Folder Monitor is a desktop application from LabArchives that automatically uploads files from a selected folder on your computer to your LabArchives notebook. It helps streamline data collection by keeping your files organized and accessible without needing to upload files manually.
Downloading and Logging In
The install package for the Windows version of Folder Monitor is available at the bottom of this article.
After downloading, run the installer. When the setup window opens, click Next, then click Install to begin.
Once installation is complete, click Next, then Finish.
Launch Folder Monitor. When the login screen appears, make sure the server is set to:
https://mynotebook.labarchives-gov.com/
You will have two login options:
- Direct User Login – This will open a pop-up browser window and allow you to log in using your institution’s Single Sign-On (SSO).
- Token for External Authentication – This option allows you to manually enter a token, which you can generate from your LabArchives account.
Choose the method that fits your login requirements. Once logged in, you’re ready to begin using Folder Monitor.
Creating an Upload Rule
Upload rules tell Folder Monitor which files to monitor, how to filter them, and where they should be uploaded in LabArchives.
To create a rule, click Add Rule in the main Folder Monitor window. Start by giving the rule a name in the Description field. Then select the folder on your computer that you want to monitor by clicking the folder icon and browsing to its location.
Choose which file types to include. By default, Folder Monitor is set to All Files, which means it will upload every file in the selected folder. To limit uploads to specific file types—such as GraphPad Prism files, Microsoft Word documents, or other formats—click the filter icon (a funnel symbol) and select the file types you want Folder Monitor to include.
Choose how to handle subfolders:
- Exclude – Only uploads files in the top-level folder.
- Combine – Uploads all files from the folder and subfolders as a group.
- Map – Preserves your local folder structure in LabArchives.
Select where the files should be uploaded in LabArchives. Click the destination folder icon (a folder with an arrow) to open your notebook structure. Navigate to the desired notebook and folder. To upload files, you must have edit rights to the destination folder.
Optional settings include:
- Create Daily Pages – Automatically groups uploads into daily pages named by date (e.g., 2025-06-26).
- Max Entries per Page – Limits the number of attachments per page. When the limit is reached, a new page is created.
Click OK to save the rule. Folder Monitor will begin watching that folder and uploading any files that match your criteria.
Monitoring Activity and Managing Rules
Once your rules are created, you can view and manage them in the main window.
You can edit, duplicate, delete, or reorder rules as needed. Right-click a rule to disable or enable it, or to make a copy. Use Move Up or Move Down to change the order—important because if a file matches more than one rule, only the first matching rule will be applied.
To view upload activity, go to the Folders tab. This shows the folder structure being monitored and the current status of your files:
- ✅ A checkmark indicates the file has been successfully uploaded.
- 🔄 A clockwise arrow indicates the file is currently being uploaded.
At the bottom of the window, the Status Bar displays your login status, the name of the file being uploaded, a progress bar, and a “Sync Completed” message once all files have been uploaded.
If you want Folder Monitor to start automatically when your computer boots up, go to Settings and turn on Start Automatically.
If Folder Monitor is running in the background, you can reopen it by right-clicking its icon in the system tray and select Open LabArchives Folder Monitor.
Tips and Troubleshooting
Below are common issues users may encounter when using Folder Monitor, along with tips to help you resolve them quickly and keep the application running smoothly.
File path too long?
Keep the total file path under 260 characters, including all folder names and the file name. If a file won’t upload, try moving it to a folder closer to the root directory, like C:\Data\.
File too large?
Files over 250MB cannot be uploaded using Folder Monitor. Also, avoid monitoring folders with more than 1 GB of total data, as this may cause performance issues. To upload large files, use the LabArchives Attachment entry which will support the upload of individual files up to 16GB.
External or network drives?
Folder Monitor only supports local folders. USB drives may not sync reliably, and network drives are not supported.
Rule conflicts?
If a file matches multiple rules, only the first rule (top-most in the list) will be applied. For best results, keep your rules simple and avoid overlapping conditions.
General operation
Folder Monitor runs in the background. Once installed, configured, and logged in, it will automatically detect and upload new or modified files that match your rules—no manual uploads needed.