MacroView DMF v7.7 UserGuide.docx

MacroView DMF®
Document Management Framework
Version 7.7
User Guide
Effective: August 2014
MacroView Business Technology
Pty Limited
ACN 081 117 777
ABN 29 081 117 777
Level 12, 171 Clarence Street
Sydney NSW 2000 Australia
GPO Box 5149
Sydney NSW 2001 Australia
Telephone +61 2 9249 2700
Facsimile +61 2 9279 4111
Email [email protected]
Web www.macroview.com.au
MacroView DMF v7.7
User Guide
Purpose of this document
This document describes the functionality and intended usage of the MacroView
product MacroView Document Management Framework (MacroView
DMF™).
Legal Notice
MacroView DMF and its components are produced and licensed by MacroView
Business Technology Pty Limited (MacroView).
This guide contains material that is copyright to MacroView. It should not be
copied or otherwise reproduced without express permission from MacroView.
Disclaimer
Every precaution has been taken in the preparation of this documentation.
However, MacroView assumes no responsibility for errors or omissions or for
damages resulting from the use of the information contained herein.
Trademarks
MacroView and MacroView DMF are trademarks of MacroView Business
Technology Pty Limited.
MacroView DMF is subject to a patent application by MacroView Business
Technology Pty Limited.
Microsoft, Microsoft PowerPoint, Microsoft Word, Microsoft Excel and Microsoft
SharePoint, Microsoft Office and their logos are trademarks of Microsoft
Corporation.
Copyright
© 2004-2014 MacroView Business Technology Pty Limited.
MacroView DMF v7.7
User Guide
Contents
1.
Introduction .......................................................................................................................................... 1
1.1 Full-Function Document Management ...................................................................................... 1
1.2 Email Management ................................................................................................................... 1
1.3 MacroView DMF Explorer ......................................................................................................... 2
1.4 Designed to Handle Volume ..................................................................................................... 2
1.5 Client / Matter Centric Operation .............................................................................................. 2
1.6 SharePoint Versions / Office Versions / Operating Systems .................................................... 2
1.7 Windows Look and Feel ............................................................................................................ 3
1.8 Certifications and Reviews ........................................................................................................ 3
2.
Browsing the SharePoint Document Store ......................................................................................... 4
2.1 Intuitive Tree-View of SharePoint ............................................................................................. 4
2.1.1 SharePoint Server Support .......................................................................................... 5
2.1.2 Drilling Down Through the SharePoint Site / Library / Folder Tree ............................. 6
2.1.3 Respects SharePoint Permissions ............................................................................... 6
2.1.4 Personal Sites .............................................................................................................. 7
2.1.5 Refreshing the Tree ..................................................................................................... 7
2.1.6 Caching for Performance ............................................................................................. 7
2.1.7 Root Site Collection ...................................................................................................... 8
2.1.8 Changing the Width of the Tree-View Pane................................................................. 8
2.1.9 Suppressing Display of ‘Furniture’ Nodes .................................................................... 8
2.1.10 Meeting Workspaces, Asset Libraries, and other Non-Document SharePoint sites
and Libraries ................................................................................................................ 9
2.1.11 Form Libraries .............................................................................................................. 9
2.1.12 Picture Libraries ........................................................................................................... 9
2.1.13 Lists ............................................................................................................................ 10
2.2 Metadata Navigation ............................................................................................................... 10
2.3 Key Filters ............................................................................................................................... 11
2.4 Folders and Document Sets ................................................................................................... 14
2.4.1 Displaying Properties of Folders and Document Sets ............................................... 15
2.4.2 Display of Folders and Document Sets in the File List .............................................. 15
2.4.3 Displaying large numbers of folders or document sets .............................................. 16
2.5 Browsing Files in SharePoint Libraries ................................................................................... 17
2.5.1 Document Library Views ............................................................................................ 17
2.5.2 ‘Per-Location’ Views ................................................................................................... 17
2.5.3 Displaying Views that Contain a Large Number of Documents ................................. 18
2.5.4 Refreshing the File List .............................................................................................. 18
2.5.5 ‘Group By’ Views ........................................................................................................ 18
2.5.6 “Show all items without folders” feature ..................................................................... 19
2.6 Right-Click Menu for DMF File List ......................................................................................... 20
2.6.1 Ribbon Buttons for a File in a DMF File List .............................................................. 20
2.6.2 Right-click Options ..................................................................................................... 21
2.6.3 Previews of Files ........................................................................................................ 25
2.6.4 Sorting by a Column ................................................................................................... 26
2.6.5 Paged File List Display............................................................................................... 26
2.6.6 Filtering the File List ................................................................................................... 28
2.6.7 Removing a Filter from a Column .............................................................................. 29
2.6.8 Key Filters in SharePoint 2010 Libraries .................................................................... 29
2.7 Recycle Bin ............................................................................................................................. 29
3.
Navigating the SharePoint Document Store ..................................................................................... 31
3.1 MacroView Favorites .............................................................................................................. 31
3.1.1 Speeding up Navigation with MacroView Favorites ................................................... 31
3.1.2 Creating a New MacroView Favorite ......................................................................... 33
3.1.3 Hierarchy of Favorites ................................................................................................ 35
3.1.4 Refresh Favorites ....................................................................................................... 35
3.1.5 Favorites - Perform periodic cleanup ......................................................................... 36
3.1.6 MacroView DMF Favorites in Microsoft Outlook ........................................................ 36
3.1.7 Renaming, Deleting or Moving a MacroView DMF Favorite ...................................... 37
3.1.8 ‘Push’ Favorites / Subscriptions ................................................................................. 38
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3.2
Search Site Tree ..................................................................................................................... 39
3.2.1 Matching Logic ........................................................................................................... 40
3.3 Filtering Sites and Libraries .................................................................................................... 41
3.3.1 Timeout when Expanding a Node .............................................................................. 42
3.3.2 Change or Remove Filtering ...................................................................................... 42
3.3.3 Automatic Filtering of the Site Tree ............................................................................ 42
3.4 Filter Folders ........................................................................................................................... 44
3.5 Filter Site Collections .............................................................................................................. 44
3.6 Filter Site Collections by Favorites .......................................................................................... 45
3.7 Recent Files, Recent Locations .............................................................................................. 45
3.7.1 Recent Files ............................................................................................................... 45
3.7.1 Recent Files right click menu ..................................................................................... 46
3.7.2 Sorting the Recent Files List ...................................................................................... 46
3.7.3 Filtering to Show Recently Opened or Recently Modified Files ................................. 46
3.7.4 Selecting multiple files from the Recent Files file list ................................................. 46
3.7.5 Refreshing the Recent Files List ................................................................................ 47
3.7.6 Context-Sensitive Display of Recent Files ................................................................. 47
3.7.7 Clearing the Recent Files List .................................................................................... 47
3.7.8 Recent Locations ....................................................................................................... 48
3.8 Navigate to URL ...................................................................................................................... 49
3.9 Navigate to Last Location ....................................................................................................... 50
3.10 MacroView DMF Protocol Handler.......................................................................................... 50
4.
Searching for Documents in SharePoint ........................................................................................... 51
4.1 Email Search ........................................................................................................................... 51
4.2 Keyword Search ...................................................................................................................... 52
4.3 Search Panel Features ........................................................................................................... 52
4.3.1 FAST Compatible ....................................................................................................... 52
4.3.2 Free-Text Matching Criteria ....................................................................................... 53
4.3.3 Metadata Matching Criteria – MOSS 2007 ................................................................ 53
4.3.4 Metadata Matching Criteria – SharePoint Server 2010 / FAST and SharePoint
Server 2013 ................................................................................................................ 53
4.3.5 Date Matching ............................................................................................................ 53
4.3.6 Servers ....................................................................................................................... 54
4.3.7 Search Type ............................................................................................................... 55
4.3.8 Search Button ............................................................................................................ 55
4.3.9 Clear Button ............................................................................................................... 55
4.4 Search Results ........................................................................................................................ 55
4.4.1 Paging of Search Results........................................................................................... 55
4.4.2 Working with Search Results ..................................................................................... 56
4.4.3 Selecting multiple files from the Search Results file list ............................................. 56
4.4.4 Sorting Search Results .............................................................................................. 57
4.4.5 Sorting the Current Page of Results .......................................................................... 57
4.4.6 Previews of Search Results ....................................................................................... 58
4.4.7 Open File Location ..................................................................................................... 58
4.4.8 Changing Servers ...................................................................................................... 58
4.5 Search Refiners ...................................................................................................................... 59
4.6 Searching a Selected Site or Library – Search This Location ................................................ 60
4.7 Search Performance ............................................................................................................... 61
4.8 Recent Searches..................................................................................................................... 61
4.9 Search Favorites ..................................................................................................................... 62
4.9.1 Add to Favorites button .............................................................................................. 62
4.10 Favorites – Search This Location ........................................................................................... 64
4.10.1 Running a Favorite Search ........................................................................................ 65
4.10.2 Reviewing search Criteria .......................................................................................... 65
4.11 Custom Search Panels ........................................................................................................... 66
4.12 Saved Searches ...................................................................................................................... 66
4.13 Browser-Based Searching ...................................................................................................... 67
4.14 Show last Search Results ....................................................................................................... 68
5.
Profiling / Capturing Metadata ........................................................................................................... 69
5.1.1 Standard SharePoint Metadata Column Types ......................................................... 69
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5.1.2 Custom Column Support ............................................................................................ 70
File Naming ............................................................................................................................. 70
Profiling the Saved Document ................................................................................................ 71
5.3.1 Prompting for Metadata Defined in the Destination Library ....................................... 71
5.3.2 Automatic Metadata ................................................................................................... 72
5.4 Folder-level Defaults ............................................................................................................... 72
5.5 Personal Defaults .................................................................................................................... 73
5.5.1 Editing File Name ....................................................................................................... 74
5.5.2 Viewing / Editing Title ................................................................................................. 75
5.6 Lookup Columns ..................................................................................................................... 76
5.7 Choice Columns ...................................................................................................................... 76
5.8 Person or Group Columns ...................................................................................................... 78
5.9 Managed Metadata Columns .................................................................................................. 80
5.9.1 Type-Ahead Support .................................................................................................. 81
5.9.2 Adding Terms – ‘Folksonomy’ Support ...................................................................... 82
5.10 Business Data and External Columns .................................................................................... 83
5.10.1 Business Connectivity Services (SharePoint Server 2010, 2013) ............................. 83
5.10.2 Business Data Catalog (MOSS 2007) ....................................................................... 83
5.10.3 Example External Data Column ................................................................................. 83
5.2
5.3
6.
