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Search for duplicate files

Purpose

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.

Overview

  • Locate redundant files quickly using search [By File Duplicates] filter and operators
  • Easily export search results to PDF or Microsoft Excel files
  • View results in the four offered formats: List, Details, Icon, or Content
  • Customize results displayed, by adding or removing data fields
  • Save searches using search criteria in report form for even faster searching
  • Share results with other Aparavi users, using the Get Link to Results feature

File Search By Duplicates

1. Choose which node/folder to perform the search on, by clicking on it in the navigation tree, located on the left-hand side. Once selected, it will appear with a yellowish background color to indicate that it is selected.

*Please Note: It is important to select the correct node/folder. The system will only search for files contained within that specific node/folder selected.

Node Selected

2. Click on the Files tab in the top navigation menu. If not already located on this tab, the system will navigate to the File tab in the system.

Files Tab

3. Click on the first search filter drop-down field and then click on first option listed [By File] to expand the filter. From the sub-menu that appears, click on the Duplicates field. Once the search filter is selected, the menu will disappear, and the selection will appear inside the field.

*Please Note: All filters that contain a side arrow icon, directly to the right of the filter’s name, indicates there are more options to choose from within that filter subject.

File Search – By File – Duplications – Drop-down field

4. Click on the second search filter drop-down field and then click on one of the operators listed. Once the operator is selected, the menu will disappear, and the selection will appear inside the field.

*Please Note: This field is dynamic and offers different operators depending on the first search filter’s selection.

Files Tab – Second Drop-down Menu Operator

5. 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 search, “1” would be entered into the third field.
Files Search Tab – Search Field
  • Example 2: If searching for duplicate files between the range of 4 – 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 search, “4” would be entered into the third field and “6” would be entered into the fourth field.
Files Search Tab – Search Field

6. Once all search criteria have been properly entered into all the search filter fields, click the Search button to perform the search.

Search Button

7. The results of the search will display in the window, directly below the search filter fields, displaying 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 = 2 – Then this file is the second 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.

File Results

Viewing Metadata for Duplicate Files

Once the search has been completed, the metadata of each file can be viewed by clicking on the View Metadata button. This allows for quick viewing of all metadata, for only the files returned using the duplicate file search.

  1. Complete Duplication File Search.
Duplicate File Search Results

2. Click on a file located within the search results and then click on the View Metadata button.

Metadata Button

3. Once the Metadata button is clicked, the metadata details window will appear on the right-hand side of the screen and display all metadata specified to the duplicate file that was selected.

Metadata Details Window

4. To view the metadata for any other matching duplicate files, in the search results window, simply click on the next duplicate file and the Metadata details window will update with the newly selected file’s metadata. In the Path Field, located in the Metadata window, the different file paths will display where the duplicate files are appearing for comparison.

Metadata Details Window

Exporting Duplicate File Search

Once the duplicate file search has been completed, the results can be exported to a PDF file or a Microsoft Excel File.

  1. Directly above the search 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.
Download Button

2. Click on either options that displays when the export button is clicked: (1) Export to Pdf or (2) Export to Excel.

Export Options

3. 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 or selecting additional fields to be included in the exported file.

  • If Export to Pdf is selected, the pop-up box will include the following customization options
Export Options – PDF
  • If Export to Excel is selected, the pop-up box will include the following customization options
Export Options – Excel

4. 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.

Generate PDF Button

5. Search local host computer’s downloads folder, and double click on the exported file to open it.

Local Host’s Download Folder

Manage View Types For Duplicate File Results

The system allows the duplicate file search results to be viewed in four different formats: List View, Details View, Icons View & Content View.

Depending on which view is selected, the results will be presented in different formats and have different additional options to select from. To change the view type, click on one of the four options under the View Type section, just above the search results window.

View Types

List View

List View

Details View

Details View

Icons View

Icons View

Content View

Content View

Manage Fields Displayed For Duplicate File Search

The system allows for customization of the data field columns, after a search has been completed. This allows for viewing only the specific information about each file that should be displayed on the screen. This feature is only available when viewing the results via the Details view type and only after a search has been completed. The Manage Fields button will not be visible if viewing on List view, Icons view or Content View.

  1. Complete Duplicate File Search.
File Results for Duplicate File Search

2. Click on the Details View Type under the View Type options in the upper right-hand corner. Once this view type is selected, the Manage Fields button will appear just above the search results window.

Manage Fields Button

3. Click on the Manage Fields button and the Manage Fields pop-up box will appear with a list of data fields to add or remove from the results window.

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 Ok button at the bottom right-hand side of the pop-up box to save changes.

Manage Fields Pop-up Box

4. The Manage Fields pop-up box will close, and the new data fields will appear in the results window and display the additional information for all results from the duplicate file search performed.

File Results with Newly Added Fields

Saving Duplicate File Search As a Report

Once the duplicate file search has been completed, the search criteria can be saved as a report for faster searching. Once saved, the same results can be returned with a click of one button vs re-selecting the search filters, each time the same search needs to be completed.

  1. Complete Duplicate File Search.
File Results for Duplicate File Search

2. Click on the Save as Report button, located just above the search results window. Once clicked, a pop-up box will appear with options to select from.

Save As Report Button

3. Inside the Save as Report pop-up box, type the name of the report in the Name field.

Save as Report Pop-up Box – Name Field

4. Inside the Save as Report 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.

Save as Report Pop-up Box – Type Field

5. Once completed, click the OK button at the bottom right-hand side of the pop-up box to save the changes.

Ok Button

6. Once the report has been saved, an alert will appear in the bottom left-hand side of the screen to indicate the report has been saved.

Report Saved Alert Message

7. Click on the Reports tab, in the top navigation menu, to view the saved report.

Reports Tab

8. 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.

Report Saved on Reports Tab

9. Now that the duplicate files report has been saved, the same search criteria can be searched for without having to repeat the process of performing the search 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 search criteria entered.

Run Button
Query for Duplicate File Results
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