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How to Use Qfiling

Last modified date: 2021-01-20

This applies to Qfiling 3.1.0 (and later).

Qfiling is an automatic filing application designed to organize your NAS files based on the specific criteria you set. With Qfiling, you can instantly move files to different folders, and the NAS recycle bin. Depending on your needs, you may need to install other NAS applications to use with Qfiling. Other applications such as Image2PDF and Multimedia Console can be used with Qfiling to help automate other processes as you categorize files. Business users can use Qfiling to enhance productivity, while home users can quickly process specific files.

Qfiling has three types of licenses: Basic, Plus, and Premium. However, there is no Basic license for QuTScloud. Therefore, users must pay to install Qfiling on QuTScloud. The number of tasks you can run varies with the license type. To learn about licenses, go to https://software.qnap.com/qfiling.html.



System Requirements

Qfiling 3.1.0 supports all NAS models but only supports QTS 4.5.1 or later. For details on how to update your NAS firmware, go to the System Settings section of the QTS User Guide. Previous versions of Qfiling are compatible with all NAS models and earlier versions of QTS.

Installing Qfiling on the NAS

Important:

Before installing Qfiling, ensure that a default volume is configured on the NAS. For details, see the volumes section of the QTS User Guide.

  1. Log on to QTS as administrator.
  2. Go to App Center, and then click .

    A search box appears.

  3. Type Qfiling, and then press ENTER.

    The Qfiling application appears in the search results.

  4. Click Install.

    The installation window appears.

  5. Select the volume you want to install Qfiling on.
  6. Click OK.

    QTS installs Qfiling.

Creating a Task

A Qfiling task is an automatic filing process with specific rules applied. This section explains how to create a task on Qfiling.

Creating a Filing Task

  1. Open Qfiling.
  2. Click Create Qfiling Task.

    The Filing Task and Recycling Task options appear.

  3. Click Filing Task.

    The Filing Task window opens.

  4. Under Source Path, select at least one source folder.
    Note:

    A source folder has the files you want to move to a different location.

    Tip:

    • To create a remote mount as a source folder, click .

    • To refresh the folder tree, click .

    • To calculate the size of your selected source folders, click .

  5. Specify a task name.
  6. Select a default action to perform after the task is completed.

    Option

    Description

    User Action

    Keep the source files

    The original files remain in the source folder.

    Select Keep the source files.

    Delete

    The original files move to the recycle bin or are permanently deleted.

    Important:

    If the recycle bin is disabled, the files are permanently deleted.

    Select Delete.
  7. Optional: Specify a task description.
  8. Click Next.

    The Scheduling screen appears.

  9. Select the frequency of the task.

    Option

    Description

    User Action

    One-time task

    Runs the task once.

    Select One-time task.

    Scheduled task

    Runs the task multiple times based on the specified schedule and validity date.

    1. Select Scheduled task.

    2. Select the frequency, and then specify the settings.

    3. Select Valid until, and then specify the settings to set a time limit for this task.

    Real-time task

    Runs the task as files are added to the specified source folders.

    1. Select Real-time task.

    2. Select Valid until, and then specify the settings to set a time limit for this task.
  10. Click Next.

    The Filing Rules screen appears.

  11. Configure the filing rules.
    Tip:

    To learn more about each filing rule, click its box.

    Note:

    Filing rules are considered recipes.

    Rule

    Description

    Source File Filters

    Filters the list of source files you want to add to the task based on the specified criteria.

    File Editing

    Performs extra tasks to your source files.

    Destination Path

    Moves your source files to another folder.

    Destination Folder Structure

    Creates subfolders within your destination folder, depending on the source file.

    Destination File Handling

    Renames source files after moving them to the destination folder.
    1. In the Source File Filters box, click .

      The Set filters for source files window opens.

    2. Select a Satisfied criteria.

      Option

      Description

      User Action

      All

      The source files that meet all of the specified criteria move to the destination folder.

      Select All.

      At least one

      The source files that meet at least one of the specified criteria move to the destination folder.