Document Management Functionality............................................................................................... 85
6.1 Check In, Check Out ............................................................................................................... 85
6.1.1 Check Out on Open ................................................................................................... 85
6.1.2 Right-Click Check In / Discard Check Out / Check Out ............................................. 86
6.1.3 Bulk Check In and Version Comments ...................................................................... 86
6.1.4 Checked Out to Me .................................................................................................... 86
6.1.5 Opening Documents Read-Only by Default ............................................................... 86
6.2 Version Control ....................................................................................................................... 87
6.2.1 Viewing Version History ............................................................................................. 87
6.2.2 Opening a Specific Version of a Document ............................................................... 87
6.2.3 Restoring a Previous Version .................................................................................... 87
6.2.4 Closing a Document that has been Opened via DMF ............................................... 88
6.2.5 Comparing two versions of a document ..................................................................... 88
6.2.6 Version Control on Save and Upload ......................................................................... 88
6.3 Version Control on Check Out, Opening and Saving ............................................................. 89
6.3.1 Temporary or Proposed Versions .............................................................................. 89
6.3.2 Open from SharePoint for editing in Word / Excel / PowerPoint ................................ 89
6.3.3 Open Read Only into Word / Excel / PowerPoint ...................................................... 90
6.3.4 Saving a New Document from Word / Excel / PowerPoint ........................................ 90
6.3.5 Re-Saving an Existing Document .............................................................................. 90
6.3.6 MacroView Advanced Office Integration .................................................................... 91
6.3.7 Configuration Settings ................................................................................................ 91
6.4 Drop Off Libraries .................................................................................................................... 91
6.5 Compliance ............................................................................................................................. 92
6.5.1 Legal Holds ................................................................................................................ 92
6.5.2 Declare as Record ..................................................................................................... 93
6.6 Document Level Security ........................................................................................................ 94
6.6.1 Manage Permissions .................................................................................................. 94
6.6.2 Enhanced Document Level Security .......................................................................... 94
6.7 Rating ...................................................................................................................................... 95
6.8 Expiration Policies, Approvals and Workflows ........................................................................ 95
6.9 Unique Document Numbering ................................................................................................. 95
6.10 Audit History ............................................................................................................................ 96
6.11 Client / Matter Centric Operation ............................................................................................ 97
6.11.1 Matters Mode ............................................................................................................. 97
7.
Moving and Copying Files ................................................................................................................. 98
7.1 Moving Documents within SharePoint .................................................................................... 98
7.1.1 Drag and Drop, ........................................................................................................... 98
7.1.2 Alternatives – Right Click, Cut/Copy on the Ribbon, Hot Keys .................................. 99
7.1.3 Moving between SharePoint versions (e.g. 2007 to 2010, 2010 to 2013 etc.) .......... 99
7.1.4 Attempting to Move a Checked-Out File .................................................................... 99
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7.3
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7.1.5 Check for Existing File of Same Name .................................................................... 100
7.1.6 Reuse of metadata on Move or Copy ...................................................................... 100
7.1.7 Potential Loss of Metadata....................................................................................... 100
7.1.8 Common Metadata when Moving / Copying Multiple Files ...................................... 101
7.1.9 Version History retained on Move ............................................................................ 102
Moving Documents from SharePoint to an Open Document ................................................ 103
Downloading Files from SharePoint (Right Click or from the Ribbon) .................................. 104
8.
Managing the SharePoint Document Store .................................................................................... 105
8.1 Creating a New Document Library ........................................................................................ 105
8.1.1 Configuration Setting – Create Library..................................................................... 106
8.2 Creating a New Folder .......................................................................................................... 107
8.2.1 Configuration Setting – Display Create Folder Button ............................................. 107
8.3 Creating a New Document Set ............................................................................................. 109
8.4 Viewing and Editing Properties ............................................................................................. 110
8.4.1 File Properties .......................................................................................................... 110
8.5 Viewing Properties of Sites and Libraries ............................................................................. 112
8.6 Opening a SharePoint Site, Library or Folder in your Web Browser .................................... 113
8.7 Deleting and Renaming Files ................................................................................................ 114
8.7.1 Retrieving Deleted Files ........................................................................................... 114
9.
Working Offline ................................................................................................................................ 115
9.1 Using SharePoint Workspace or SkyDrive Pro..................................................................... 115
9.1.1 Editing documents offline – A Warning .................................................................... 115
9.2 MacroView DMF ‘Take Offline’ ............................................................................................. 116
9.2.1 Take Library Content Offline .................................................................................... 116
9.2.2 Take a File Offline .................................................................................................... 116
9.2.3 MacroView Offline Folder ......................................................................................... 116
9.2.4 Manage Offline Files ................................................................................................ 116
9.3 Outlook in Offline Mode ........................................................................................................ 117
10.
Working in Microsoft Outlook .......................................................................................................... 119
10.1 MacroView Customizations in Microsoft Outlook .................................................................. 119
10.1.1 MacroView Pane ...................................................................................................... 119
10.1.2 MacroView Favorites Outlook Folders ..................................................................... 120
10.1.3 MacroView Tab ........................................................................................................ 121
10.1.4 MacroView Group on Home Tab ............................................................................. 121
10.1.5 MacroView File List .................................................................................................. 121
10.1.6 MacroView Preview .................................................................................................. 121
10.2 Browsing the SharePoint Document / Email Store from Outlook ......................................... 122
10.2.1 Views ........................................................................................................................ 122
10.2.2 Emails View .............................................................................................................. 123
10.2.3 Viewing Sites and Lists from Outlook ...................................................................... 124
10.3 Opening an Email Stored in SharePoint ............................................................................... 125
10.4 Saving emails and attachments to SharePoint ..................................................................... 126
10.4.1 Saving an Open Message to SharePoint ................................................................. 126
10.4.2 Saving Emails using Drag and Drop ........................................................................ 126
10.4.3 Saving Emails from Sent Items folder to SharePoint ............................................... 126
10.4.4 Saving Emails from Public Folders to SharePoint ................................................... 126
10.4.5 Message Save Processing....................................................................................... 127
10.4.6 Bulk Save of Emails to SharePoint .......................................................................... 127
10.4.7 Don’t Overwrite Existing Messages ......................................................................... 128
10.4.8 Prompting for Metadata during bulk email saving .................................................... 129
10.4.9 Background Upload Task – Progress Display ......................................................... 130
10.4.10 Screen Dialog at Completion of Save ...................................................................... 130
10.4.11 Other Actions after Successful Save ....................................................................... 131
10.4.12 Fill-In Email Address Fields...................................................................................... 132
10.5 Saved Message Details ........................................................................................................ 133
10.5.1 Save Message Format ............................................................................................. 133
10.5.2 Saved Message Naming .......................................................................................... 133
10.5.3 Saved Message Addendums ................................................................................... 134
10.5.4 Retaining the message in Outlook ........................................................................... 135
10.5.5 Saved to SharePoint Indicator ................................................................................. 135
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10.5.6 Preventing Duplicate Copies of Emails in SharePoint ............................................. 136
10.5.7 Overwriting an already-saved message ................................................................... 136
10.6 Profiling the Saved Message ................................................................................................ 137
10.6.1 Properties Greater Than 255 Characters ................................................................. 137
10.6.2 Email Content Type .................................................................................................. 138
10.6.3 Saving without Profiling Prompts ............................................................................. 138
10.6.4 MessageID ............................................................................................................... 138
10.7 Saving of Sent Emails ........................................................................................................... 139
10.7.1 Automatic Saving of Sent Emails ............................................................................. 139
10.7.2 Sent Email Rules ...................................................................................................... 139
10.7.3 Save on Send ........................................................................................................... 141
10.7.4 Send and Save ......................................................................................................... 141
10.8 Saving Email Attachments to SharePoint ............................................................................. 142
10.8.1 Saving attachments from an Open Message ........................................................... 142
10.8.2 Saving Attachments that are Emails ........................................................................ 143
10.9 Attaching a File (or files) from SharePoint to a New Email ................................................... 144
10.9.1 Inserting a Version / Link to a Version ..................................................................... 145
10.9.2 Inserting Hyperlinks that use Document ID Redirection .......................................... 146
10.9.3 Appending version number to attachment name or link .......................................... 146
10.9.4 Sending selected attachments directly from the DMF file list .................................. 147
10.9.5 DMF Protocol Handler Hyperlinks ............................................................................ 147
10.9.6 Hyperlink Display Text ............................................................................................. 147
10.10 Working Offline in Outlook .................................................................................................... 147
10.11 Saving Other Outlook Items to SharePoint ........................................................................... 147
10.12 Email-Enabled Libraries ........................................................................................................ 147
11.
Working in Word, Excel and PowerPoint ........................................................................................ 148
11.1 Opening Word, Excel and PowerPoint documents with MacroView DMF............................ 148
11.1.1 Office 2007 / Office 2010 ......................................................................................... 148
11.1.2 Office 2013 ............................................................................................................... 149
11.1.3 Office 2013 with Open from SharePoint .................................................................. 150
11.1.4 MacroView DMF Open from SharePoint and Save As to SharePoint buttons ........ 150
11.1.5 Open Document Read-Only ..................................................................................... 151
11.1.6 Opening Read-Only Does Not Check Out ............................................................... 151
11.1.7 Making Open Read-Only the default behavior ......................................................... 151
11.1.1 Open for Editing with Check Out .............................................................................. 152
11.1.2 Disabling Auto Check-Out on Open for Editing........................................................ 152
11.1.3 Co-Authoring ............................................................................................................ 152
11.1.4 Open a Specific Version of a Document .................................................................. 153
11.1.5 Open from MacroView DMF Explorer ...................................................................... 153
11.1.6 MacroView DMF Protocol Handler ........................................................................... 153
11.2 Saving to SharePoint from Word, Excel or PowerPoint ........................................................ 153
11.2.1 Office 2007 / Office 2010 ......................................................................................... 153
11.2.2 Office 2013 ............................................................................................................... 154
11.2.3 Office 2013 with Save As to SharePoint .................................................................. 155
11.2.4 Automatic Check Out and Versioning ...................................................................... 155
11.2.5 Discard Check Out or Check In the Originally Opened Document .......................... 155
11.2.6 Confirmation Message ............................................................................................. 156
11.3 Silent Save for Word ............................................................................................................. 156
11.4 Comparing Word documents with MacroView DMF ............................................................. 156
11.5 Inserting a Text file, Link to a File or a Picture from SharePoint .......................................... 158
11.6 Local Word, Excel and PowerPoint Customization Templates ............................................. 159
12.
Working in Adobe Reader and Adobe Acrobat ............................................................................... 160
12.1 Saving a PDF from Adobe Reader or Acrobat ...................................................................... 160
12.1.1 Adobe Reader is supported to version X only.......................................................... 161
12.1.2 Adobe Reader X / Adobe Acrobat X special requirement ........................................ 161
12.2 Re-Saving a PDF that has been opened from SharePoint with DMF................................... 161
13.
