Product Documentation

Installation and First Run

After installing the necessary components, the installer will run AKIN for the first time. If your system has Outlook 2010 installed, AKIN will also auto-start Outlook to begin the indexing/scan process. The initial scan will by default scan your My Documents and related folders, as well as Outlook items.

At any time, you can cancel the indexing scan by opening the Scan Settings menu under Application and pressing the Interrupt button.

 

Uninstalling

If for any reason you need to uninstall AKIN or the AKIN Outlook add-in, you can do so by either uninstalling the entire application + add-in from Control Panel -> Programs -> Uninstall a program, or you can simply run the Setup.exe for AKIN again. The Setup.exe will detect whether AKIN or the add-in are already installed and give the choice of either uninstalling the entire application + Outlook add-in, or just uninstalling the Outlook add-in if for any reason you no longer wish to search and index outlook.


Automatic Update

When AKIN detects an internet connection, it will periodically talk to our online servers, which will let the application know if there are any new updates for the product. If so, it will let you know and give you the option of auto-updating to the latest version. We highly encourage you to always do so, as the latest versions will almost always be more stable and functional than previous versions. During this process AKIN may also send error and bug reports to our system. These are used exclusively to help us make the product better and ensure we are proactive about fixing issues and bugs that may be frustrating to users.

 

Troubleshooting

During the operation of the AKIN software it is always possible that the application or the AKIN Outlook Add-in may encounter an error condition that was unexpected. This can result in the application or the add-in shutting down or crashing. It’s very important to us to become aware of these errors so that we can build updates/patches to the software that will correct these in a timely fashion and keep you productive. This is especially true for the Outlook Add-in as we want to ensure that our application does not impede the normal functioning of Outlook in any way.

You can help us with this process by reporting errors to us quickly via our customer support page: https://grappledata.com/GDTOnlineStore/CustomerSupport.aspx, or by emailing us directly at support@grappledata.com.

To help us understand what may have occurred, please provide a good description of what you were doing in the interface, Outlook, or your computer in general, any other circumstances you can supply, and also sending us your tracedata.log files. These files record more detailed error information when the errors can be detected and trapped. You can find these files in two places:

1.      For AKIN HyperSearch application errors: [InstalledDrive]:\Program Files\Grapple Data Technology\AKIN\tracedata.log

2.      For AKIN Outlook Add-in: [SystemDrive]:\[UserName]\Documents\AKINData\TraceDataOutlookAddin.log

AKIN freezes and hangs after clicking on an Office 2013 or 2016 document

Whenever you click on an item, AKIN attempts to show a preview for that item. If you have recently just installed Office, the windows preview handlers for Office may not yet have been initialized. To do so, open file explorer, find a file directory with an office document (somedocname.docx), on the file explorer menu click the "View" menu, then click "Preview pane". Once the preview pane is visible, click on the .docx file and windows will show a preview. AKIN should no longer hang after that and successfully show previews for Office documents.

Application Crashes or Won’t Start

It is possible that your computer’s unique environment may give rise to conditions that may crash the application, or cause corruption in the application’s data files. In these cases, you can try the following steps to resolve your issues:

1. If the app won’t start, for Windows 8 or 8.1 please check Windows Updates to ensure you have installed all the current critical updates. Then, if necessary, uninstall and re-install AKIN.

2. If the app still won’t start, open the \my documents\AKINData directory and delete the following files:

a. AKINDb_[username]Obj.dat

b. AKINDb_[username]Rel.dat

c. DatabaseSettings.akn

Then, restart the application. This will force a rebuild of the indexes. If that does not resolve your issue, please contact us via our support page.

 

3. If the app will start but is crashing intermittently, start AKIN and then click on the Application menu and then Scan Settings. In Scan Settings, click on the button in the lower left corner that says “Re-build Indexes”. This will initiate rebuilding the application data index files. If this does not resolve your issue, please contact us via our support page.