      Select At least one.
    3. Click Select.

      A list drops down.

    4. Configure any of the following criteria.

      Criteria

      Description

      User Action

      File Name

      Processes files that includes or excludes a specified file name or file path.

      1. Select File Name.

      2. Select whether to include or exclude the file.

        Note:

        Equal to refers to the exact input you specify. Not equal to refers to other files besides the specified input.

      3. Specify a file name.

      Size

      Processes files that are more than or less than the specified file size.

      1. Select Size.

      2. Select whether to process a file that's more than or less than the specified value.

      3. Specify a number.

      4. Select a file size.

      Modified Date

      Processes the files that were modified on, before, or after a specified time or period.

      1. Select Modififed Date.

      2. Select whether to process a file that was modified before or after a specific time period or date.

      Picture

      Processes images based on their format and certain metadata such as camera brand, camera model, or an IPTC keyword.

      1. Select Picture.

      2. Select a filter option for the image file.

      3. Select whether to include or exclude the specified filter option.

      4. Specify an input.

      Music

      Processes music files based on their format and other metadata.

      1. Select Music.

      2. Select a filter option for the music file.

      3. Select whether to include or exclude the specified filter option.

      4. Specify an input.

      Video

      Processes video files based on their format and the date they were taken.

      1. Select Video.

      2. Select File extension or Date Taken.

      3. Select whether to include or exclude the format or the date the file was taken.

      4. Specify an input.

      Documents

      Processes documents based on their format and their author.

      1. Select Documents.

      2. Select File extension or Document Author.

      3. Select whether to include or exclude the format or the author.

      4. Specify an input.

      File extension

      Processes files with or without the specific file extension.

      1. Select File extension.

      2. Select to include or exclude a specific file extension.

      3. Specify an input.
    5. Click Apply.

      The Set filters for source files window closes, and Qfiling applies the rule.

      Tip:

      • Click to add a new criterion.

      • Click to delete a criterion.

    1. In the File Editing box, click .

      The File editing modules screen appears.

    2. Configure any of the filing modules.
      Tip:

      • There are three ways you can learn more about filing modules. Hover your mouse over the module, click About file editing modules on the bottom left-hand corner, or click on a file editing module on the Overview screen.

      • If you deselect a filing module, you must reconfigure it again.

      Table 1. For images and videos

      File Editing Module

      User Action

      Watermark

      1. Select Watermark.

        The Watermark window opens.

      2. Configure a text or image watermark.

      3. Configure the layout.

        Tip:

        Click Custom to move the watermark position.

      4. Click Save.

        The Watermark window closes, and Qfiling applies the filing module.
      Table 2. For videos

      File Editing Module

      User Action

      Video Transcoding

      Note:

      You can only transcode videos to a lower resolution.

      1. Select Video Transcoding.

        The Video Transcoding window opens.

      2. Select a resolution.

      3. Click Apply.

        The Video Transcoding window closes, and Qfiling applies the filing module.

      Subtitle Pairing

      Select Subtitle Pairing.
      Table 3. For images

      File Editing Module

      User Action

      Resize

      1. Select Resize.

        The Resize window opens.

      2. Select an option.

        1. Specify a percentage.

        2. Specify the pixels, and then select Keep aspect ratio or Do not resize image if the original is smaller than the specified settings or both.

      3. Click Apply.

        The Resize window closes, and Qfiling applies the filing module.

      Convert

      1. Click Convert.

        The Convert window appears.

      2. Select at least one of the following:

        1. Select Convert to, and then select a new format.

        2. Select Quality adjustment, and then specify a percentage.

      3. Click Apply.

        The Convert window closes, and Qfiling applies the filing module.

      Face Blur

      Important:

      This filing module requires Multimedia Console 1.3.0 and QuMagie Core 2.1.0 or later. Download these applications from the App Center.

      1. Select Face Blur.

        The Face Blur window appears.

