, if you enable that option) will be automatically verified. - This should be a folder you actively drop files into — not the same folder you'll use as a destination. 5. **Pick where verified files should go** *This is your destination ("pass") folder.* - Under 'Move verified files to', click Browse and choose the folder where successfully verified files should be moved. - By default, both passed and failed files go here unless you set a separate fail folder in the next step. 6. **(Optional) Use a separate folder for failed files** - Toggle on 'Use a separate folder for failed files' if you want files that fail verification to go somewhere different from successful ones. - When enabled, choose the 'Move failed files to' folder. - When left off, both passed and failed files are moved into the same destination folder. 7. **(Optional) Include subfolders** - Toggle 'Also process files inside dropped subfolders' on if you want Majik Signature to look inside folders that get dropped into the watched folder, not just individual files. 8. **Choose how files should be verified** *Set this under the 'Verification' section.* - Embedded signature (trust on first use / TOFU) — the default. Majik Signature checks the signature that's already embedded in the file, without requiring you to specify who signed it. - One of my accounts — verifies that the file was signed specifically by one of your own Majik Key accounts. Select the account from the dropdown. - A saved contact — verifies that the file was signed specifically by someone in your Majik Contacts list. Select the contact from the dropdown. 9. **Create the hot folder** - Press Create hot folder to save it. - Your new hot folder immediately becomes active and will start watching for files. ![The Add hot folder form showing name, icon, folder pickers, and verification settings](/docs/majik-signature/hot-folder-manage.webp) *Image: Setting up a new hot folder: name, icon, watch folder, destination folders, and verification method.* > ⚠️ **WARNING:** Majik Signature must be open (or running in the background/tray) for hot folders to work. If you close the app entirely, files dropped into a watched folder will not be verified until you reopen it. For always-on automation, add Majik Signature to your computer's startup programs. > ⚠️ **WARNING:** The folder you're watching cannot also be used as a destination (pass or fail) folder. Majik Signature will block saving a hot folder configured this way, since it could cause files to be repeatedly re-processed. ### Hot folder settings reference | Field | Required? | What it does | | --- | --- | --- | | Folder icon | No | A custom image shown next to this hot folder in the list. Defaults to the standard Majik Signature icon. | | Name | Yes | A friendly label to help you identify this hot folder. For your reference only. | | Watch folder | Yes | The source folder Majik Signature monitors for new files. | | Move verified files to | Yes | Destination for files that pass verification (and for failed files too, if a separate fail folder isn't set). | | Use a separate folder for failed files | No | When on, lets you pick a different destination specifically for files that fail verification. | | Move failed files to | Only if separate fail folder is enabled | Destination for files that fail verification. | | Also process files inside dropped subfolders | No | When on, files inside folders dropped into the watch folder are processed too, not just top-level files. | | Verify against | Yes | Determines how trust is established: embedded signature (TOFU), a specific own account, or a specific saved contact. | | Account | Only if 'Verify against' = one of my accounts | Which of your own Majik Key accounts the file's signature must match. | | Contact | Only if 'Verify against' = a saved contact | Which saved contact the file's signature must match. | *Caption: A quick reference for every field in the Add/Edit hot folder form.* ### Managing existing Hot Folders 1. **Enable or disable a hot folder** - Use the toggle switch in the top-right of a hot folder's card to turn it on or off. - Disabling a hot folder stops it from watching, without deleting its configuration — handy if you want to pause it temporarily. 2. **Edit a hot folder** - Click the pencil (edit) icon on the hot folder's card. - This reopens the same form used to create it, pre-filled with its current settings, so you can change the name, folders, icon, or verification method. - Press Save changes when done. 3. **Delete a hot folder** - Click the trash icon on the hot folder's card. - Click Confirm delete to permanently remove it, or Cancel to back out. - Deleting a hot folder does not delete or move any files that were already sorted — it only stops future watching. ### Tips for working with multiple Hot Folders - You can add as many hot folders as you like — there's no fixed limit. - Give each one a distinct name and icon (e.g. by client, department, or document type) so they're easy to tell apart at a glance. - Keep watch folders separate from each other; don't point two hot folders at the same source folder. - If you regularly work with one client or team, consider a dedicated hot folder just for their files so you can quickly see their pass/fail history in the activity log. ### Understanding the "Inactive" badge A hot folder that's enabled but shows an 'Inactive' badge means Majik Signature can't currently watch it — most commonly because the watched folder has been moved, renamed, or deleted since the hot folder was set up. To fix this, edit the hot folder and re-select the correct folder. ### Recent activity log Every file processed by any of your hot folders shows up in the Recent activity list at the bottom of the Hot Folders tab, along with the time it was checked. This gives you a running record of what's been verified without needing to open individual files or folders. ### What the activity log icons mean | Icon / Verdict | Meaning | | --- | --- | | Green check | Valid — the file's signature was successfully verified. | | Yellow check | Unknown signer — the file has a valid signature, but from a signer that wasn't specifically matched (relevant when verifying against embedded/TOFU signatures). | | Red X | Invalid — the file's signature did not verify successfully. | | Yellow warning triangle | Error or issue — something prevented Majik Signature from completing verification (e.g. an unreadable or corrupted file). | > **NOTE:** Hot Folders currently support automatic verification only. Automatic signing of files placed in a hot folder is planned for a future release. ### Frequently asked questions - Do I need Majik Signature open all the time for hot folders to work? Yes — the app needs to be running (in the foreground or background/tray) to detect new files. Add it to your startup apps so it's always ready. - What happens if I drop a non-file-type Majik Signature can't verify? It will be logged with a warning/error verdict rather than being silently ignored. - Can I point two hot folders at folders inside each other? This isn't recommended, as it can create overlapping or repeated processing. Keep watch folders separate and unrelated. - Will my original file be deleted? No — the file is moved (not deleted) into your chosen pass or fail folder after verification. - Can I change a hot folder's watched folder after creating it? Yes — open the edit form and browse to a new folder at any time.