 

Auto-update not working

If the Auto-update process is not working, ensure you are running AKIN "as Admin". Also, this can sometimes be due to internet connectivity, firewall, or anti-virus software issues. The easiest way to work around this is to just uninstall the AKIN software. Then download the latest version from the home page of this site by clicking on the “Download” button. The latest version will always be available there. Install it once it is downloaded, and re-activate your product. If you need your activation key information and can’t find the email we sent you, you can always log into our online store and access your activation keys from your account management.

Outlook Hangs Frequently With AKIN Add-in

Currently, the only circumstance in which we’ve seen this happen, is when a user is connected to an exchange server, has a lot of email, and is not using local cache mode. To turn on local cache mode, click the File tab and click Account Settings. On the E-mail tab, click the Exchange account, and then click Change. Under Microsoft Exchange server, select the Use Cached Exchange Mode check box.

Outlook - AKIN hanging and/or says it can't communicate with Outlook

If you notice that AKIN is hanging, check to see if the AKIN Outlook Add-in is both installed and enabled in Outlook. Sometimes an error might occur and it may become disabled. To check whether it is installed and enabled, in Outlook select File, Options, the Add-Ins. At the bottom select Manage: "COM Add-ins" and click GO. Look for the Add-in called "GrappleDataTechnology.Akin.OutlookAddIn, and make sure the checkbox to the left of it is selected, then press OK. Also, after selecting Manage: "COM Add-ins", go back and now select Manage: "Disabled Items" and then click GO. If you see anything from Grapple Data in that list, select the item and then enable it.

 

Fuzzy Content Indexing doesn't seem to index all the file types advertised

First, make sure you have your Fuzzy Content Indexing Options set correctly to index the file directory where you expect items to be indexed.

Next, make sure you have the necessary Windows filters installed. These are necessary for Windows and AKIN to index certain file types like Pdf and legacy/older Office documents.

In order for fuzzy content indexing to work on all the supported file types, it is necessary for you to have the following Windows filters installed on your system:
For Pdf download install x64 adobe filter
Please also ensure that Adobe Acrobat reader is installed and that you can see pdf previews in the File Explorer preview window..

For older office files
download and install x64 Office Filter Pack.

Scan Settings

You can find Scan Settings under the Application menu.

Scan settings allows you to choose which item types you would like to have indexed, choose additional directories to index, rebuild the scan indexes from scratch if necessary, and also make association repairs to orphaned keyword associations. Although AKIN allows it, it is discouraged to select the roots of large hard-drives since this could potentially result in a very large number of items being indexed, and potentially degrades performance. AKIN will prevent the user from selecting the root of the drive where the windows operating system is installed because this could result in a very large number of constant file changes that must be monitored. Network and removable drives can be scanned and indexed by AKIN, but these drives are not actively monitored for changes.

AKIN has been tuned to perform optimally to index 300,000 items or less on an x64 Windows machine with 4GB or more of RAM. There is no set limit to the number of items AKIN can index. The only limitation is how much memory your system has, and how the software is tuned to perform with index sizes over 300,000 items. This consumer version of AKIN has not been tuned for optimal performance on indexes with more than 300,000 items. Most consumers have a set of less than 100K items they need to search on a daily basis to support their workflows. Thus, this version of AKIN accommodates three times the normal amount. Future enterprise versions, soon to be released, will be certified for and capable of delivering similar results on indexes containing ten million (10M) or more items.

 

User Options

In addition to scan settings, there is a menu item called “Options” under Application that allows you to select and adjust various options.

These are generally self-explanatory. You can choose whether to show the application on your task bar or to hide it when AKIN is minimized, whether to auto-start AKIN when windows boots up or user logs in, whether web pages should be previewed when a user clicks on a web item, and also whether Outlook should be auto-started if it is closed and the user wants to preview an Outlook item such as email, contacts, tasks, notes, etc.

Additionally, you can control the timing of the gestures that will open Context Views and Sticky Work Surfaces, and you can also modify the index/scan scheduling.

Fuzzy Content Indexing Options

Clicking on the "Fuzzy Content Indexing Options" button in the Scan Settings form will bring up the Fuzzy Content settings.