      2. Select one of the following:

        1. Select Blur.

        2. Select Pixelate, and then adjust the ratio as needed.

      3. Select Convert the blurred or pixelated area to grayscale.

      4. Click Apply.

        The Face Blur window closes, and Qfiling applies the filing module.

      Image2PDF

      Important:

      This filing module requires the Image2PDF application. Download this application from the App Center.

      1. Select Image2PDF.

        The Image2PDF window opens.

      2. Configure the basic settings.

        1. Select how you want to sort and display the files.

        2. Select Portrait or Landscape.

        3. Select a page size.

        4. Select a resolution.

        Tip:

        To configure advanced settings, click or More>.

      3. Configure the advanced settings.

        1. Select a header.

        2. Select a footer.

        3. Select at least one of the following:

          1. Prevent copying

          2. Prevent printing

          3. Encryption

          Note:

          For Encryption, specify a password that's up to 32 ASCII characters.

        4. Select a margin.

      4. Click Apply.

      5. The Image2PDF window closes, and Qfiling applies the filing module.
      Table 4. For all files

      File Editing Module

      User Action

      Encryption & Decryption

      1. Select Encryption & Decryption.

        The Encryption & Decryption window opens.

      2. Select Encryption or Decrytion.

      3. Specify a password that contains up to 32 ASCII characters.

      4. Click Apply.

        The Encryption & Decryption window closes, and Qfiling applies the filing module.

      Compression

      1. Select Compression.

        The Compression window opens.

      2. Configure the following settings.

        1. Select Compress all files to a single file or Compress each file.

        2. Specify the compressed file name.

        3. Specify a file format.

        4. Optional: Specify a password that contains up to 32 ASCII characters.

      3. Click Apply.

        The Compression window closes, and Qfiling applies the filing module.
    3. Click Apply.

      The File editing modules window closes, and Qfiling applies the rule.

    1. In the Destination Path box, click .

      The Select Destination Path window opens.

    2. Under Destination path, select the destination for your source files.
      Tip:

      To create a new folder, click beside the parent folder or mount you want to create the new folder in.

    3. Click Apply.

      The Select Destination path window closes, and Qfiling adds the folder destination path.

    4. Click Apply.

      Qfiling sets the destination path.

    1. In the Destination Folder Structure box, click .

      The Destination Folder Structure window opens.

    2. Specify the destination folder structure.

      Option

      Description

      User Action

      Create a folder structure based on the specified criteria

      Specifies multiple filing conditions and previews the structure of the destination folder.

      1. Select Create a folder structure based on the specified criteria.

      2. Click Edit.

        The Filing conditions window opens.

      3. Specify the filing conditions.

        Tip:

        To create a condition within a condition, click .

      4. Optional: Click Add to add a new condition.

      5. Click Apply.

        Qfiling updates the criteria and destination folder structure preview.

      Follow the original folder structure

      Keeps the original folder structure after Qfiling completes the filing task.

      Select Follow the original folder structure.

      Create a flat list

      List the files individually in the destination folder after Qfiling completes the task.

      Select Create a flat list.
    3. Click Apply.

      Qfiling applies the destination folder structure.

    1. In the Destination File Handling box, click .

      The Destination File Handling window appears.

    2. Specify the following options.

      Option

      Description

      User Action

      File conflict policy

      Decides what to do with source files with the same name.
      Select one of the following:

      1. Skip the files

      2. Overwrite the files

      3. Rename if a file exists with the same name

      Data integrity check

      Checks if the file is genuine or verifies that an untrusted party has not modified the file.

      Select Yes or No.

      Naming methods

      Decides what to do with file names.

      Select one of the following and then specify the settings, if any.

      1. Keep original file name

      2. Name and index

      3. Replace
    3. Click Apply.

      The Destination File Handling window closes, and Qfiling applies the destination file handling.

      Tip:

      • To add a new set of filing rules, click Add Rule.

      • To save a set of filing rules as a recipe, click .

        For details on recipes, go to Creating and Editing Recipes.

      • To delete a set of filing rules, click .

  12. Click Apply.

    The Task List screen opens, and Qfiling runs the task.

