FileAid

Overview

A desktop program is needed that records the Date Modified attribute for files of interest. The primary use of the program is to provide a quick resource for determining when a file was last worked.

The information obtained over time by FileAid will be stored in a local database. FileAid will be capable of providing the user a variety of views of the data, creation of reports driven from those views, managing/overseeing of FileAid settings.

Scope of Capabilities

First and foremost, FileAid tracks Microsoft Office files produced/maintained by Word, Excel, and PowerPoint. However, FileAid is capable of tracking any user accessible file of interest (local or networked). Along with file information that is obtained from the file system, the user can supply a Memo which contains a free form comment. The Memo, for example, could specify information that describes the nature of changes made or possibly a date by which the next revision is needed. The user will also have the ability to link files that have related data (i.e., perhaps a spreadsheet that is linked to a Word document). Linkage should support a many-to-many relationship.

Data Collection

Changes to any currently tracked file, creation of a new file, or deletion of a tracked file can occur in a number of ways. These actions are outboard of FileAid. This begs the question, when does FileAid check for changes? There are two methods:

Manual FileAid will provide a screen which permits the user to request an update to the tracking data in the database.

Periodic FileAid will permit the user to specify an update interval (say, every 30 minutes) at which time the program will (in silent mode) update the tracking data in the database. Periodic updating will require that FileAid is running, most likely in a minimized mode or as a background service.

Data collection is accomplished as follows:

Check for any changes in Modification Date for all tracked files. Record any changes on a file by file basis.

Check for deleted files (i.e., it exists in the database, but are no longer accessible in the file system). FileAid will scan for the file (perhaps, it had just been moved) and if found, update the path for the file. If the file has been deleted, the database entry for the file should be marked as inactive.

Check for any new Word, Excel, or PowerPoint files. Each new file should be added to the database.

Each data collection should log a summary record in the database which indicates the time of the collection and number of files added, modified, deleted as well as any other applicable statistic.

User Interface

FileAid use is primarily as a resource for indicating the update history of files of interest (FOI). The user can view this information for any file in the database. Information typically viewed will consist of:

File name

Path

Extension

Size

Date(s) modified

The user can supply parameters which can be used to filter the files shown. At a minimum, those parameters consists of:

File name/path search pattern. Wildcard characters supported.

Last Date Modified window consisting of a start and/or end date

Memo search pattern. Wildcard characters supported.

On/Off indication if Inactive files are to be included in the list

At any time, any/all of the displayed FOI information can be output as a printable report. Exactly how the report is created is left up to the team. For example, it could be accomplished with the reporting capabilities of the database or as a product of an external report generator (e.g., Crystal Reports) or produced via Office Automation as a Word document. The report should be formatted and utilize font adornments (e.g., bold, underline, italic, etc.).

Another interaction the user has with FileAid is the identification of files that should be added to the database. These files would typically not be associated with Word, Excel, and PowerPoint as these are automatically tracked. Rather, user selected files can be any file to which the user has access. For example, image files, video files, executables, etc. The user should be able to search for files using the similar filtering capabilities as described above. From the displayed list, the user can indicate to add the file(s) to the database and, optionally, supply a Memo and linkage to another file or files.

At any time, the user can update (add, modify, delete) the Memo and/or linkage for a file that is currently in the database. Any user updates will be tracked and time stamped. This information is viewable on any FOI display or report.

Miscellaneous capabilities

The following capabilities and functionality should be considered required in this project:

The user can reset the database back to an initial state (e.g., no files or data). At least two responses to Are you sure? should be provided to avoid inadvertent clearing.

Using its database, FileAid should maintain a log of significant actions, such as:

file add, modify, delete

a report run

run time error

completion of periodic file scan

others as dictated by your design

These log entries can be viewed via the User Interface Optionally, the log can be output as a report. The user can reset the log if desired.

The user can perform a database backup. The backup can be saved to any drive accessible by the user. The user can perform a restore from a database backup. FileAid will present a list of backups from which the user is permitted to select one of interest.

The user should not be required to have any specialized database knowledge (i.e., schemas, SQL, relationships, etc.)

The database design should be 3^rd Normal Form. Each table and column name should be unique (use of prefixes is encouraged). Each table should have an auto-generated integer primary key. Relationships are to be defined and referential integrity enforced by the database.

Part of the deliverables includes a comprehensive database script that will create the database. This includes tables, relationships, constraints, procedures, functions, privileges.

Overall design should be 3 tier (UI, Business Logic, Database Access). Organization of the project code should adhere to the 3 tier requirement. Use of an industry accepted 3 tier architecture is permitted.

The program should employ exception handling and never abort. Exceptions should be logged and an informative (non-computereze) message displayed for the user. In the case of exceptions, suggestions should always be provided to the user.