By default, AKIN will only index the My Documents, Desktop, My Music, My Pictures, and My Video file directories. If you would like fuzzy content indexing on other directories, you will need to select them here.

AKIN gives you fine grain control over which items have their content fuzzy indexed, and how many words in the items gets indexed. This allows you to control how much system memory is used. Generally, a machine with 4GB of RAM is sufficient to index much of the contents of 50-100K items. If you will have more than 100K items indexed, we suggest either adding more RAM (which is inexpensive these days), or to reduce the number of words indexed for certain items. If you have a machine with 8GB of RAM or more, you will likely be able to index just about everything with little impact to your system performance.

Help

Under help AKIN allows you to view online documentation such as this user guide, FAQ’s, and trouble-shooting documents. This is where you will activate the product once you receive a license key, and it is where you can check for new updates and information about the product such as your serial number if you need it in the future.

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Searching

Enter your searches in the textbox titled “Search Topics and Items”.

You can also perform searches from within Context Views in the upper right hand side text box.

Additionally, if you select a topic or item then click on “Show Similar Topics/Items”, AKIN will find additional topics or items that are similar to what you selected.

The Four Result Types

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Topics

The left side of the results pane represents “Topics” that were found. Topics are basically things like file folders and/or categories that have been indexed, where items have been placed or categorized. Topics can be navigated through as hierarchy trees.

 

Items

The right side of the result pane represents “Items” that were found, things like emails, office documents, notes, contacts, etc.

Name & Subject Results

This section represents topics and items that have names similar to the search words/phrase. In the case of emails, these are emails with subjects that are like the search phrase.

Content Results

This result set represents items that were found to have content within them that is similar to the search phrase. The results are sorted by similarity and if proximity detection is turned on, the items having both the greatest similarity and word/phrase proximity (words close to one another) in the document are pushed to the top. Although fuzzy results will show up here, AKIN will also pass your query to the Windows Operating system, and if the Windows OS Search finds any additional exact matches in the item contents, those results will also show up here as well. However, the two types of result items will have slightly different colors. Items where fuzzy word matches have been detected will have a color of dark blue while exact matches of content via the Windows OS will have a lighter color blue.

Deep Content Search

When you find an item (such as a document) for which you are interested in finding specific content within, you will want to perform a deeper content search. There are several ways to do this in AKIN. The first method occurs automatically when you click on an item found within the Content Results tab. Clicking on the item will open a Deep Content Search form window and automatically issue a deep fuzzy search within the document using your initial search phrase. Alternatively, you may have found an item in the main Name & Subject Results tab. Here you can perform a deep content search on supported document types by right clicking on the item to view a context menu and choosing the "Search Content" option. Once again, the Deep Content Search form will open, but in this case you will need to supply the initial search phrase. When you type in a search phrase, AKIN will use strong fuzzy matching to look for both exact and similar word groupings and sort the results by their similarity and proximity relevance.

Semantics Aware Early Discovery

The Deep Content Search form also provides a new poweful and innovative tool called Early Discovery. This functions by providing you information about the contents of the document WHILE you are typing your search words and phrases. Once you type in a search word or phrase, it will immediately provide you with feedback about whether that word or phrase was even found within the document. For example, if you type the word "cost" in the search field, if a dropdown appears that includes the word "cost", then you immediately know the word cost is found within the document. This early discovery process is also fuzzy so not only would it find "cost" it might find "costco", "costcutting", or "uncostly", etc. However, it doesn't stop there. Not only does it look for whether the word and similar words were found, it also has a knowledge-base of related words it searches for in the document. So, for example if the word "cost" was not found in the document, it would also look for the words "price" or "value" within the document, and if found it would show you these words in a secondary drop down list to indicate they are related words found within the document. It also does this action for the words that were similar. As you type your search phrase it provides all this feedback to you in order to help you form the best search phrase. This is helpful because we don't always know exactly how something is written within the documents we search.

