Creating a File List

This BluePrint guides you through using ReadySuite to create a file list report. In doing so, you will:

A. Import the Native Files

  1. In the ReadySuite ribbon, click External Data > Folder Data > Import Native Files.
  2. Complete the Native Files using the following:
  3. On the Import Settings page:
    • Use the Data File to browse to the top level folder you want to include in the report.
    • In the Additional import settings section, select the File Filter and File Extensions of the files you want to include in the report.
  4. On the Import Folders page, select any subfolders you want to include in the report.
  5. On the Import Identifier page, In the Numbering Mode section, choose Use Custom Identifiers and provide a Numbering Scheme.

B. Configure the Document Grid View

  1. On the Document Grid View, right-click the header and select Hide All Columns.
  2. Right-click the header and select Column Chooser.
  3. On the Customization dialog box, select the fields you want to include in the report. Suggested fields include:
    • FileName
    • FilePath
    • FileSize
    • FileExt
    • FileFolder
    • FileNamewoExt
    • FileHash

C. Identify duplicate files using the File Hash (Optional)

  1. In the ReadySuite ribbon, click Process > Check Documents.
  2. On the Validation Options of the Check Resources dialog box, in the Hash Verification section, select Check Hashes, then select Native Files and click Start.
  3. On the Document Grid View, right-click the FileHash header and select Group By This Column.
  4. Right-click FileHash in the header and select Sort by Summary > Count by FileHash Sort Descending.

FileHash listings with a count of two or more contain duplicate files.

D. Calculate and configure the sum of the file sizes

  1. On the Document Grid View, right-click the FileSize column and select Show Footer.
  2. Right-click the footer and select Sum.
  3. View the sum of size of the files in the report in bytes.

E. Configure the sum of the file size in KB

  1. In the ReadySuite ribbon, click the Scripts tab.
  2. In the Library section, click Metada Tools and select Convert File Sizes.
  3. On the Script Options dialog box, for the Source Size Field, select FileSize.
  4. For the Source Size Format, note that Bytes is currently selected.
  5. In the Output Size Format, select KB.
  6. Choose to include the Output Symbol Suffix.
  7. Choose the Output Number Format.
  8. In the Output Size Field, click New.
  9. On the Create Field Dialog box, enter a Field Name (example Size (KB))and a Data type of Decimal, then click Add Field.
  10. On the Script Options dialog box, click Ok.
  11. On the Convert File Sizes dialog box, click Start Script, then click Finish.
  12. On the Grid View, right-click the Size (KB) column and select Show Footer.
  13. Right-click the footer and select Sum.

Repeat the process to convert additional size formats.

F. Group the Imported Folders by sums

  1. Right-click the FileFolder header select Group By This Column.
  2. Right click the FileFolder group bar and select Group Summary Editor.
  3. In the Group Summary Editor, in the Items list, select FileSize, then select Sum.
  4. Select Size (KB), then select Sum.
  5. View the Count, File Size (Sum) and Size (KB) (sum) for each file folder.

G. Save project as an Excel file

  1. In the ReadySuite ribbon, click Home > Save Reports > Document Report.
  2. In the Save As dialog box, enter a File name (example File Listing Report) and click Save.