Module – File Transfer Module

Introduction

The File Transfer Module in Hexihub enables automated delivery of product files — specifically PDFs — from your Hexistore eStore to a customer-provided FTP server. This module is ideal for businesses that need to streamline the distribution of product assets to external systems or clients.

Prerequisites

Before you begin, ensure the following:

  • You have access to a FTP server (Hexihub does not provide FTP setup).
  • You’ve contacted Hexihub Support to enable the File Transfer Module. (Costs may apply)

Step 1: Contact Support to Enable File Transfer

To activate the File Transfer Module:

  1. Contact Hexihub Support via your standard support channel.
  2. Request activation of the File Transfer Module.
  3. Provide the following FTP details:
    • FTP server address
    • Username and password
    • Port number

Once enabled, the File Transfer settings will be accessible in your Hexihub dashboard.

Step 2: File Transfer Settings

Navigate to:

Settings → File Transfer

1. Folders

  • Host: Enter the FTP server address.
  • Port: Default is usually 21, but confirm with your FTP provider.
  • Username / Password: Credentials for FTP access.

    1.1. Choose Folders to Display in Products

To allow users to select FTP folders when managing products:

  1. Select Refresh Folders
  2. Choose which folders you'd like to send files to. These folders will display in Products
  3. Hit Save

These folders will now appear as selectable options when configuring file transfer settings for individual products.

2. Route - Transfer Conditions

  • Trigger on Order Creation: Automatically send files when a order,job,estimate or invoice is created
  • Trigger on Status Update: Send updated files when a status is modified.

3. Prefix

Global setting for all stores and estimate.
Prouducts can have tags added to the file name as a prefix or completely overwrite the file name

4. Emails

Hexihub’s File Transfer Module includes built-in email alerts to keep users informed of transfer outcomes.

How to Enable Email Notifications

  1. Go to Settings → File Transfer → Emails
  2. Choose Success or Failure
  3. Create your email and enable by setting default body

Note: You can have separate emails for success or failure with different to email addresses.



5. Logging


Detailed logging of each transfer with File Names and Failure reasons.


Step 3. Transfer Status Columns in Invoice, Job, and Estimate Views

To improve visibility of file transfer outcomes, Hexihub allows you to add custom columns to the Order, Invoice, Job, and Estimate views.


Select the FTP column from availiable columns


This columns will show if a transfer has been successfull or has Failed


Summary & Next Steps

With the File Transfer Module enabled and configured, your Hexistore product PDFs will automatically sync to your customer-provided FTP server. Use email notifications, logs, and view columns to monitor and troubleshoot transfers efficiently. For any issues or advanced configurations, contact Hexihub Support.

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