However, if there are several words in your search phrase, it could potentially be very time consuming to try out all the different combinations of possible words that are suggested in this early discovery. So, AKIN goes even one step further and it does most of this work for you by automatically looking through as many of those combinations of possible search terms as possible and looking for results that end up being very close in proximity. For example, if you typed "cost of winning" within the search field but none of the most relevant words in that search actually existed in the document, AKIN would look through possible combinations of other similar and related words and might find the phrase "priceof success" within a proximity of 2 words as shown in the example below. Notice that AKIN is able to do this also in a fuzzy way so that even when there are typos and mistakes in the similar and related words, it can usually find these within the document. This is a powerful feature that makes your search for content a breeze compared to the traditional approaches found in most applications.

However, although AKIN has a pretty good knowledge-base of related and synonymous words, there will always be times when it doesn't have a complete or comprehensive set of related words about some specific knowledge domain. In these circumstances, AKIN allows you (the user) to define your own word relations for your content searches. When you are typing a word into the search field in the Deep Content Search form, simply right click on the word and a dialog will appear that allows you to add your own related words. Maybe you want AKIN to always search for the world "Azul" when you type the word "Blue" for example. Simply type "blue", right click on it, and then add the related word "azul" and any other related words separated by comma. You can also always manage your user defined word relations any time you like.

Email To/From Results

The results here are like Keyword Tag results below, except they are filtered and sorted specific to emails. When AKIN indexes emails, it extracts the sender and receiver information and adds these as keyword tags for the item. Thus, when searching in this section, AKIN is searching through keywords for emails only, and effectively is looking for emails To or From anyone you type in the search box. Of course, you can add your own additional keywords to emails, in which case you can also search for those keywords in this section, as the Keyword Tag Results section below ignores emails.

Keyword Tag Results

In AKIN you can easily add keyword tags to ANY Topic or Item just by right clicking on the topic or item and entering the desired keywords. These keywords are maintained by AKIN in its own data files. When AKIN searches keywords it does so using its pattern recognition technology. What this means is that you generally don’t have to remember the exact keyword phrase or how it was spelled to find the item you classified with a set of keywords. This is very powerful. Further, AKIN automatically extracts keywords from various items like MS Office documents, photos, and music, and adds these to the index for you. If you later add more keyword tags to those files, it will continue to extract them and merge them with any keyword associations you have added through AKIN.

Filtering Searches and Adjusting Relevance

Searches from the main AKIN user interface can be filtered in two ways.

  • You can use click filtering on the Filters menu

  • You can also filter searches by adding filters to the search textbox. The filter syntax is simple and straightforward. You can also include relevance adjustments based on keywords.
    • To include a particular item type in your search just type “*“ and then the name of the type. (e.g. To search for word documents having names like “dogs” search: “dogs *word”)

    • To include items of multiple types, just separate the types by commas (e.g. “dogs *word, excel, email”)
    • To exclude items of certain types instead of using the star “*“, use an exclamation mark “!”, which means “Not”. (e.g. To show all types except email and word documents “dogs !email, word”)
    • To include or exclude items that represent files with a specific file extension, just type the file extension like this: “dogs *.docx”, or to include several, “dogs *.docx, .pdf, .txt”
    • Additional keyword filtering and relevance adjustment can be done by using the forward slash “/”. To find all music having the name like “watchtower” having Jimi Hendrix as a keyword (because it was his album and AKIN extracted the author as a keyword tag) type: “watchtower /jimi Hendrix”, and actually, just “watch /jimi” would be enough to ensure it comes to the top.
    • Enhanced email filtering is also supported. To find all emails about the topic dogs to or from John Smith type: “dogs /John Smith”. To specify only emails FROM John Smith type: “dogs /r John Smith”. The “/r” means received from, and “/s” means sent to. When you add the /s or /r specification, it means that either sent or received emails will be prioritized in the result set at the top. If you specified /s that would mean all emails sent TO the individual would be prioritized at the top and then all emails FROM that individual would appear below those results. All emails indexed by AKIN show whether they were sent or received in the name of the email like this “[S: John Smith” means sent to John Smith, and “[R: John Smith” means received from John Smith. Depending on the exact type of filter you implement, the results might appear in the “Name & Subject Results” or the “Email – To/From & Keywords” tabs. For example, to find all emails from Karen Barnes type “karen barnes /r”. The results show up in the “Email – To/From & Keywords” tab because you’ve indicated you want emails To/From. What is happening is that “karen barnes” is being used to search the keywords on emails which map to senders/receivers. However, if our search included a topic like “financials /r karen barns”, then the results appear in the “Name & Subject Results” tab because the primary search is regarding the subject of the email “financials”, and the keywords “karen barnes” are secondary and only used to adjust the relevance of the results of the primary search for “financials”.

