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When a folder from a cloud storage integration (Box, Google Drive, SharePoint, Amazon S3, or Azure Blob Storage) is used as a Source, Kolena keeps the Agent in sync with it automatically. The files already in the folder are imported when the Source is added, and from then on the folder and all of its subfolders are monitored for changes.

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Change Detection

For Box, Google Drive, and SharePoint, Kolena reads the provider’s change feed and only processes what has changed since the last check. For Amazon S3 and Azure Blob Storage, Kolena periodically lists the folder and imports files it has not seen before. Each Source is checked about once a minute.

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How Changes Are Handled

Hidden system files (e.g. .DS_Store, Thumbs.db, desktop.ini) and Microsoft Office temporary lock files are never imported. If you delete a Run or file in Kolena, syncing will not re-import that file from the same location, even during a full re-scan.

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Grouped Folder Sources

When a Source groups files together, each subfolder becomes a single Run containing every file nested beneath it. To avoid processing a folder while files are still being uploaded to it, Kolena waits until a subfolder has had no new file activity for 5 minutes before creating or updating its Run. When a file is added to a subfolder that already has a Run, the file is added to the existing Run and its Prompts are re-run. Manual edits to the Run’s results are preserved.

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Syncing Deletions

By default, deleting a file in the cloud folder never changes existing Runs in Kolena. Grouped Sources on Box, Google Drive, and SharePoint can enable Sync cloud deletions when configuring the Source.
Contact Kolena to enable this feature for your organization.
When enabled, files deleted or moved out of the folder are also removed from their Runs. The On File Delete setting controls what happens to the affected Run: Re-run Prompts (the default) re-processes the Run with its remaining files, while Mark Run as stale keeps the existing results and flags them as out of date so you can re-run later. Runs themselves are never deleted automatically. A Run whose files are all removed is kept and marked stale.

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Bulk Additions and Large Folders

When many files arrive at once, or when a folder that already contains many files is first connected, the files are imported in batches over successive checks. No files are skipped. Large imports simply take longer to complete, and new files added in the meantime are still detected and imported.
The standard file limits apply to files imported from cloud Sources. Files exceeding the limits appear on the Run with an error message rather than being silently skipped.