Using DocuNECT Document Analyzer v2.5

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Document Analyzer allows you to inventory documents that are stored on your hard-drive. This is a free-application that is provided by Portford that helps identify different types, duplicates and volume of documents. This application can be used to help organize documents as part of a migration to a document management system.


Installing Document Analyzer

On downloading Document Analyzer, simply run the .msi install wizard and confirm the installation questions. The analyzer can be installed on the following client operating systems and requires the Microsoft .NET v2.0 Framework to be installed.

  • Windows XP (All Versions)
  • Windows Vista (All Versions)
  • Windows 7 (All Versions) (32 Bit Only)

Navigating the Document Analyzer

Once installed, navigate to Start > Program > DocuNECT > Document Analyzer

If using the Analyzer for the first time the application will be displayed with no runs identified. The application stores the run in a local database that is installed with the system so you can snapshot the attributes of the documents on your system at a given time. All runs are displayed in the list on the main screen.

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Analyzing the Content of a Folder

To analyze a folder structure select Analyze a Folder Structure from the Select What You Want to Do? pick-list and then press the Run Command button. The following screen is displayed:

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1) The Root Path is the starting path for the analyzer to gather the document information. Note the analyzer will include documents in the entire folder structure within the selected root path.

2) The Run ID allows you to uniquely identify the run.

3) In the Run Name, add text to identify the run at a later date such as "My Local Machine" or "Company Network Drive".

4) The application identifies duplicate documents by creating a MD5 hash of the file. This can create an overhead if working with large numbers of files, so you can ignore duplicates of files over a certain MegaByte (MB) size. If this value is left blank then a default value of 20 MBs is used.

5) Once the information is entered, press the Add button and application will first retrieve the number of files in the selected Root Path. Depending on the number of files in the root this could take a while.

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6) Once the file count is retrieved then a progress bar reports on the status of the analysis.

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Deleting an Object Run

To delete an object run, select Delete Selected Object Run(s) from the Select What You Want to Do? pick-list, highlight the run you wish to delete and then press the Run Command button. A prompt will ask you to confirm the deletion.


Exporting an Object Run

To export an object run, select Export a Selected Run to a CSV Text File from the Select What You Want to Do? pick-list, highlight the run you wish to export and then press the Run Command button. A prompt will ask you to confirm the location of the export. The results can be opened in any text editor, including Microsoft Excel.


Compare Two Object Runs for Duplicates

To check whether two file locations contain the same files, select Two Object Runs for Duplicates from the Select What You Want to Do? pick-list, highlight the two run you wish to compare and then press the Run Command button. A prompt will ask you to confirm the location of the export file that contains the duplicates (if any). The results can be opened in any text editor, including Microsoft Excel.