Keep preview window open and make it bigger

By default, the preview window is designed to be unobstrusive and to automatically close after a short preview unless the user moves the mouse into the preview window. When the user moves the mouse into the preview window, it will stay open as long as the mouse is within the preview window pane.

If you want to make the preview window stay open indefinitely, to disable the automatic close, click on the pin image button in the upper right hand side of the preview window. This will make the preview window pane stay open for the currently selected item as well as subsequent selected items. To make the preview window pane start auto-closing again, simply click the pin button again.

To make the preview window pane larger, you can drage the edges of the preview pane for any particular selected item, or you can simply maximize the size of the main application window. When the main application window is maximized, the preview pane will be maximized to the full size of the left hand topics results pane if an item has been selected.

Adding and Managing Keywords

In AKIN, keywords can be added to any topic or item to make finding the topic or item easier the next time or to help you group certain items together. When you search in the main user interface search text box, AKIN automatically looks for items containing keywords similar to the search text and shows results in the lower left and right hand panes.

Adding keywords to any topic or item is as easy as right clicking on the item to bring up a context menu, and selecting Keywords Tag.

 

If the item you added a keyword to is a file or file system directory folder there is a chance that the file or folder could be moved or renamed at a time when AKIN is not started and not monitoring these changes. If that happens, this will cause any keywords associated with that item to become disassociated. AKIN will periodically try to automatically fix these broken associations. However, at any time you can manually run the auto-repair process from within the Scan Settings form.

AKIN cannot guarantee 100% success. It is advised to keep AKIN running in the background to monitor directory and file changes if you have a lot of keywords associated with these items. However, the automatic repair is very good and finding and fixing these associations, especially if the change was to the location of the file as opposed to the name of the file, or if the name changed, the name is still similar enough to the original to find the association. Again, it is recommended that if you use AKIN to manage keywords on a lot of file items, that you keep AKIN running when making any changes to where files are located or to their names.

AKIN remembers the keywords you have assigned to items even when you do index rebuilds and change monitored directories over time. These keyword associations are stored in the AKINData directory under My Documents in a file called KeywordTags.akn. Please do not delete this file or you could permanently lose all the keywords you’ve assigned to topics and items.

Browsing Topics and Items

In addition to pattern recognition search, AKIN provides the ability to browse all of the topics it has indexed as if these were all stored on a single virtual directory. Although you can browse most of the items that AKIN indexes, due to the potential volume of uncategorized items that Outlook represents, Outlook items are excluded from the browsing feature at this time. To browse Outlook items we recommend that you use Outlook.

To open the browse window simply press the “Browse” button. You can browse all the topics/folders within directories you’ve scanned.

Notice the blue folders. Blue folders in browsing or context views indicates that you are viewing a root topic and if its sub-topics are blue folders this means nothing has been hidden from view (see “Noise Reduction”) Note however, the check box above called “Flat Topic Browsing On”. If you check that box, it will turn on a feature called Flat Topic Browsing.

Topics normally all reside either at the root, or “under” other topic hierarchies. Flat Topic Browsing takes all the sub-topics under all root topics and brings them all up to the same surface level.

This means we can literally see EVERYTHING in one view without having to dig down into hierarchies to fish for things, which can be fatiguing.

Rather than presenting you with several entries for each sub-topic that is found, the sub-topics are “consolidated” into context views (see “Context Views”). Notice that we now we see both blue folders and another icon that means we are viewing the entire set of contexts for a given topic.

