Document Repository Assistant (DRA)

What is DRA?

EzeScan’s Document Repository Analyser (DRA) is a powerful component of the EzeScan WebApp suite, purpose-built to streamline the identification and ingestion of documents into your intelligent processing workflows.

DRA can be configured to crawl network file shares, email servers, and supported EDRMS platforms, automatically locating and cataloguing documents. It compiles a detailed inventory of files, recording essential metadata such as repository name, file name, location, creation date, and processing status.

When integrated with EzeScan’s Remote Indexing Assistant (RIA), DRA becomes part of a robust, end-to-end intelligent document processing solution - empowering your organisation to automate, analyse, and act on documents with confidence.

Creating a DRA Page

1. Go to Admin Panel → App Pages → Add Page → Select DRAPage from the drop down menu

General Tab

Under the General Tab you can give your page a custom name, ID and description. You can also set page permissions.

2. Configure your permissions

Display Tab

The display tab gives you the ability to configure settings for how the page will appear as a tile on the homepage.

Hide From Home Page

Ability to hide the tile from the homepage screen but still selectable from the navigation menu. By Default this toggle is off which means the tile will appear on the homepage.

Panel Colour

This changes the background colour of the tile.

It is white by default.

To change the colour you can click the black square to select a colour from the colour pick or type a hex code into the text box.

Font Colour

This changes the font colour of the text inside the tile.

It is blue by default.

To change the colour you can click the black square to select a colour from the colour pick or type a hex code into the text box.

Icon

Allows you to select an icon that will appear beside the page name on the tile.

This can be done in 1 of two ways:

1. Click inside the textbox and select an icon from the list

2. Click the advanced button and type in the icon name.

The selected icon will appear in the grey box.

Tags Tab

The tag tab gives the ability to create custom data tags that can appear on documents that have been work-flowed in RIA.

Adding/Editing/Deleting a Tag

1. Click the Add Tag Button.

2. Type in your tag name and click the blue tick

3. To edit a tag’s name click the blue pencil button. To delete a tag click the red rubbish bin button.

Repositories Tab

This tab gives you the ability to connect a repository to be crawled. There are three types of repositories that can be configured:

• Integration

• Microsoft Email

• Network drive

To add a repository click the blue Add button and select your repository type from the drop-down menu.

It is possible to add one or more repositories to a DRA Page as shown in the example below:

Basic Tab

The basic tab is where you can set the repository name, description and watcher settings.

Source Tab

For Integration Repository

Document and Content Management Systems like OpenText Content Manager, Microsoft SharePoint and Objective ECM.

For Microsoft Email Repository

For Network drive Repository

Outputs Tab

The output tab is where you can configure the output actions for that repository.

To add an output click the Add Output button and select an output from the dropdown menu.

Note: The type of available outputs will depend on the type of repository being configured.

For Integration Repository

For Microsoft Email Repository

For Network drive Repository

Throttle Tab

The throttle tab lets you configure a throttle limit to the number of records being discovered at one time and how often.

Schedule Tab

The Schedule tab gives you the ability to configure the discovery repository worker to run automatically on set days at a set time.

By default a schedule is not enabled.

To create a schedule you will need to click the toggle on the Schedule Enabled.

Click the checkbox of the days you want the repository worker to fetch items and select a fetch time from the drop down menu.

Using the DRA Page

Dashboard Tab

Items Tab

Bulk Editing Items

Use the check boxes in the left hand column of the table to select one or more items to bulk action items. Once selected, click the Blue Action Items button in the top right hand corner of the table to select one of the following bulk actions.

Repositories Tab

Column	Description
Repository	Displays the repository name and its type. Users can click the blue box with an arrow () to view the repository log.
Items	Gives a total of the items in the different stages. Total Number of items discovered by the repository crawler. Pending Items: ADD TEXT HERE Processing Items: Items waiting in a RIA queue for actioning Items with Errors: ADD TEXT HERE Completed Items: Items that have been successfully processed.
Last Fetch	Indicates the date and time of the most recent repository fetch.
Watch Status	Displays whether the repository is currently being monitored.
History	Hover over the value in this column to view: Start and finish times of the last fetch. Scheduled time for the next fetch.
Blue Spanner	Provides options to: Start a fetch. Start or stop the watcher.

Duplicates Tab

Column	Description
Repository	Displays the repository name of where it came from.
Name	Displays the name of the file.
Type	Displays the file type.
Location	Displays the file path within the repository of where the item is located.
Duplicates	Indicates how many duplicates have been found of that file. When this button is pressed a table is displayed showing all the duplicates listed by the Repository and the Location they were found in.
Created	The day the file was created.
Modified	The date the file was last modified.
Size	The size of the file.
Status	The status of the file.