Working in Windows Explorer ......................................................................................................... 162
13.1.1 Uploading Files ........................................................................................................ 162
13.1.2 Uploading More than 50 Files .................................................................................. 162
13.1.3 Send To, SharePoint Upload ................................................................................... 163
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13.1.4 Upload Warning: ‘A file already exists’ but you can’t see it ..................................... 164
13.1.5 Drag and Drop to MacroView DMF Explorer ........................................................... 165
13.1.6 Drag and drop to MacroView Pane in Microsoft Outlook ......................................... 165
13.1.7 Drag and drop to <SharePoint> Favorite Folder in Microsoft Outlook ..................... 165
13.2 Automatic Capture of Original Metadata ............................................................................... 165
13.3 Blocked File Types ................................................................................................................ 165
13.4 Maximum File Size on Upload .............................................................................................. 165
14.
Working with Office 365 / SharePoint Online .................................................................................. 166
14.1.1 Restricted Functionality ............................................................................................ 167
14.1.2 Reduced Performance ............................................................................................. 167
14.1.3 Registering an Office 365 Server ............................................................................. 167
15.
Customizing Your MacroView DMF Experience ............................................................................. 168
15.1 Configuring the MacroView Pane in Outlook ........................................................................ 168
15.1.1 MacroView Pane Mode Buttons ............................................................................... 168
15.1.2 Reducing the screen area occupied by the MacroView Pane Mode buttons .......... 169
15.1.3 Changing the order of the MacroView Pane Buttons ............................................... 169
15.2 Location of MacroView Pane ................................................................................................ 171
15.3 Quick Access Toolbar ........................................................................................................... 172
15.4 DPI Scaling ........................................................................................................................... 173
15.5 Configuration Options ........................................................................................................... 173
15.6 Language .............................................................................................................................. 174
15.7 Customizing the Right-Click menu ........................................................................................ 174
15.7.1 Adding third party customizations to the right click menu ........................................ 174
15.8 Shortcut key summary .......................................................................................................... 175
16.
Optional Modules and Other Products ............................................................................................ 176
16.1 MacroView DMF Optional Modules ...................................................................................... 176
16.2 MacroView Enhanced Document Level Security (EDLS) ..................................................... 176
16.2.1 Ensuring documents tagged ‘Private’ are accessible when a person leaves .......... 177
16.3 MacroView Unique Document Numbering ............................................................................ 177
16.4 MacroView Advanced Office Integration ............................................................................... 178
16.5 MacroView Client / Matter Integration (CMI) ......................................................................... 180
16.5.1 MacroView Advanced Document Profiling (ADP) .................................................... 182
16.6 MacroView Email Handler ..................................................................................................... 183
16.7 Other MacroView Products ................................................................................................... 183
16.7.1 MacroView Standardiser .......................................................................................... 183
16.7.2 MacroView Migration Services ................................................................................. 184
16.7.3 MacroView ClauseBank ........................................................................................... 185
16.7.4 MacroView Precedent .............................................................................................. 185
17.
Getting Help .................................................................................................................................... 186
17.1 Resources ............................................................................................................................. 186
17.1.1 Documentation ......................................................................................................... 186
17.1.2 MacroView Website, Knowledge Base, and Support forum .................................... 186
17.1.3 Enhancements and Customizations ........................................................................ 186
17.1.4 SharePoint Design for Document Management ...................................................... 186
17.2 Logging a support call ........................................................................................................... 187
17.2.1 Who to call................................................................................................................ 187
17.2.2 What Version? .......................................................................................................... 187
17.2.3 Error Messages ........................................................................................................ 188
17.2.4 Trace Files................................................................................................................ 189
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User Guide
Introduction
Microsoft SharePoint® 2007, 2010 and 2013 provide a range of functionality for
storing and managing documents, emails and other files. MacroView Document
Management Framework (MacroView DMF™) extends the document
management capabilities of SharePoint by dramatically improving the
integration with SharePoint of Microsoft Office®, Microsoft Windows®, Adobe
Reader® and Adobe Acrobat®.
MacroView DMF ‘stands on the shoulders’ of Microsoft SharePoint, in that it
does not change how files or their metadata are stored in SharePoint. What
MacroView DMF does do is significantly improve the user experience of
SharePoint as a document and email management platform.
1.1
Full-Function Document Management
MacroView DMF (formerly known as MacroView WISDOM DMF) enables the
creation of document management solutions that have the features offered by a
traditional document management system, but which also have the added
functionality and cost effectiveness of SharePoint.
A key feature of MacroView DMF is its tree-view display of the hierarchical
structure of a SharePoint document store. That DMF tree-view is available
where you work – e.g. in Microsoft Outlook, Microsoft Word, Adobe Reader –
and makes visualizing and navigating a SharePoint document store as familiar
and intuitive as viewing and navigating a File Share with Windows Explorer or
an Outlook folder structure. This tree-view makes it much easier for users to
move to SharePoint from previous file and email management environments.
See Sections 2 and 3 for details on how MacroView DMF assists in viewing,
browsing and navigating a SharePoint document store.
MacroView DMF streamlines searching for documents in SharePoint, based on
their content and / or metadata. See Section 4 for details.
A real strength of MacroView DMF is its excellent support for metadata in
SharePoint. As it saves documents, messages and other files to SharePoint,
MacroView DMF consistently captures metadata (profiles), thereby ensuring
flexible, successful searching using SharePoint Search. Section 5 describes
how MacroView DMF improves the user experience when capturing metadata
Details of other document management capabilities of MacroView DMF can be
found in Sections 6 and 7.
Section 8 describes how MacroView DMF assists with creating new Document
Libraries and Folders and other tasks related to managing a SharePoint
document store.
Section 9 describes how MacroView DMF assists in working offline with
documents that are being managed in SharePoint.
The remaining sections of this User Guide describe how DMF assists when you
are working in Microsoft Outlook, Microsoft Word / Excel / PowerPoint, Windows
Explorer and Adobe Reader / Adobe Acrobat.
1.2
Email Management
The excellent integration of MacroView DMF with Outlook means that DMF is
the best-available tool for SharePoint-based email management solutions.
Thanks to that same integration you can use Outlook as the user-interface for
general document management tasks – not just email management.
MacroView Message (formerly known as MacroView WISDOM Message) is
the subset of MacroView DMF that runs in Outlook and which offers a costeffective alternative for organizations that are looking just to manage their email
messages in SharePoint. This product has its own User Guide.
See Section 10 for details on how MacroView DMF can help you to work in
Microsoft Outlook to manage documents and emails.
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1.3
User Guide
MacroView DMF Explorer
MacroView DMF also includes MacroView DMF Explorer, which is a Microsoft
Windows application that is installed as part of MacroView DMF and allows you
to view and manage your SharePoint files using a familiar Windows Explorerstyle interface. With MacroView DMF Explorer you can drag and drop to move
or copy one or more files from one SharePoint location to another or from a
Windows folder into SharePoint. MacroView DMF Explorer also lets you
rename, delete, manage permissions, view version history, download and open
files stored in SharePoint. Detailed descriptions and screen shots of DMF
Explorer can be found throughout this User Guide.
1.4
Designed to Handle Volume
MacroView DMF is a .NET application. It is designed to effectively and
efficiently handle very large SharePoint-based document stores. Note that the
MacroView DMF tree-view will display almost all possible structures of a
SharePoint document store – including those with deeply nested folders trees
and extensive use of broken permission inheritance.
The fact that a structure displays in MacroView DMF should not be taken to
imply that that structure is optimal in terms of volume handling, searchability or
ease of use.
Contact MacroView Professional Services ([email protected]) to
discuss an optimal design for your SharePoint document store.
1.5
Client / Matter Centric Operation
MacroView DMF benefits from MacroView’s extensive experience with the
development of custom document automation solutions and integration with
traditional DM systems in law firms and legal departments.
MacroView DMF Professional for Law Firms and MacroView DMF
Professional for Legal Departments bundle MacroView DMF with various
additional modules that are relevant to a legal environment. MacroView DMF
Professional for Law Firms includes the Matters tab, which allows a user to
browse the files related to a Matter by selecting the Client and Matter directly
from an external database (such as a Practice Management or CRM system),
and so is particularly relevant to a law firm that is moving from a traditional DM
system. The Matters tab is shown in a number of the screen shots in this User
Guide.
See Section 6.11 for more details on the Matters tab. See also Section 16 for
more on the additional components that can be added to MacroView DMF to
extend its functionality.
1.6
SharePoint Versions / Office Versions / Operating Systems
New features in
MacroView DMF v7.7
are marked with the
7.7 icon as below:
MacroView DMF supports Servers running SharePoint 2010 & 2013
(Foundation, Server or Office 365 / Online) or SharePoint 2007 (MOSS or
WSSv3). See Section 14 for details of using MacroView DMF with Office 365.
At the Client MacroView DMF v7.5 supports Microsoft Office 2013, 2010 and
2007, running under Windows 8, Windows 7 or Vista.
The majority of screen shots in this User Guide are taken on a Windows 7 PC,
running Office 2010 or 2013. The DMF language setting is English (US).
See MacroView DMF Installation and Configuration Guide for information on
other installation options and configuration settings.
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1.7
User Guide
Windows Look and Feel
MacroView DMF complies with the Microsoft ‘Fluent Ribbon’ guidelines.
See Section 15.1 for details of how you can take advantage of the new Fluent
Ribbon user interface to maintain a personal Quick Access toolbar.
Behind the scenes a Windows system tray application called the MacroView
DMF Local Service plays a key role in ensuring that the MacroView DMF UI is
generated efficiently. The MacroView DMF Local Service:
Handles all interaction between the client and the MacroView DMF web
service required to maintain the state of the DMF tree-view across all
client-side applications. When you navigate to a new site in Outlook and
then jump to an open Word application, you see the same site selected in
the MacroView tree display.
Caches details of the most recently displayed file list, so that this list can be
displayed quickly.
Caches Recent and Favorites information to speed up the display of these
modes.
Caches the structure of document libraries to speed the display of the
MacroView DMF profiling dialog.
1.8
Certifications and Reviews
MacroView was a finalist in the Microsoft 2009 Information Worker Solutions
Partner of the Year and is a Microsoft Partner with a Gold Independent
Software Vendor competency.
As part of gaining Microsoft accreditation as an Independent Software Vendor
the MacroView DMF software has been independently tested by Veritest
(www.veritest.com).
The MacroView DMF code has successfully been checked for security risks by
Fortify.com, an independent code review specialist.
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2.
