Duplicate File Names in Vault

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  Duplicate File Names in Vault
  July 28, 2008, 10:31 PM Brian Schanen

  Vault and Productstream provide the flexibility for Administrators to enforce the use of unique file names. Whether your company mandates unique names or not, duplicate named files can be searched for at any time and Renamed using tools within Vault. This is especially important as a post process to using Autoloader, as Autoloader requires that the Unique File Name option is unchecked.

  Begin your Duplicates search from Tools>Administration>Files tab. In the Options area, select the Find Duplicates button. Note: if there are NO duplicates, a message will appear stating so. For these purposes, I made sure there were some files to work with.

  

  IF there are in fact duplicate files, you can expand the message box by clicking Details>>.

  

  This will list all files found with any identical names anywhere within Vault. As this list may be long, there is a Report option in the upper right corner.

  

  Upon selecting to Report the duplicate files list, the Preview window provides the ability to export to a variety of formats – either digital or hard copy. File>Export Document, and select a format.

  

  In this example, Excel shows the file name and different locations within Vault.  Each duplicate files will be represented by a row. Hint: Look for patterns here like a similar named folder.

  

  Now the Vault Rename tool can be used. With Productstream installed, you can set up an Automatic Naming scheme to ensure all newly named files are unique.

  

  -Brian Schanen

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