Creating a Recycling Task

This task explains how to create a recycling task. A recycling task sends your source files to the network recycle bin.
Important:

If the network recycle bin is not enabled, these files are permanently deleted. For details, see the Network & File Services section of the QTS User Guide.

  1. Open Qfiling.
  2. Click Create Qfiling Task.

    The Filing Task and Recycling Task options appear.

  3. Click Recycling Task.

    The Recycling Task window opens.

  4. Under Source Path, select at least one source folder.
    Note:

    A source folder has the files you want to move to a different location.

    Tip:

    • To create a remote mount as a source folder, click .

    • To refresh the folder tree, click .

    • To calculate the size of your selected source folders, click .

  5. Specify a task name.
  6. Optional: Specify a task description.
  7. Click Next.

    The Scheduling screen appears.

  8. Select the frequency of the task.

    Option

    Description

    User Action

    One-time task

    Runs the task once.

    Select One-time task.

    Scheduled task

    Runs the task multiple times based on the specified schedule and validity date.

    1. Select Scheduled task.

    2. Select the frequency, and then specify the settings.

    3. Select Valid until, and then specify the settings to set a time limit for this task.

    Real-time task

    Runs the task as files are added to the specified source folders.

    1. Select Real-time task.

    2. Select Valid until, and then specify the settings to set a time limit for this task.
  9. Click Next.

    The Set filters for source files screen appears.

  10. Optional: Configure the filing rules.
    Note:

    • Click to add a new criterion.

    • Click to delete a criterion.

    • Equal to refers to the exact input you specify. Not equal to refers to other files besides the specified input.

    1. Select a Satisfied criteria.

      Option

      Description

      User Action

      All

      The source files that meet all of the specified criteria move to the destination folder.

      Select All.

      At least one

      The source files that meet at least one of the specified criteria move to the destination folder.

      Select At least one.
    2. Click Select.

      A list drops down.

    3. Configure any of the following criteria.

      Criteria

      Description

      User Action

      File Name

      Processes files that includes or excludes a specified file name or file path.

      1. Select File Name.

      2. Select whether to include or exclude the file.

      3. Specify a file name.

      Size

      Processes files that are more than or less than the specified file size.

      1. Select Size.

      2. Select whether to process a file that's more than or less than the specified value.

      3. Specify a number.

      4. Select a file size.

      Modified Date

      Processes the files that were modified on, before, or after a specified time or period.

      1. Select Modififed Date.

      2. Select whether to process a file that was modified before or after a specific time period or date.

      Picture

      Processes images based on their format and certain metadata such as camera brand, camera model, or an IPTC keyword.

      1. Select Picture.

      2. Select a filter option for the image file.

      3. Select whether to include or exclude the specified filter option.

      4. Specify an input.

      Music

      Processes music files based on their format and other metadata.

      1. Select Music.

      2. Select a filter option for the music file.

      3. Select whether to include or exclude the specified filter option.

      4. Specify an input.

      Video

      Processes video files based on their format and the date they were taken.

      1. Select Video.

      2. Select File extension or Date Taken.

      3. Select whether to include or exclude the format or the date the file was taken.

      4. Specify an input.

      Documents

      Processes documents based on their format and their author.

      1. Select Documents.

      2. Select File extension or Document Author.

      3. Select whether to include or exclude the format or the author.

      4. Specify an input.

      File extension

      Processes files with or without the specific file extension.

      1. Select File extension.

      2. Select to include or exclude a specific file extension.

      3. Specify an input.
  11. Click Apply.

    The Task List window opens, and Qfiling performs the recycling task.

Using a Recipe to Create a Filing Task

Using an existing recipe to create a filing task helps you save time. For more information on recipes, go to Creating and Editing Recipes.

  1. Open Qfiling.
  2. Click Recipe Library.

    The Recipe Library screen appears.

  3. Under Suggested Recipes or My Exclusive Recipe, select a recipe.

    The selected recipe screen appears.

  4. Click Create Task.

    The Filing Task window opens.