2.1
User Guide
Browsing the SharePoint Document Store
Intuitive Tree-View of SharePoint
MacroView DMF provides a tree-view display of your available SharePoint
environment. This tree-view is key to MacroView DMF being a more intuitive
way of viewing and working with a SharePoint document store. The MacroView
DMF tree-view will be familiar if you have experience using Windows Explorer
as a way of viewing and working with documents and files stored in file shares.
The MacroView DMF tree-view will also be familiar if you are accustomed to
working in Outlook.
MacroView DMF is designed to have good performance when displaying and
navigating very large SharePoint environments (see Section 3 for more details).
A SharePoint document store is organized into a hierarchy of areas. Each
SharePoint Server can have multiple Site Collections, which in turn have
multiple Sites. Each Site can have multiple sub-Sites and one or more
Document Libraries. Each Document Library can contain SharePoint Folders,
which can themselves be arranged into a nested tree structure, and Document
Sets.
In addition to displaying the hierarchy of storage areas, DMF also displays the
files in each Document Library, Folder, or Document Set – arranged into Views
as defined in SharePoint. For more details see Section 2.5.1.
The DMF tree-view is displayed:
In the Browse mode of the MacroView Pane - a new Pane that appears at
the bottom left of the Mail window of Outlook when MacroView DMF is
installed on the client PC. Note that this pane was labelled SharePoint in
older versions of MacroView DMF.
In the Browse mode of the DMF dialog that appears in a number of places
in Microsoft Office, in Adobe Reader / Adobe Acrobat and in a Windows
application called MacroView DMF Explorer. Note that this was labelled
SharePoint in older versions of MacroView DMF.
Figure 1: Outlook 2010 with MacroView pane in Browse mode displaying a tree-view of a SharePoint Document Store.
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Figure 2: Browse mode in MacroView DMF Explorer displaying a tree-view of a SharePoint Document Store.
2.1.1 SharePoint Server Support
MacroView DMF tree-view can display the full structure of a SharePoint
document store – including a document store that has multiple servers. The
server(s) in a DMF tree-view can run under any one of the following:
SharePoint Server 2013
SharePoint Foundation 2013
SharePoint Server 2010
SharePoint Foundation 2010
Microsoft Office SharePoint Server (MOSS)
Windows SharePoint Services v3.
SharePoint Online servers available via Office 365 are also supported.
The various servers are registered to MacroView DMF by selecting Options
within the File menu of any DMF screen dialog, then choosing the Servers tab.
Group Policy can also be used to roll out server registrations. Technically each
Server is a SharePoint Web Application.
Note Not all DMF v7.7 functionality is available to SharePoint Foundation.
Functionality such as Search and BDC that was not available/supported in the
free version of SharePoint 2007 is not supported by DMF 7.7 for SharePoint
Foundation 2010 or 2013.
Note If you right-click an unselected node within any MacroView DMF treeview display, the node remains unselected.
Figure 3: File tab of a DMF screen dialog (Save As to SharePoint). Note Options
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Figure 4: Servers display in File, Options dialog of MacroView DMF.
2.1.2 Drilling Down Through the SharePoint Site / Library / Folder Tree
DMF will display the
icon adjacent to a node in the tree-view to indicate that
you have permission to access some document content that is located in the
corresponding area of the SharePoint document store, or in an area nested
within that area.
Clicking the
icon expands that node in the tree-view. The icon will then
change to
. By clicking the
icon collapses that node in the tree.
Standard SharePoint icons are used to represent Servers, Sites, document
libraries, etc. in the tree-view display
When the user clicks to expand a Server in the DMF tree-view, DMF will show
the root sites for all the Site Collections in that Server. As you click to expand
from the root sites of Site Collections you will see all nested Sites and sub-Sites
and Document Libraries and ultimately Document Sets, Folders and SubFolders.
2.1.3 Respects SharePoint Permissions
MacroView DMF respects the SharePoint permission model – via the DMF
tree-view you will not see or be able to access any content that you would not
1
have been able to see or access by using the SharePoint web browser UI.
The Browse tab
provides an intuitive
tree-view of all parts of
the SharePoint
document repository
that you have
permission to access.
DMF will display a node in the tree structure provided that you have access
permission to some content located in that node, or one of its nested nodes.
DMF displays intermediate nodes (where you do not have permission to any
content) so that you can navigate down the tree to the content that you are
permitted to access.
Areas of the tree for which you have only Read permission are shown in faded
colors. Areas where you have Write access are displayed in full color.
1
MacroView DMF will display areas of the SharePoint document store for which your access permission is Restricted
Read, but you will not be shown any documents stored in these areas.
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2.1.4 Personal Sites
Each Personal Site is implemented as a Site Collection. MacroView DMF will
display only the Personal Site Collections that relate to your Colleagues as
defined in SharePoint. This is to avoid excessive numbers of Personal Sites in
a large organization.
Generally these Personal Sites will be faded color because you will only have
Read permission to Libraries and Folders that they contain. Your own My Site
will be in full-color, indicating that you have Read / Write access.
Figure 5: My Sites for two colleagues - faded color indicates read-only access.
By using the Document-Level Security feature of SharePoint it is possible to
restrict access to individual files in a document library or folder for which you
have access permission. If you do not have permission to a file, it will not be
displayed by MacroView DMF.
2.1.5 Refreshing the Tree
In sites or libraries with a lot of activity the tree can change quite frequently as
users add folders and document sets, even libraries and sites. A tree node with
recent changes will be indicated with a refresh icon . Right click on the tree
node and choose Refresh or press F5. This will refresh the DMF tree-view
display with any sites and libraries that are newly created or for which you have
recently been granted access permission.
Note that the refresh icon will only appear when you start to use (click in) a
section of the tree that has changed.
Figure 6: Document Library with additional folder – before and after Refresh
The tree refresh is not done automatically because the process of refreshing the
tree-view can, on occasion, use a lot of server resource slowing things down for
other users. MacroView DMF alerts you to changes in the part of the tree that
you are working on, but only refreshes the tree when you cause it to.
2.1.6 Caching for Performance
The first time you click on a particular site to expand it, the loading icon (see
left) may appear while all the items in the site are retrieved from the SharePoint
server. The default configuration is that information about the structure of the
SharePoint tree down to document library level are cached at the Client PC.
This speeds up the subsequent display of the SharePoint tree-view.
This caching is assisted by the DMF web service on the SharePoint server
which, among other things, dynamically keeps track of changes to the tree. In
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certain circumstances, server side caching can further improve performance.
However deciding whether to use server side caching is not a simple matter so
contact MacroView Professional Services ([email protected]) for
assistance.
2.1.7 Root Site Collection
MacroView DMF expects that there will be a Site Collection located at the root
of each Web Application. For example if a Web Application has the URL
http://sp2010 then http://sp2010/ must be a valid Site Collection.
MacroView DMF does NOT currently support host-named site collections.
2.1.8 Changing the Width of the Tree-View Pane
To change to width of the tree-view pane hover over the divider bar between the
tree-view pane and the file list until the icon (see left) appears, then drag the
icon to left or right.
2.1.9 Suppressing Display of ‘Furniture’ Nodes
Each SharePoint environment will contain a number of ‘standard’ Site
Collections and Document Libraries that are required for the operation of
SharePoint features, but which are not meant to be used as areas in which to
store general documents or files. The display of these ‘Furniture’ nodes in the
DMF tree-view can be suppressed in SharePoint Central Administration.
Be careful to select the correct Web Application. See the MacroView DMF
Installation and Configuration Guide for more details.
Note that some options (e.g. Server Side Caching) no longer appear in this
configuration page. Contact MacroView Professional Services
([email protected]) for assistance regarding these options.
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Figure 7:
MacroView DMF Server Settings page for a selected Web Application
- note Libraries to ignore and Site Collections to ignore.
2.1.10 Meeting Workspaces, Asset Libraries, and other Non-Document
SharePoint sites and Libraries
MacroView DMF focuses on supporting the SharePoint components that are
normally used for document management including document libraries within
team sites, publishing sites, document centers, blank sites, etc.
Some other types of sites and lists will display in the MacroView tree-view, but
their operation via MacroView DMF will typically be restricted. For example
Meeting Workspaces (deprecated in SharePoint 2013 in favor of Team Sites)
have repeating events that must be managed through the SharePoint browser
user interface. Another example is Asset Libraries, wherein video files are
managed by SharePoint 2013 as a type of document set rather than as a file.
However you can work with all site and list types in Microsoft Outlook. Unless
the MacroView DMF setting called Disable navigation to Site home page in
Outlook Explorer is disabled, clicking on a site in the MacroView Pane will
display the site’s front page in the main Outlook pane (where emails and the
DMF file list are displayed). The site can then be navigated as if you were in a
web browser, meaning you can access the full site in this way while using
MacroView DMF to manage the associated documents.
2.1.11 Form Libraries
MacroView DMF displays Forms Libraries in its tree-view. Double-clicking an
entry in a Forms Library will cause the relevant form to open in InfoPath (if
installed on the client PC) or otherwise in the web browser.
2.1.12 Picture Libraries
MacroView DMF displays Picture Libraries in its tree-view. DMF will list the files
in a Picture Library and can also display thumbnail Views.
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2.1.13 Lists
MacroView DMF is designed for document management. It does not include
SharePoint Lists in its tree-view display.
In Microsoft Outlook when you click on a Site in the DMF tree, MacroView DMF
will display the front page of the Site in the right pane of Outlook. The site can
be navigated as if you were in a web browser, meaning you can access lists this
way.
2.2
Metadata Navigation
SharePoint 2010/13 Document Libraries can be defined to allow navigation on
the basis of metadata. This navigation filters and groups the objects in a
document library based on their value of:
Content Type
Single-valued Choice columns
Managed Metadata columns
Name of the Folder in which they are stored
Multiple such drill-downs can be defined for a Library. All these forms of
metadata-based navigation are supported by MacroView DMF.
The resulting groups of files in a Document Library are sometimes referred to as
‘Virtual Folders’ – the files are grouped based on the values of their metadata
rather than by storing them in physically separate Folders within the Library.
Figure 8:
Metadata navigation based on the value of managed metadata column called Document Type.
File list displays documents that have Analysis as the value of this column.
In the above screen shot the Managed Metadata column Document Type is
based on a Hierarchical Term Set. You can drill down through the levels in the
Hierarchical Term Set by using the MacroView DMF tree-view. For each level
in the Hierarchy, DMF will list the files that contain the selected metadata value
in the Managed Metadata column.
This is similar to using Metadata Navigation in the web browser UI for
SharePoint 2010/13. However the advantage of MacroView DMF is that it also
displays the complete structure of the SharePoint document store from the
Server level right down to the bottom level of a Hierarchical Term Set.
