Report on duplicate files
Searching for duplicate files allows for organizations to view the redundant data that is being stored within the system. Managing redundant data is a requirement in managing ROT (Redundant/Obsolete/Trivial) and offers many benefits such as consolidating storage, reducing risk, and imposing defensible disposition of data. Saving these duplicate file queries in report form allows for quick reporting of all duplicate files that have been scanned by the system.
- Create a Duplicate Files Report to quickly view all duplicate files scanned by the system
- Add and remove fields for viewing only data about the duplicate files needed
- Alter field columns for custom duplicate files reporting
- Print Duplicate Files Reports
- Export Duplicate Files Report to PDF or Microsoft Excel files
- Share results with other Aparavi users, using the Get Link to Results feature
Creating Duplicate Files Reports
1. Click on the Reports tab, in the top navigation menu.
2. Click on the Create Custom Report button, located in the upper right-hand side of the screen. Once clicked, a Query pop-up box will display.
3. Inside the Query pop-up box, click on the first drop-down field and click on the first option listed, [By File]. A sub-menu will display, click on the Duplicates option. Once selected, the drop-down menus will close and [By File: Duplicates] will appear inside of the first drop-down field.
4. Inside the Query pop-up box, click on the second drop-down field and choose one of the operators listed. Once selected, the drop-down menu will close and the selected operator will appear inside of the second drop-down field.
5. Inside the Query pop-up box, click on the third field and enter the search criteria. This field will vary, depending on the selection of the second drop-down menu (list of operators). Once the information is entered or selected, it will appear inside of the field.
- Example 1: If searching for any duplicates files in the system, this can be performed by selecting [Greater Than] in the second drop-down menu. If this operator is selected, the third field becomes a textbox that a numerical value can be entered. For this type of query, “1” would be entered into the third field.
- Example 2: If searching for duplicate files between the range of 5 – 6 duplicates each, this can be performed by selecting [Between] in the second drop-down menu. If this operator is selected, an additional fourth field displays. The third and fourth fields will then accept numerical values that can be entered into each field. For this type of query, “5” would be entered into the third field and “6” would be entered into the fourth field.
6. From this view, fields can be added or removed, to ensure the report only displays desired fields on the Duplicate Files report.
To add a field, click on the field name from the list of Available Fields section, located on the left-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Available Fields section, into the Selected Fields section. Once the field has been added, it will no longer display under Available Fields section and now will display under the Selected Fields section only.
To remove a field, click on the field name from the list of Selected Fields section, located on the right-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Selected Fields section, into the Available Fields section. Once the field has been removed, it will no longer display under Selected Fields section and now will display under the Available Fields section only.
Please Note: By Default, the system will select several fields which will appear under the Selected Fields section and another set of fields, under the Available Fields section. In addition to the fields that appear within those two sections, there is a checkbox located in the bottom left-hand side of the pop-up box, beside the label “Show Advanced Fields” that when clicked on, will offer many more field options to be added. To add or remove these fields, follow the same steps as above.
Once completed with selections, click on the Search button at the bottom right-hand side of the pop-up box to save changes.
7. Once the Search button is clicked, the Query pop-up box will close, and the system will display all duplicate files that have been scanned by the system.
*Please Note: By default, when using the [By File Duplicates] filter, the system will display the two columns “Duplicate Count” & “File Signature.”
Duplicate Count Field: The values located in this field represents that specific duplicated file’s count. For Example: Duplicate Count = 3 – Then this file is the third duplicate of the original file scanned.
File Signature Field: This field contains data used to identify, or verify, the contents of the duplicated file and will display that specific duplicated file’s file signature.
8. From this view, the columns can be altered in many ways for precise custom reporting of the duplicate files in the system. Some of the options include:
- Altering the Alignment of the Text inside the Columns
- Changing the Format of all Numerical Values Displayed
- Apply Aggregations to Numerical Value Fields
- Grouping and Ungrouping Columns
- Sorting Columns in Ascending or Descending order
- Applying Filters to Columns
Please Note: All changes made to columns (before report is saved) will be saved and automatically altered each time the report is ran.
9. Once the duplicate file query results have been altered to display the results in a meaningful way, click on the Save As button, located in the reports toolbar (directly above duplicated file query results). Once this button is clicked, the system will display the Save As pop-up box.
10. Inside of the Save As pop-up box, click the textbox next to the label “Name,” enter the name the report should be saved as.
11. Inside the Save As pop-up box, choose whether the report will be a Private report or Public report. Private reports can only be viewed by the account that it was created under, no other Aparavi users will be able to view this report. Public reports can be viewed by any Aparavi users under the same organization for quick sharing of results.
12. Once all selections have been entered into the Save As pop-up box, click the Ok button, located at the bottom right-hand side of the pop-up box to Save the Report.
13. Once the report has been successfully saved, the system will display an alert, located in the bottom left-hand side of the screen.
14. To view the saved report, click on the Reports tab, located in the top navigation menu.
15. Once on the Report tab, the saved Duplicate Files report will appear under either the Private reports section, or Public reports section, depending on which option was selected.
16. Now that the Duplicate Files report has been saved, the same query criteria can be searched for without having to repeat the process of performing the query, using the search filters. Simply click on the Run button, located to the right of the report’s name and the system will automatically generate the report using the original query criteria entered.
Printing Duplicate Files Report
Once the Query has been completed, the Duplicate Files report can be printed.
1. Create new duplicate files query report or run an existing saved report.
2. Directly above the duplicate file query results, click on the Print button, located on the left-side of the screen, this button’s icon is displayed as a printer.
3. A pop-up box displays, showing a preview of the Duplicate Files report, along with the print options to choose from.
4. Once all selections have been made, click on the Print button, located in the bottom right-hand side of the Print pop-up box. Once clicked, the Duplicate Files report will begin printing on the printer selected.
Exporting Duplicate Files Report
Once the query has been completed, the Duplicate Files report can be exported to a Pdf file or Microsoft Excel File.
1. Create new duplicate files query report or run an existing saved report.
2. Directly above the duplicate file query results, click on the export button, located on the left-side of the screen, this button’s icon is displayed as a down facing arrow.
3. Click on either options that displays when the export button is clicked: (1) Export to Pdf or (2) Export to Excel.
4. Regardless of which option was selected, a pop-up box will appear that offers the ability to customize the export, such as renaming the exported file’s name.
- If Export to Pdf is selected, the pop-up box will include the following customization options
• If Export to Excel is selected, the pop-up box will include the following customization options
5. After customizing the export options, inside the export pop-up box, click on the Generate Pdf or Generate Excel button, located at the bottom right-hand side of the pop-up box. Once this button is clicked, the pop-up box will disappear, and the exported file will begin to download.
6. Search local host computer’s downloads folder, and double click on the exported file to open it.