Watch Folders
Learn how Watch Folders automates repeated rename workflows with clear mode differences, background statuses, and explicit write timing.
Watch Folders
Watch Folders supports ongoing automation. Instead of importing files again and again, you define a source folder, attach a template, and let RenamerX process new files as they arrive.
This is a Pro feature.
When to use Watch Folders
Use Watch Folders when files arrive continuously and the rule is stable enough to repeat, for example:
- A scan inbox for PDFs.
- A downloads folder for invoices and statements.
- A camera ingest folder for media assets.
- A handoff folder that receives the same kind of project files every day.
If you are still tuning the template, start with Review First. You can do that in Batch Rename or directly inside Watch Folders.
What a watch folder stores
Each watch folder configuration includes:
- A source folder.
- An optional target folder.
- A template.
- An execution mode.
- Whether subfolders are included.
Creating a watch folder also usually triggers an attempt to start monitoring it immediately.
Folder state: Active vs Paused
| Folder state | What it means |
|---|---|
| Active | RenamerX is currently monitoring that folder for new files. |
| Paused | The configuration still exists, but monitoring is stopped. |
Stopping a watch folder does not delete its configuration or roll back files that were already applied.
Execution modes
| Mode | What happens after suggestion generation | Best for | When disk changes |
|---|---|---|---|
| Review First | Suggestions wait in the folder's results dialog for manual review. | New templates, high-trust files, mixed-risk folders. | Only when you manually apply. |
| Auto Apply | RenamerX applies the result automatically after generation. | Mature, repeatable, low-risk intake folders. | Automatically after successful suggestion generation. |
Auto Apply is Pro-only and is usually enabled after the rule has become stable.
Status reference
Watch-folder items use the same core statuses as Batch Rename, but the meaning is slightly different because files are arriving in the background.
| Status | Meaning in Watch Folders |
|---|---|
| Pending | A detected file is waiting for processing. |
| Extracting | RenamerX is reading the file and generating fields. |
| Suggested | Review First mode produced a suggestion that still needs your decision. |
| Applied | A rename or move was already written to disk, either manually or through Auto Apply. |
| Failed | Processing or apply failed and needs inspection. |
| Cancelled | A queued job was stopped before completion. |
| Ignored | You intentionally removed that item from the current review flow. |
When the disk actually changes
| Watch-folder event | Writes to disk? | Notes |
|---|---|---|
| File detected in source folder | No | RenamerX adds the file to that watch folder's processing flow. |
| Suggestion generated in Review First | No | The result waits in the results dialog. |
| Suggestion generated in Auto Apply | Yes | RenamerX proceeds directly into apply after a successful suggestion. |
| Manual Apply from the results dialog | Yes | The selected items are renamed, and optionally moved, at that time. |
| Undo from the results dialog | Yes | RenamerX restores original path and name when possible. |
| Start or stop monitoring | No | Monitoring state changes only; existing files are not rewritten. |
What happens when you edit a watch folder
Some configuration changes reset the watch-folder workspace.
Changing source folder or subfolder scope is a structural reset
If you change the source folder or the include-subfolders setting, RenamerX clears non-applied watch-folder results because the old workspace no longer matches the active monitoring scope. Applied history is kept so Undo is not broken.
Changing the template keeps applied history but drops unapplied work
If you switch templates, RenamerX also keeps applied records for undo history, but removes non-applied items so new results can be rebuilt with the new template.
This is intentional. It avoids mixing old-template and new-template suggestions in one queue.
Results and review
Every watch folder has its own results dialog. From there you can:
- Search items.
- Review statuses.
- Retry failed items.
- Apply reviewed items.
- Undo applied items.
- Ignore items.
- Edit an individual suggestion.
That keeps Watch Folders automated while still leaving room for review.
Common misconceptions
"Created" means "already safely automated"
Not necessarily. A folder can exist, but your process may still need Review First before Auto Apply is trustworthy.
"Stopping the watch folder undoes previous changes"
It does not. Stop only pauses monitoring. Already applied files stay changed until you undo them explicitly.
"One folder can handle every file type equally well"
Usually not. One template works best when incoming files are structurally similar.
Recommended rollout strategy
- Start with Review First instead of Auto Apply.
- Observe a small, stable real-world folder.
- Adjust the template, scope, or destination rules as needed.
- Switch to Auto Apply only after repeated correct output.
If you prefer a one-off rehearsal first, you can test the same template in Batch Rename before turning on continuous monitoring.