From DMF 7.7 onwards the Folders node only displays above the managed
metadata navigation area if folders actually exist in the library.
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2.3
User Guide
Key Filters
In a SharePoint 2010 or 2013 Document Library suitably authorized users can
define Key Filters, which enable efficient filtering of files that are displayed in the
current View, based on one or more of their metadata values. The following
types of metadata can be used:
Content Type
Number
Choice
Date
Person / Group
Managed Metadata (based on a Hierarchical Term Set)
MacroView DMF supports all these types of Key Filters except Date.
MacroView DMF displays the Key Filters when you click the Filter button in the
Library tab of the Home ribbon, adjacent to where column filters can be
selected.
Like the web browser UI of SharePoint 2010/13, MacroView DMF allows
simultaneous use of Metadata Navigation and Key Filters.
The browser UI of SharePoint 2010/13 does not allow the same metadata
column to be used simultaneously for Metadata Navigation and as a Key Filter.
However this simultaneous use of the same Managed Metadata column is
supported by MacroView DMF. An example of where this capability is relevant
is when using a Managed Metadata column based on a Hierarchical Term Set.
You can navigate part way down the hierarchy (e.g. to North America) and then
use that same Managed Metadata column in a Key Filter – e.g. to select
specific value that occurs lower down in the hierarchical taxonomy (e.g. New
York) The resulting effect is akin to a Cascading Lookup.
Figure 9: Metadata column Content Type defined as a Key Filter
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When you click on that Library in a DMF tree-view, you will be able to select the
Library mode tab from the DMF ribbon. Selecting Library displays New, Find
and Views groups.
Figure 10: MacroView DMF Ribbon with Library tab selected.
Clicking Filter displays the filter dialog, which enables filtering on columns in the
library and also on any Key Filters that have been defined.
Figure 11: Filter dialog contains both column filters and any Key Filters that have been defined.
When you click OK the selected Key Filter is applied.
Figure 12: Library with Key Filter Content Type = Email – only items with Content Type Email are displayed.
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MacroView DMF supports the simultaneous use of Key Filtering and Metadata
Navigation. In the following screen shot the file list has been filtered by Content
Type and by using Metadata Navigation based on the value of Document Type:
Figure 13: Using both Metadata Navigation (Document Type = Agreement) and a Key Filter (Content Type = Email).
The MacroView DMF Filter dialog also supports filtering on columns as well as
by Key Filters.
Figure 14: Filtered by Name contains flowers and Key Filter ContentType = Email
You can also apply a filter to a column by right-clicking that column.
Filters are removed when you click the Clear button in the Find group.
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2.4
User Guide
Folders and Document Sets
The MacroView DMF tree view displays any Folders or Document Sets that are
present in a SharePoint 2010/13 Document Library, If that library has Metadata
Navigation defined (see Section 2.2 ) the Folders and Document Sets are
displayed under a special heading node called ‘Folders’. This allows the user to
distinguish the physical Folders in the Library from the virtual folders created by
using Metadata Navigation.
MacroView DMF displays Document Sets with the same icon as is used in the
web browser UI of SharePoint 2010/13.
When you click on a Folder or Document Set MacroView DMF displays the
documents currently stored in that container.
Figure 15:
Library with nested Folders and three Document Sets.
Contents of Proposal 201 Document Set currently displayed in file list.
You can save documents and emails to a Folder or Document Set using the
same techniques as for saving to a Document Library.
MacroView DMF lets you create new Folders or Documents Sets by rightclicking on a Document Library provided that the library has Folder and / or
Document Set Content Types defined in it.
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2.4.1 Displaying Properties of Folders and Document Sets
You can define a View in a Document Library that displays Folders or
Document Sets and their metadata. This metadata can be filtered and sorted.
Figure 16: Proposals view shows Document Sets and their metadata.
2.4.2 Display of Folders and Document Sets in the File List
MacroView DMF will display Folders in the file list (as well as in the tree) if the
Show folders in file list option is ON (checked). This option is visible when you
go to the File menu in a MacroView DMF screen dialog and choose File,
Options, Appearance.
Document Sets are displayed in the MacroView DMF file list in much the same
way as it displays documents – i.e. if the View is sorted in descending order, the
most recently modified document or document set will appear at the top of the
list, immediately under any Folders.
The screen shot below shows a Library that contains a folder called Archived
and three Document Sets (Proposal 201, Proposal 301 and Proposal 401). The
Word document called MacroViewMessage.docx was updated after the
document sets were added to the library. The View is sorted in descending
order of Modified Date, so MacroViewMessage.docx appears at the top,
immediately under the Archived folder.
Figure 17: Library with a Folder and three Document Sets – sorted in descending order of Modified.
Double clicking on a Folder or a Document Set in the file list updates the file list
to display the contents of that Folder or Document Set.
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2.4.3 Displaying large numbers of folders or document sets
SharePoint has an in-built limit called the List View Threshold (LVT) which is
designed to prevent undue performance impacts when a user attempts to
display a view of a SharePoint container (library, folder, document set) that
contains a large number of items. The LVT can impact on the display of
document sets and folders in the MacroView DMF file list. For more information
about the impact of the LVT on the MacroView DMF file list see Section 2.5.3.
Note that Filter Folders command of MacroView DMF operates successfully in
the MacroView tree view display, even when a document library contains more
than the LVT number of document sets or folders, or a folder contains more
than the LVT number of sub-folders.
Figure 18:
MacroView DMF enables you to navigate efficiently in a library containing 50,000 Document
Sets
Contact MacroView Professional Services ([email protected]) for
advice in relation to designing your SharePoint document store to avoid the List
View Threshold.
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User Guide
Browsing Files in SharePoint Libraries
When you click on a Document Library or Folder in the DMF tree-view,
MacroView DMF will display the default view of that library in the right pane. On
initial display, the default View and sort orderings are as defined in SharePoint.
2.5.1 Document Library Views
MacroView DMF will display a drop down list of all Views that have been
defined for that Document Library. That drop down is available when the Library
tab is selected in the MacroView DMF ribbon.
Figure 19: Views drop down list - DMF Explorer ribbon in Library tab.
To display the full list of available Views, click the
icon.
Figure 20: MacroView DMF displays a list of Views defined for a Document Library
2.5.2 ‘Per-Location’ Views
MacroView DMF supports ‘Per-Location’ views (when configured) for a library
or folder, or elements of a metadata navigation hierarchy.
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2.5.3 Displaying Views that Contain a Large Number of Documents
SharePoint has an in-built limit called the List View Threshold (LVT) which is
designed to prevent undue performance impacts when a user attempts to
display a view of a SharePoint container (library, folder, document set) that
contains a large number of items. If displaying the view requires SharePoint to
process more than the LVT number of items, SharePoint automatically looks at
only the LVT most recent items.
When the LVT is exceeded the native SharePoint web browser UI displays a
message: “Displaying only the newest results below”.
Figure 21:
SharePoint message indicating the LVT has affected the ability of SharePoint to return all your results
This is dangerous when SharePoint is being used for document management or
email management – older documents are simply not displayed. To avoid this
potential confusion, when the LVT is exceeded MacroView DMF returns no
results and displays a message “Unexpected error. The attempted operation is
prohibited because it exceeds the list view threshold. Please contact your
administrator.”
Figure 22: MacroView DMF message indicating the LVT has affected the query results
If a document library contains a large number of items, views of that library
should be based on columns that are indexed. This applies to columns used for
filtering and sorting. It also applies to display columns, because the user might
click to sort by one of these columns.
Contact MacroView Professional Services ([email protected]) for
advice in relation to designing your SharePoint document store to avoid the List
View Threshold.
2.5.4 Refreshing the File List
If you cannot see the particular File or Folder you want to open, right click in the
File List and choose Refresh. This will refresh the File List display with any
Files or Folders are newly created or for which you have recently been granted
access permission. The Refresh function can also be activated by pressing F5
or simply by clicking on the displayed node in the tree view.
2.5.5 ‘Group By’ Views
MacroView DMF will show SharePoint ‘Group By’ Views in the list of available
Views. DMF will display these in the same way that SharePoint does in the web
browser UI. Multiple levels of “group by” are displayed cleanly and files in Group
By Views are in the same order as they would appear in the SharePoint web
browser UI.
Note that if you are using SharePoint 2010 or 2013 an alternative approach is to
use Metadata Navigation (see Section 2.2).
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Figure 23: Group By view with two levels – Product and Release
2.5.6 “Show all items without folders” feature
MacroView DMF supports most features of SharePoint Views, however one it
does not support is “Show all items without folders”. MacroView DMF will
always “Show items inside folders”.
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2.6
User Guide
Right-Click Menu for DMF File List
A key advantage of MacroView DMF is that File Lists are displayed using
Windows rich-client technology, rather than just as they would be in a web
browser. As a result a comprehensive menu of actions is conveniently available
when you right-click on an item in a DMF File List.
Note that the list of options displayed depends on the permissions that you have
to that file (options requiring update of the file are not displayed if you have only
Read permission) and on the features that have been activated for the Site or
Site Collection.
Figure 24: Right-click menu for a file in a DMF File List
2.6.1 Ribbon Buttons for a File in a DMF File List
When a file is selected in a DMF file list, relevant buttons are enabled on the
Home tab of MacroView DMF ribbon:
Figure 25: MacroView DMF Ribbon buttons - relevant buttons enabled when a file is selected
In the following paragraphs, the relevant buttons from the ribbon are depicted
next to the description of each option in the right-click menu.
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2.6.2 Right-click Options
Open – Opens the file from SharePoint into the relevant application.
Checks-out the file as it is opened into Microsoft Office.
Open Read-Only – opens the file from SharePoint in Read-only mode in
the relevant application. The Read-Only is Server mode, with the result that
in Microsoft Word, Excel and PowerPoint 2007 / 2010 a bar will display at
the top of the document containing an Edit button. Clicking this button will
place the document in Read / Write mode but not check it out. If the Library
is defined as Require Checkout, then you will be prompted to Check Out.
Open Version – (ribbon) only available in libraries that have versioning
defined. Displays a list of available versions of the file, with the current
version at the top. Other versions can be opened Read-only.
Version History – displays a dialog that lets you see a summary of all
available versions, together with commands for deleting versions. Previous
versions of MacroView DMF provided a View History option that jumped
you to the Version History page in the web browser.
Figure 26: Version History dialog
Check Out – greyed out when the file is already Checked Out.
Check In – greyed out when the file is Checked In.
Discard Check Out – greyed out when the file is Checked In.
Compare Documents – Lets you select and compare two different Word
documents. See Section 11.4
Download – prompts you to choose a non-SharePoint location (e.g. C:
drive or Removable Disk) and creates a copy of the file in that location.