  5. Configure the settings.
  6. Click Next.

    The Scheduling screen appears.

  7. Select the frequency of the task.
  8. Click Next.

    The Filing Rules screen appears.

  9. Configure the filing rules.
  10. Click Apply.

    The Task List screen opens, and Qfiling runs the task.

Editing and Running Tasks From the Task List

You can view, edit, and run tasks from the Task List again. This can help you save time. Editing filing tasks allows you to edit the name and source, the type of task, and all of the filing rules. Editing recycling tasks allows you to edit the name and source, the type of task, and the Source File Filters.

  1. Open Qfiling.
  2. Click Task List.

    The Task List screen appears.

  3. Optional: Click Scheduled task or Real-time task to see the task list for those task types.
  4. Identify the task you want to modify.
  5. Click More Action ().

    The menu displays.

  6. Click Edit.

    The Edit Archiving Task window opens.

  7. Optional: Configure the new settings.
  8. Click Next.
  9. Optional: Select a different task type.
  10. Click Next.
  11. Modify the filing rules.
  12. Click Apply.

    Qfiling runs the task.

    Tip:

    To run a completed task without editing it, click .

Viewing Tasks

  1. Open Qfiling.
  2. Click Task List.

    The Task List screen appears.

  3. Optional: Click Scheduled task or Real-time task to see the task list for those task types.
  4. Identify the task you want to modify.
  5. Click More Action ().

    The menu displays.

  6. Click View.

    The View Task window opens.

Creating and Editing Recipes

Recipes are pre-configured filing tasks. They are the filing rules you encounter when you create a Qfiling task. Instead of continuously configuring the same filing rules, you can use a suggested recipe or make an exclusive recipe.

A suggested recipe is a recipe that QNAP recommends for different situations. You can save a suggested recipe as an exclusive recipe. An exclusive recipe is a recipe you create with custom filing criteria and then save them to use again later. Recipes are meant to save you time when you create filing tasks.

Creating an Exclusive Recipe

  1. Open Qfiling.
  2. Click Recipe Library.

    The Recipe Library screen appears.

  3. Under My Exclusive Recipe, click Create Recipe.

    The Create Recipe window opens.

  4. Specify a recipe name.
  5. Configure the rules.
  6. Click Apply.

    The recipe appears under My Exclusive Recipe.

Converting a Suggested Recipe into an Exclusive Recipe

  1. Open Qfiling.
  2. Click Recipe Library.

    The Recipe Library screen appears.

  3. Under Suggested Recipe, click a recipe.

    The selected recipe window opens.

  4. Click Save as a new recipe.

    The Create Recipe window opens.

  5. Specify a recipe name.
  6. Optional: Modify the existing rules.
  7. Click Apply.

    Qfiling adds the recipe underneath My Exclusive Recipe.

Editing an Exclusive Recipe

  1. Open Qfiling.
  2. Click Recipe Library.

    The Recipe Library screen appears.

  3. Click an exclusive recipe.

    The selected exclusive recipe window opens.

  4. Click Edit.

    The Edit Recipe window opens.

  5. Modify the recipe.
  6. Click Apply.

    Qfiling saves the new rules.

    Tip:

    To edit a recipe, hover your mouse over an exclusive recipe, and then click .

Viewing and Downloading a Task Log

  1. Open Qfiling.
  2. Click Task List.

    The Task List screen appears.

  3. Optional: Click Scheduled task or Real-time task to see the task list for those task types.
  4. Identify the task you want to modify.
  5. Click More Action ().

    The menu displays.

  6. Click Tasks logs.

    The Tasks logs window opens.

  7. Click Download.

    Your computer downloads the task log.

Downloading and Deleting Qfiling System Logs

  1. Open Qfiling.
  2. Click System Logs.

    The System Logs screen appears.

  3. Optional: On the right-hand side of the screen, click All events.
    1. Select a type of log you would like to see.

      Qfiling filters the system logs.

  4. Click Delete All or Download.

    Qfiling performs the action.

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