This is very useful because sometimes we organize things down deep in some hierarchy of information, and then we forget where exactly we placed it or what exactly it was called. With AKIN, you have more choices. You can either go digging around in various hierarchy trees to try and find it, or you can just bring ALL of the topics to the surface and quickly scroll through them to see if you recognize the topic you are looking for. If you find it, you can simply expand it and it will let you know where it was located and also the other items associated with it.

Sticky Work Surfaces and Context View Surfaces

The AKIN user interface work surfaces are in many ways dynamic, rather than the normal static surfaces you’ll get from other search tools. For example, items in the items panes can be dragged onto the topics pane to explore their context. Also, both topics and items can be “pulled out” by gestures to create separate context view or sticky work surfaces. Pulling a topic or item to the left quickly and releasing will open a context view and pulling to the right quickly and releasing will open a sticky work surface.

The purpose of the Sticky Work Surface is to allow you to place and group any combination of topics and items on the surface and work with that information instead of having to have multiple windows open constantly. These surfaces can be “docked” to the AKIN UI, or “pinned” to an area of the desktop screen. This allows you to reduce the number of windows you need to have opened at any time, and provides a convenient way for you to organize tasks, work with the information, and come back to things later. Items on this list can be manually re-ordered by dragging them up or down.

Clicking on any item and dragging quickly to the right will open a new Sticky Work Surface and place the item on the surface. Then, you can drag any other additional topics or items onto that surface.

 

Notice that you can even drag music onto the surface, and when you do it shows a “Playlist” menu that you can click on and it will automatically create a playlist for any music items present and open Windows Media Player to play it.

Context view

Surfaces are similar in that they allow the user to drop multiple items on the surface so that you can have one view that lets you explore the context of multiple items rather than having a bunch of windows open or needing to close and re-open windows multiple times. The difference is that context views are specifically for the purpose of working with topic or item context temporarily.

As mentioned above, context views do not only accommodate topics but also items. You can drag any item into a context view to instantly see the full context of that item. Where does it reside? What other items in your system have similar names (and where are they)? What other topics are related to this item?

Topic Pinning

Topic pinning is another helpful feature that allows you to investigate and explore various topics simultaneously on the same surface. You search for a topic and if it’s something you want to keep it in view on the surface even if you search for other topics, you simply right click on it and select “Pin”. It will be pinned at the top of the results and remain there when you perform other searches.

 

Sorting Search Results

Search results are presented to the user in a specific order based on similarity score and relevance, and items listed under a particular topic are listed alphabetically. However, the user has the ability to change the sorting of the items at any point by right clicking in the Items pane and selecting “Sort”, and then selecting the field you wish to sort by.

When you turn on user sorting, a new control will appear to the right of the list that allows you to quickly change sorting direction Ascending or Descending and also pick the sort field.

 

Outlook Integration

AKIN is tightly integrated with Outlook, and allows you to search AKIN from within the context of the Outlook email explorer:

 

Just type in a search phrase and AKIN will pop up with results you can use.

 

If you don’t want the AKIN search pane visible, you can always close it, and use the AKIN ribbon tab to perform searches:

Viewing file locations and directories

Any file system folder or file that is scanned by AKIN and presented to the user can be accessed by double clicking on it to open it. Also, by right clicking on the topic or item you can open the actual file or folder location of the file system object and view all the other items within that file directory. Thus, you always have access to the actual file or directory itself.

Renaming files to a common name

Sometimes a user will want to rename a large number of files such as documents or image files from a camera to some more descriptive common name. If you are viewing the items under a common single topic, you can select multiple items, right click for a context menu and select “Rename Files to Common Name”.

This form will allow you to not only give the files a common name; it will automatically add a numeric to each of the selected files to differentiate it. This sort of functionality is also present in the Microsoft Windows Explorer file system itself. However, AKIN also adds the ability to keep the original name, and to append a common prefix or suffix to the file name. It also allows you to give all of the selected files a common extension if they don’t already have one and you want them to.