Take Offline – Used for taking files offline when you are away from the
office. It only appears if you are NOT using SharePoint Workspace or
SkyDrive Pro to synchronize documents for off line use. See Section 9.2
for more details.
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Print – prints a copy of the file to your default Windows printer. Displays a
warning message if the file is Checked Out.
Figure 27: Warning message when file that you propose to Print is Checked Out.
Send as, File / Send Attachment (ribbon) – creates a new email
message with the selected file(s) already inserted as an attachment.
Displays a warning message if the file(s) are Checked Out.
Figure 28: Warning message when file that you propose to Send As is Checked Out.
Send as, Link / Send Link (ribbon) – creates a new email message that
already contains a hyperlink to each file in its SharePoint location. The
links to files appear one per line. It displays a warning message if the file(s)
are Checked Out (see Figure 26). It can optionally also insert the unique
Document ID for the file(s). See Section 10.9 for details on inserting
hyperlinks to documents in SharePoint.
If the configuration setting UseProtocolHandlerForLinks is ON, the
generated hyperlink will contain a dmf: prefix. This will cause the DMF
Protocol Handler to process the hyperlink when it is clicked, opening the
document in the relevant application as if the document had been opened
using MacroView DMF. See Section 11.1.6.
The display text for the generated hyperlink is controlled by the following
two configuration settings – UseDisplayTextForInsertLink and
OutlookInsertInfoToAttachmentFileName. See MacroView DMF Installation
and Configuration Guide.
Cut – useful for moving files.
Copy – useful for copying files.
Paste – useful for copying and moving files.
Copy as Link – Copies URL for the selected file to the clipboard.
Delete – useful for managing files.
Rename – useful for managing files.
Restore selection – Available when viewing the recycle bin – see
Section 2.7.
Delete selection – Available when viewing the recycle bin – see
Section 2.7.
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Manage Permissions – If the optional MacroView Enhanced Document
Level Security module is installed, the Manage Permissions icon will
appear at the left bottom of the Properties display. See Section 6.6.1 for
more details.
Compliance – convenient access for in-place declaration of the file as a
Record and / or for applying / removing a Legal Hold to the file. Greyed out
unless SharePoint 2010 Records Declaration feature is activated for the
Site Collection or one or more Legal Holds are defined for the Site. See
Section 6.5.1 for more details.
Figure 29: Right-click, Compliance option, showing sub-menu.
Figure 30: Compliance Details dialog - note file already has at least one Hold applied.
Audit – displays recent usage activity for this document, including viewing,
updating, etc. Recent activity is displayed in a grid (see sample below) in
descending date order (i.e. most recent action at the top). This grid can be
copied to the clipboard.
Figure 31: Audit History display - note most recent activity is at the top.
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Note that the activity details are retrieved from the SharePoint Audit Log.
The Audit option will be grayed out unless a) SharePoint Audit Logging is
turned on for the Site Collection and b) MacroView DMF setting Enable
user access to Audit information is ON. See Section 6.10 for more details.
Refresh – retrieves and displays up-to-date metadata for the file.
Keyboard: You can key F5 to refresh.
Properties – displays and allows convenient editing of the metadata
properties of the file and also displays a formatted preview of the file.
The General tab displays those metadata properties that can be edited. To
edit a value, tab to or select the relevant control. You can also change the
selected Content Type if the library has multiple Content Types.
Figure 32: Right-click, Properties screen display. Default General tab selected.
The Details tab is a read-only display of all metadata properties for the file,
including those that cannot be edited.
Figure 33: Right-click, Properties screen display. Details tab selected.
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The Preview tab displays a formatted preview of the first page of the file.
Note that this preview is generated efficiently at the server – the complete
file does not need to be downloaded in order to generate the preview.
Figure 34: Right-click, Properties screen display. Preview tab selected.
2.6.3 Previews of Files
With release 7.7 the MacroView DMF the Preview Pane in DMF and Outlook
has taken a great leap forwards. When you select a file in the file list a
formatted preview of the whole file is available in the Preview Pane.
You can:
move through the pages of the preview
print the preview
find text in the current page of the preview
select and copy text in the preview
zoom in and out
view full size, page width, whole page, even two pages.
A ‘summary’ Preview showing just the first page is also available when viewing
the Properties for a document (right click a file and select Properties).
Enabling Preview Pane:
for DMF Explorer toggle the icon in the bottom right
for Outlook uncheck the Options setting in the MacroView tab of the ribbon:
Options – Office – Disable preview pane in Outlook.
File types supported:
MacroView DMF Preview will display a formatted preview of most file types
stored in SharePoint document libraries – e.g. Emails in MSG format, Word
documents, Excel spreadsheets, PowerPoint presentations, PDFs, PNGs,
JPGs, GIFs , etc.
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Previews of MSG files stored in SharePoint show any attachments to the email
as hyperlinks. Clicking on one of these hyperlinks causes the attachment to be
extracted from the email message and displayed in the relevant application.
Preview Performance:
A preview is generated efficiently at the server – the complete file does not
need to be downloaded in order to generate the preview. Previews may be slow
to generate after a period of inactivity on the Server, such that the MacroView
DMF web service ‘quiesces’. Subsequent previews should be much quicker.
Figure 35 Preview of selected MSG file in which attachment is displayed as a hyperlink.
2.6.4 Sorting by a Column
Clicking on the name of a column will cause entries to be sorted in order of that
column, toggling between ascending and descending order. Clicking the column
name again reverses the sort ordering.
MacroView DMF displays an indicator of sort direction.
Figure 36:
MacroView DMF displays a Sort Direction indicator - Modified column is sorted in descending
order.
2.6.5 Paged File List Display
MacroView DMF automatically ‘chokes’ the file list that it displays in the right
pane and displays it in multiple pages. This is to ensure efficient use of
bandwidth and good response times when viewing a document library that has
a very large number of files.
MacroView DMF retrieves details for ‘N’ files at a time, where ‘N’ is the value of
the MacroView DMF configuration setting Files in file list in the Appearance tab
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of the File, Options screen dialog. Note the minimum value for ‘N’ is 10. For
environments with ample available bandwidth MacroView recommends a
setting of up to 100 files.
Figure 37: File, Options, Appearance tab - note Files in file list setting of 50.
MacroView DMF provides an indicator at the bottom of the file list to show
which files are currently being displayed in the File List – e.g. ‘51 to 83’. If there
are more files present in the library, MacroView DMF also displays
and
indicators – by clicking these you page backwards and forwards respectively.
Figure 38: File List choked to show a maximum of 50 files -
indicates that more files can be browsed.
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2.6.6 Filtering the File List
The File Filter mechanism of MacroView DMF makes it easy to find the file or
files you need when you are working with a document library, document set or
folder that contains a large number of files. To apply a filter to a column,
position the cursor over the heading for that column – this will highlight the
column heading and reveal the icon. When you click the MacroView DMF
will display a box into which you can enter your desired filter criterion. When you
press Enter, the filter will be applied.
Figure 39: Filtering to display only documents whose version numbers contain 2.
Figure 40: Filter applied to library. Note
indicator is displayed for column being filtered.
Note that MacroView DMF evaluates the filtering at the server. This means that
MacroView DMF shows all entries in the document library that meet the filter
criterion, regardless of whether they would otherwise be displayed on the
current choked file list display. This ensures ease of use with minimal bandwidth
usage and maximum performance.
You can only filter by one column at a time. In other words applying a new
column filter automatically removes any existing column filter.
You cannot filter a column that is defined as type ‘Multiple Line of Text’.
You can filter by Content Type if it is a column in the view of the library.
However a limitation inherent in SharePoint means that you must match exactly
on the name of the Content Type. E.g. you will not find documents with Content
Type Emails if you enter emails or Email – you must enter Emails to filter
successfully.
You can also apply a filter to a column by selecting the Library tab in the ribbon
in MacroView DMF Explorer and choosing Filter.
Figure 41: Filter button on Library tab of MacroView DMF Home ribbon.
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Clicking the Filter button displays the following dialog:
Figure 42: Filter dialog with column filter and two Key Filters
2.6.7 Removing a Filter from a Column
To remove a filter from a column, position the cursor over the heading for that
column and click the
criterion and also the
icon. MacroView DMF will display the current filter
icon. Click the
icon to remove the filter.
Figure 43: Displaying current filter and icon to remove filter.
You can also remove a column filter by clicking the
icon in the Find group
on the Library tab on the MacroView DMF Explorer ribbon.
Figure 44: Find group, Library tab in MacroView DMF Explorer ribbon.
2.6.8 Key Filters in SharePoint 2010 Libraries
In a SharePoint 2010 Document Library you can also utilize Key Filters. See
Section 2.3.
2.7
Recycle Bin
To view the recycle bin for a site right click on a site node in the tree and select
Recycle Bin. This will display the recycle bin in a separate window. Selecting a
file or files and right clicking on the selection will present the Restore and Delete
Selection options.
Refresh via F5 or from the right click menu.
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Figure 45: Recycle Bin for a site as viewed from MacroView DMF
When a user looks in the Recycle Bin for a site, a user will see only the files that
he / she has deleted from libraries in that site – just like the SharePoint web
browser UI.
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3.
User Guide
Navigating the SharePoint Document Store
MacroView DMF provides a number of ways to efficiently navigate around a
SharePoint Document Store. These are efficient in that they reduce user effort
and also in terms of machine resources such as connection bandwidth.
MacroView DMF
efficiently supports
very large SharePoint
document stores.
These techniques are particularly relevant when the SharePoint document store
is large – which can often be the case in a large organization. MacroView is
committed to ensuring that MacroView DMF performs well in even very large
SharePoint environments e.g. in organizations with thousands of staff and many
millions of documents, messages and files. Even in cases where there are over
10,000 Site Collections, the MacroView DMF tree-view and file-list interfaces
deliver good performance and are easy to use.
The facilities that DMF provides to facilitate navigation are:
MacroView Favorites
Search Site Tree
Filter Sites and Libraries, Filter Folders
Filter Site Collections, Filter Site Collections by Favorites
Recent Files
Recent Locations
Navigate to URL
3.1
MacroView Favorites
3.1.1 Speeding up Navigation with MacroView Favorites
MacroView DMF lets you create Favorites which provide one-click navigation to
your frequently used, favorite Sites, Document Libraries or Folders.
MacroView DMF displays the sub-tree that lies below a Favorite site or
document library. For example if you make a Client site a Favorite, DMF will
display any sub-sites of that favorite site, any document libraries contained in
those site and sub-sites and any document sets and folder trees contained in
those libraries. You can drag and drop to save to any of these libraries,
document sets or folders, and click on these nodes to see the files they contain.
