The following is a list of the features provided by the application:

  • Copy – duplication of files from one location to another
  • Move – virtual movement of files
  • Publish – web based log of all files transferred
  • Task Scheduling – automating routine tasks

MOVE FILES:

This feature initiates the virtual movement of files from the Source folder to the Destination Folder.

- Q: when will I need this?

You may want to move files from a remote location to your local profile or vice versa. This would remove any files for the Source folder and will no longer be accessible. The key benefits would include the ability to restrict unnecessary exposure of the files or documents. A typical scenario would include receiving commercially sensitive or confidential documents in a shared folder, the Move function would transfer the document and place it the new Destination location and remove exposure of the document existing to anyone that may have access.

Remember, restricting access by privileges can restrict the document from being viewed but not the acknowledgement that the document exists.

If you require the files or documents to be archived, consider using the Copy option.

COPY FILES:

This feature initiates the duplication of files from the Source Folder to the Destination Folder.

-Q: when will I need this?

You may want to copy files from a remote location to your local profile whilst keeping a copy at the Source. You may want to copy files from different users profiles to a central location to keep an archived copy of the files or you may want to track which files have been changed over a specific period such as project files and compare them at a later date.

Copying files from the same Source location will generate duplicate files each time an Organise is executed in a different Destination folder as defined by the time the Organise was executed. If you do not require duplicate copies to be generated, consider using the Copy option.

PUBLISH:

-Q: when will I need this?

The Published log reflects the Destination folder structured and is generated automatically every time an organise is executed. This also includes a blank log being generated where files do no exit in Source folder. This applies to Organise being executed manually or via a Schedule Task.

The key structure of the published log is defined by date [yyyy|mm|dd] and the location of where the files are stored via a hyperlink to the file in the ‘Destination’ folder. The Published Log can be accessed at the menu option: Publish>Publish Report. This will launch your default web browser. Other features of the Published log include:

SEARCH:

Find the log by navigating the tree in the left column and select the log you are looking. The main window will list the files that were organised and and documents can be searched for using the search bar.

METADATA:

Each document entry will display key pieces of information relating to the document from extension type, its associated application at the time of it being organised, to the date the file was created and accessed.

SCHEDULE TASK:

-Q: when will I need this?

Tasks can be created to perform the copy function on a routine basis, a typical example is if you are a expecting a document every Monday morning at 9am – a task can be scheduled to pick up the document(s) and organise it providing an audit via the Published log.