 

 

TOOLS

 

AKIN Directory Analysis Tool (ADAT)

The AKIN Directory Analysis Tool (or ADAT) was developed to help users compare and analyze the differences between two file directories. So, what is different about the approach AKIN uses?

To make difference assessment fast, it relies primarily on file modification dates instead of a byte by byte comparison, which would be much slower if you had a lot of large files. (it does provide a byte by byte comparison of files when specifically requested however).

Its also been developed to make analysis of certain scenarios extremely fast and easy in a way that is not generally supported by other tools. Here are some of the scenarios where the ADAT tool can prove very useful:

1. When you are backing up files between two directories and they’ve become out of sync for whatever reason and either:

A. you don’t want to have to copy the entire contents of one directory over to the other to put them back in sync

B. and/or you may have added different new files and directories to both locations without realizing it and want to make sure you don’t delete something in either directory that was important to keep

2. You have things like media files from cameras and other devices that you copy to another drive periodically, but you lose track and don’t remember what files you’ve copied and haven’t copied over.

3. You copy files from one directory to another but not in the same exact structure. You tend to organize some files a little differently on one drive and just want to make sure you’ve transferred all important files from one directory to another regardless of organizational structure.

To help you with these and other scenarios you may think of, the ADAT tool provides functionality to carry out two primary tasks:

1. Show the differences between two file directories using their exact structure. In other words, it will show what directories and files in the source or target do not exist in the other.

2. Regardless of structure, show files in the source directories that don’t exist ANYWHERE in the target directory and vice versa.

To perform analysis:

1. Choose the directories you want to compare and analyze

directory analysis tool

2. Choose the type of analysis you want to perform

file analysis tool

3. Make sure the desired criteria for considering two files to be the same is set correctly

compare directories tool

4. Click on the Run Analysis button

file directory compare tool

5. Examine the results

file directory analysis tool

Notice the example in the list above. The source file "D:\AsusP4C800EDeluxeDrivers\LAN\LangId.dll" is not found in the exactly corresponding directory. However, it is found in the "E:\AsusP4C800EDeluxeDrivers\LAN\WINXP\WINXP" directory.

Once differences have been identified, they are listed in the results list boxes for the corresponding directory. The user then has the ability to perform some various operations over these results. You can:

1. Copy missing files from one directory to the other preserving their exact directory structure so that the two directories are now more closely in sync.

2. Copy any listed files to any other directory and either preserve the directory structure or not.

3. Copy the list of items to the clipboard so that it can be pasted into a working surface like a document or spreadsheet. (NOTE – A future Excel export function is being planned)

4. You can double click on any listed item and either open the directory location, or in the case of files, you can also open the file itself using the default windows program assigned to files of that type.

Another useful feature provided is that when you click on any item in one directory results list, the tool will automatically look for anything in the other directory that is a possible match even though it may not have the same exact directory path structure. (NOTE – A fuzzy version of this functionality is on the tool’s roadmap as well). These possible matches are listed in the “Possible Matches” list near the bottom of the form. You can right click on these items and open up their directory location for inspection, or in the case of files you can open the file as well. Additionally, when there are results in both directory lists and any of the possible matches exist in the opposite list, those matches are highlighted to make it easier for you to inspect them and any surrounding items in the list.

NON-DESTRUCTIVE

The file operations performed by the ADAT are non-destructive. That means that the ADAT will NOT delete existing files when performing copy operations. When you copy a file from one directory to another and a file already exists within that directory, the ADAT will not overwrite the file, and it will not give you the option to overwrite the file. Instead, the ADAT will rename the existing file preserving the original name, but appending “_AKIN” and a numeric like “_AKIN2” depending on how many files with that name already exist at the location. In this way, AKIN preserves any existing files and NEVER overwrites those files. It is up to you to delete or remove those pre-existing files if you wish either using the tools provided by the Windows Operating System, or the Delete context menu item that will only appear for items having a name that contains "_AKIN" within the name. For this reason, neither the AKIN Directory Analysis Tool nor Grapple Data Technology are responsible or liable for any data that may be lost when you delete files as deletion must be performed explicityly by the user.