Figure 46: Favorites mode in MacroView DMF Explorer – displaying files in a document set within a favorite site
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You can view and work with your Favorite sub-trees in
MacroView DMF Explorer (see screen shot above)
Microsoft Outlook (2007, 2010, 2013)
MacroView screen dialogs displayed when you use Open from SharePoint
or Save as to SharePoint in Office 2007/2010
MacroView screen dialogs displayed when you click Open-MacroView or
Save/Save As – MacroView in Office 2013
Figure 47: MacroView screen dialog in Favorites mode when saving to SharePoint from Microsoft Word.
The MacroView pane in Microsoft Outlook includes a Favorites mode. Folders
corresponding to your favorite document libraries and folders in SharePoint
continue to be displayed in the Mail Folders pane. Favorite sites are not
displayed. See Section 3.1.6 for more details of Favorites mode in Microsoft
Outlook.
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Figure 48: MacroView Pane in Microsoft Outlook in Favorites mode displays the sub-tree for a favorite site.
3.1.2 Creating a New MacroView Favorite
To create a new Favorite in a MacroView DMF tree-view, right-click a node (a
site, document library, document set or folder) and select Add to Favorites. You
can also select the node and click the Add to Favorites button that appears in
the Home tab of the MacroView DMF ribbon.
Figure 49:
Adding a Folder as a Favorite using right-click approach in MacroView DMF Explorer.
Add to Favorites button in Home tab of the ribbon also highlighted.
MacroView DMF next displays a dialog that shows your existing Favorites, a
proposed name for the new Favorite and its URL. Note that the proposed name
is the name of a folder or document set, or the title of a site or document library.
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When you add a folder it now includes the document library name as well as the
folder name.
Figure 50:
Add to Favorites dialog - new Favorite ‘Sample Folder’ is prefixed by the library name
“10110 – Share Float”.
You can adjust the proposed name to make it unique or more meaningful.
Figure 51: Add to Favorites dialog - proposed name for new Favorite Folder highlighted.
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Figure 52: Adding a Document Library as a Favorite – proposed name for new Favorite is title of the Library.
Do NOT attempt to add a new Favorite by right-clicking the <SharePoint> node
within Outlook.
3.1.3 Hierarchy of Favorites
MacroView DMF Favorites can be arranged into Groups much like Favorites in
Internet Explorer.
In the Favorites tab, you can define new Groups of MacroView Favorites simply
by right-clicking on the Favorites top node or the name of an existing Group.
Figure 53: Creating a new top-level group of Favorites
Figure 54: Naming the new Group in the Favorites hierarchy
3.1.4 Refresh Favorites
You can refresh the display of MacroView Favorites by pressing F5 or right
clicking and choosing Refresh from the Favorites at any time you are located in
the Favorites mode of MacroView DMF.
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3.1.5 Favorites - Perform periodic cleanup
By ticking this option MacroView DMF will collapse the Favorite tree to the
highest node and compress the Favourites.xml file if the Favorites tree has not
been used for a specified period. By default the period is 30 days.
Figure 55: Option to collapse Favorites tree and compress Favourites.xml file
3.1.6 MacroView DMF Favorites in Microsoft Outlook
MacroView DMF automatically maintains a folder in Outlook called
<SharePoint> that has sub-folders corresponding to the document libraries,
document sets and folders that you have added as Favorites (or that have been
pushed to you as Favorites - see Subscriptions Section 3.1.8, below). Note that
favorite sites do not appear in the Outlook <SharePoint> favorites.
Messages and attachments can be saved to your favorite Document Libraries,
Folders and Document Sets by dragging and dropping them on the
corresponding <SharePoint> Favorites folder. See 10.1.2 for more information
on the operation of MacroView Favorites in Microsoft Outlook.
Figure 56: Wilson Learning group contains two favorite Document Libraries, a favorite Document Set and a favorite Folder.
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Figure 57: Library, Document Set and Folder favorites displayed in Outlook
3.1.7 Renaming, Deleting or Moving a MacroView DMF Favorite
An existing MacroView Favorite can be renamed or deleted by using the
Favorites mode of a MacroView DMF dialog. To delete an existing Favorite
either select it and then press the Delete key or right-click it and choose Delete.
You will be prompted to confirm the deletion of the selected Favorite (see
Figure 58).
Figure 58: Confirmation message displayed when deleting a Group
To rename a MacroView Favorite, right-click the Favorite and choose
Rename… Make changes to the Favorite name and click OK. Your Favorites
will then be resorted in alphabetic order.
To move a MacroView Favorite from one Group to another right-click the
Favorite, select Move Favorite, click to select the destination Group (which can
be the Favorites root node) and click OK.
Note that MacroView Favorites are managed by using the Favorites mode. You
cannot delete or rename or create new Favorites by working in the Mail Folders
pane of Microsoft Outlook.
Figure 59: You cannot manage MacroView Favorites by right-clicking Favorite folders in Outlook.
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User Guide
‘Push’ Favorites / Subscriptions
MacroView DMF has the ability to create favorites automatically for users.
Favorites that have been ‘pushed’ to a user are also referred to as
Subscriptions. Push Favorites / Subscriptions eliminate the need for users to
navigate and add favorite locations manually. Users can also subscribe to the
favorites that are being pushed to their colleagues. This is subject to security
(you will not see a favorite that has been pushed to a colleague if you do not
have permission to that area of SharePoint).
Figure 60: User has one Subscription and a colleague (James Hoare) who has two Subscriptions.
This mechanism can be driven by a SharePoint list, a SQL database, CRM, an
Excel workbook, etc… Every business is different and so MacroView DMF
provides a general mechanism for retrieving the details required for the creation
of push favorites / subscriptions.
There are two parts to the Push favorite mechanism. The Client side, which is
built into MacroView DMF, invokes a custom .Net assembly (DLL) which can
be installed on the SharePoint server. This server-side component must be
defined on the DMF Central Administration Configuration page in the Favorite
Assembly field.
Figure 61: Admin Console configuration page for DMF - note Favorites Assembly.
To turn on the client side, a registry key must be added to the Current User
branch on each workstation.
MacroView can assist with the configuration of Push Favorites and also the
development of associated custom .Net Assemblies to retrieve details for Push
Favorites from existing Line of Business systems, or from custom SharePoint
Lists. MacroView has a prototype build of Push Favorites available for quick
installation and demonstration.
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3.2
User Guide
Search Site Tree
If you have SharePoint Server 2013, 2010 or MOSS 2007 (i.e. not Foundation
2
or 365 ) running on your server, a quick way to locate to a particular Site or
Document Library is to right-click on a Site, Site Collection or Server, select the
Search Site Tree option and enter a word contained in the title of the area to
which you wish to locate.
MacroView DMF then uses the SharePoint Search engine (or FAST Search if it
is deployed) to find all areas for which the Title contains the word that you have
entered, regardless of how deeply nested those areas might be.
A key advantage of Search Site Tree is that it is based on an indexed search of
the nodes in the SharePoint document store, which will remain quick even when
the SharePoint document store is very large (i.e. has a large number of nodes).
You can choose to include or exclude document libraries in the search.
Views of document libraries are not included in the search results.
In the following example the Search Site Tree facility is used to quickly locate
nodes in a SharePoint 2010 server whose titles contain the text ‘114978’.
Figure 62: Right-click node and choose Search Site Tree
2
SharePoint Foundation does not have the search capability to support Search Site Tree. Office 365 does not allow the
installation of the MacroView DMF web service, which processes Search Site Tree
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Figure 63:
Enter characters in the Search box and click Search or press Enter
MacroView DMF lists nodes whose Titles contain these characters.
When you select an entry in the Search Results list and click OK, MacroView
DMF will automatically navigate to the corresponding node in the DMF tree.
Intervening nodes will be expanded, and if necessary filtered, so that you can
see how the destination node is nested in the SharePoint document store.
Figure 64: MacroView DMF navigates to the Document Library found by Search Site Tree.
3.2.1 Matching Logic
Note that Search Site Tree will find matches on whole words that occur in the
Titles of Sites or Libraries. ‘Whole words’ are strings of contiguous characters
separated by spaces or parentheses. A code - e.g. ‘12345A’ in the Library Title
“Acme Merger (12345A)” will be treated as a whole word.
In MacroView DMF, Search Site Tree will find matches anywhere in long Titles
– it is no longer restricted to the first 64 characters. You can also use wildcard
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characters in Search Site Tree. In the following example a search criterion of
‘11497*’ finds a Document Library whose Title is ‘1149786667 – Acquisition’.
Figure 65: Search Site Tree using wildcard character.
3.3
Filtering Sites and Libraries
In cases where a node in the DMF tree has a large number of sub-nodes
navigation is made easier by the way DMF allows you to filter the sub-nodes so
that only those whose titles contain some nominated text are displayed. To
apply the filter you right-click a node (either a Site or a Library) and choose
Filter Sites and Libraries from the menu.
Figure 66: Right-click a Site to choose Filter Sites and Libraries.
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The filter dialog will appear (see below). Type in the text to be used for filtering
and then click Filter. The filtered results will be displayed and a ‘Filter’ icon will
be displayed adjacent to the Site or Library that has been filtered.
Figure 67: Filter dialog - display only those sub-nodes for which Title contains float.
Figure 68: Site filtered to show only sub-nodes for which Title contains float.
3.3.1 Timeout when Expanding a Node
If expanding a node takes longer than the currently specified connection timeout
limit MacroView DMF will display the loading icon in the tree-view and if
appropriate the filter dialog.
3.3.2 Change or Remove Filtering
To change or remove the filter for the node, select the node then right-click and
choose Refresh. The Filter dialog will redisplay if there are more than a trigger
number of nodes, otherwise the tree-view will be displayed without a filter. Enter
a new filter or choose Show All to remove the filter from the node. If no matches
are found no site or libraries are added to the tree-view.
3.3.3 Automatic Filtering of the Site Tree
MacroView DMF provides an intuitive tree-view display at the Windows client,
but it is designed to avoid retrieving too much site and library information in one
round trip to the SharePoint server. The advantage is that MacroView DMF
performance when rendering the SharePoint tree is consistently good (timeouts
are unlikely) and bandwidth usage is efficient.
MacroView DMF provides two configuration settings in Options – Appearance
to control the operation of automatic filtering:
Nodes to Trigger Filter
Nodes to Block ‘Show All’
The Nodes to Trigger Filter setting specifies the maximum number of nodes that
MacroView DMF will retrieve without first displaying the filtering prompt. The
default value for this configuration is 100 nodes, which has been shown to
provide acceptable performance in most environments. Users with a low
bandwidth connection and / or a slow or heavily loaded SharePoint server might
want to specify a lower limit.
The Nodes to Block ‘Show All’ setting controls whether the ‘Show All’ button is
displayed in the Filter dialog. The default value for this configuration is 200
nodes. If the number of sub-nodes is greater than the value of this setting, the
Show All button will not be displayed. This is to prevent accidental retrieval of
an excessive number of nodes, which wastes machine resources and can
cause a timeout.
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Figure 69: Show All button is not displayed if there are an excessive number of sub-nodes
These configuration settings can be viewed and adjusted using the File, Options
dialog of MacroView DMF and choosing the Appearance tab. These settings
can also be deployed using Group Policy. In this case the user may be
prevented from adjusting the values.
Figure 70:
File, Options, Appearance dialog - note Nodes to Trigger Filter and Nodes to Block ‘Show All’
settings
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User Guide
Filter Folders
When you right click on a Library node you can choose Filter Folders from the
right-click menu. The usage is identical to Filter Sites and Libraries above. Note
that if the Library has Metadata Navigation defined, you will need to click on the
Folders heading.
Figure 71:
Document Library with Metadata Navigation filtered to show only Folders
or Document Sets whose name contains proposal.
Note: From DMF 7.7 onwards the Folders node will only be displayed above
managed metadata navigation if folders actually exist in the library.
3.5
Filter Site Collections
When you right-click on a Server node in the MacroView DMF tree-view, the
right-click menu contains Filter Site Collections. The usage is identical to Filter
Sites and Libraries above.
This command is subject to the Nodes to Trigger Filter and Nodes to Block
‘Show All’ configuration settings described above.
MacroView DMF also provides Hide No Access Site Collections and Limited
Access Site Collections settings to control the display of Site Collections.
If your SharePoint environment has a very large number of Site Collections
defined for a single Server (Web Application), you should carefully consider all
these settings and potentially also the use of MacroView Server-side Caching
(See 2.1.6) to enable good performance as the Server node is expanded in a
MacroView DMF tree display. This performance is impacted by the following:
Large number of Site Collections
Site Collections have large, deeply nested trees of Sites and sub-Sites
Multiple instances of broken inheritance in the Site tree (i.e. sub-nodes do
not inherit permissions from their parent node).
Contact MacroView Professional Services ([email protected]) for
assistance with the optimal design of a large SharePoint document store.
Note that MacroView DMF uses the total population of Site Collections to
determine whether it should display the Filter dialog and the Show All button.
This is the case even though MacroView DMF will ultimately display only those
Personal Sites (Site Collections) that belong to your Colleagues and yourself.
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3.6
User Guide
Filter Site Collections by Favorites
This menu item appears when you right-click a Server node in the MacroView
tree-view. It automatically filters the Site Collections beneath the server so that
the only ones displayed are those that contain one or more MacroView Favorite
nodes.
This can be a very useful means of narrowing the list of Site Collections in a
large SharePoint environment so that you can more easily navigate to the Sites
and Libraries that you use often.
3.7
Recent Files, Recent Locations
The Recent mode of MacroView DMF makes it easy to retrieve files that you
have used recently and to navigate to document library locations that you have
accessed recently. The recent mode is available in:
MacroView DMF Explorer
MacroView pane of Microsoft Outlook
Open from SharePoint and Save as to SharePoint dialogs displayed in
Word, Excel, PowerPoint, Outlook and Adobe Reader / Adobe Acrobat
3.7.1 Recent Files
Clicking on Recent Files in the Recent mode displays a list of files that you have
recently:
Saved to SharePoint
Uploaded (single file upload only – not bulk uploads)
Opened from SharePoint for editing
Opened from SharePoint read-only
The list is displayed in reverse order of use (most recently used files at the top
of the display). Various details for each file including its SharePoint location are
also shown. Double-clicking on an entry in this list causes the file to be opened
from SharePoint into the relevant application.
Figure 72: Previewing a document in the Recent Files list of MacroView DMF Explorer
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User Guide
Recent Files right click menu
Right-clicking a file in the Recent Files list displays a similar menu as when you
right-click a file in any MacroView DMF file list. See Section 2.6. You also have
the option to:
Remove in Recent Files – allows you to remove the selected file from the
Recents File List
Open File Location - navigates automatically to the document library in
which the selected recent file is located
3.7.2 Sorting the Recent Files List
Clicking on a column heading in the file list sorts the recent file entries by that
column. The sort order toggles between descending and ascending order. This
provides a way to see your recent activity on a particular site or library.
3.7.3 Filtering to Show Recently Opened or Recently Modified Files
MacroView DMF v7.5 and above support filtering the Recent Files display to
show:
Recently opened files
Recently modified files
All recent files
This filtering is available on the Library tab (see Views in screen shot below).
Figure 73: Filtering Recent Files to show only recently opened files
In Microsoft Outlook DMF the same Views are available in the MacroView group
of the Home tab.
3.7.4 Selecting multiple files from the Recent Files file list
Full support for selecting multiple files in the file list has been extended to the
Recent File File-list in MacroView DMF 7.7. Now you can select multiple files,
right-click and select commands from the right click menu, such as:
Cut or Copy
Download
Copy as Link
Send as, Link
Send as, File
Remove in Recent Files
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3.7.5 Refreshing the Recent Files List
You can refresh the display of recent files by clicking F5 or by right-clicking on
Recent Files and choosing Refresh. The MacroView DMF Windows service
normally ensures that the recent file list is up-to-date at all times, so the need to
refresh is limited.
Figure 74: MacroView pane in Microsoft Outlook in Recent mode
3.7.6 Context-Sensitive Display of Recent Files
The display of Recent Files is sensitive to the context in which it is being
displayed. For example if you are in Microsoft Word and you use Open from
SharePoint, the Recent Files list displays only those files that can be opened in
Word.
Figure 75:
Recent mode in dialog displayed by Open from SharePoint in Microsoft Word 2010
(automatically filtered to Word files)
3.7.7 Clearing the Recent Files List
By default MacroView DMF will retain a maximum of 300 Recent Files. Details
of earlier activity are automatically deleted. In normal operation it should not be
necessary to manually delete Recent file entries.
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Figure 76: File, Options, General tab - note buttons at bottom of screen.
3.7.8 Recent Locations
Recent Locations provides an easy way to navigate to a document library where
you have been working recently – e.g. when you are saving a document. When
you are in Recent mode, expanding the Recent Locations node displays a list of
the document libraries where you have recently saved or opened a document.
The most recently used document library is at the top.
Figure 77: Accessing a recently used document library in MacroView DMF Explorer
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Figure 78: Recent mode in Save to SharePoint dialog displayed in Adobe Reader (automatically filtered to PDFs).
Right clicking a recent location displays a menu that contains an option to add
the location as a Favorite.
Figure 79: Right-click menu for a Recent Location
3.8
Navigate to URL
The Navigate to URL feature allows you to insert a known URL for a location in
the SharePoint document store and navigate automatically to that location in the
tree-view.
Within any MacroView DMF tree-view display, right-click on the node for a
Server (Web Application) or Site Collection And choose Navigate to URL.
Note that in previous versions, Navigate to URL was located in the Tools,
Options menu.
Figure 80: Right-click a server node – menu includes Navigate to URL
MacroView DMF will display the following form allowing you to type or paste
the URL. When you click OK, MacroView DMF will automatically navigate to
the corresponding node in the tree-view.
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Figure 81: Enter the URL of a location and MacroView DMF navigates there automatically
3.9
Navigate to Last Location
Earlier versions of MacroView DMF provided a setting called Enable navigation
to last location, which controlled whether, as it displays its tree-view,
MacroView DMF would automatically locate you on the node (e.g. Document
Library) on which you were located when you last used the DMF tree-view –
regardless of the application in which that tree-view was being displayed.
This setting is no longer necessary in MacroView DMF v7.5 onwards.
3.10 MacroView DMF Protocol Handler
Clicking on a hyperlink to a document library, folder, or document set normally
causes that library, folder, document set to be opened in the SharePoint
browser UI.
If the hyperlink contains a dmf: prefix MacroView DMF Explorer will be given
focus (or loaded if not already loaded) and located on the document library,
folder, document set in the Browse mode display.
Storing such hyperlinks as part of the record for a project / matter / assignment
in an external line of business system is a useful way of allowing users quick
access to such projects / matters / assignments.
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User Guide
Searching for Documents in SharePoint
MacroView DMF provides a convenient, intuitive user interface for searching
for documents stored in SharePoint. DMF does this search by passing a query
to the SharePoint (or FAST) Search engine. As a result the same documents
can be found when searching via DMF as are found when you search using the
SharePoint web browser UI.
To search for documents with MacroView DMF you use DMF Search Panels.
These Search Panels provide an intuitive interface for entering search criteria.
The DMF Search Panels are available in a range of convenient locations:
The MacroView Pane in Microsoft Outlook, when in Search mode
The Search mode of MacroView DMF Explorer
The Search mode of the MacroView DMF screen dialog that appears in
the Open from SharePoint dialog in Word, Excel, PowerPoint or Microsoft
Outlook.
The Search mode of the MacroView DMF screen dialog that appears in
the Save As to SharePoint dialog when saving files from Word, Excel,
PowerPoint or Adobe Reader / Adobe Acrobat
When used in any of these locations, Search Results are displayed adjacent in
a tabular grid format.
Two Search Panels ship as part of MacroView DMF:
Email Search
Keyword Search
4.1
Email Search
This Search Panel allows you to search across an entire SharePoint Server
(Web Application) for emails (MSG files) on the basis of their metadata and the
keywords that they contain. The metadata values include those that are
captured automatically by MacroView DMF as it saves messages to
SharePoint.
Figure 82: Email Search panel
3
If the correct SharePoint iFilter is installed in your SharePoint Search, you will
be able to search for keywords within attachments to emails (providing that
these attachment files contain text that can be indexed).
3
An iFilter allows the SharePoint / FAST search index to process a particular type of file (.pdf, docx, jpeg, msg, etc) so that it
can extract information about the file for inclusion in its search index.
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Note that newly-saved emails will not be found until they have been indexed by
the SharePoint Search engine. The Search Index is refreshed at scheduled
intervals, as determined in your installation.
4.2
Keyword Search
This Search Panel is similar to the Advanced Search that is available in the
SharePoint web browser UI. It allows you to find documents stored in
SharePoint on the basis of the keywords and phrases that they contain. It also
allows you to restrict the search on the basis of metadata:
Result type – e.g. Word documents, PDFs, etc.
Checked out to me
My Document – documents created by or last modified by you ([Me])
Figure 83: Keyword Search Panel
Note that newly-saved documents will not be found until they have been
indexed by the SharePoint Search engine. The Search Index is refreshed at
scheduled intervals, as determined in your installation.
This Search Panel will not find a document if that document cannot be indexed
by the SharePoint Search engine – e.g. a scanned image that does not contain
OCR text. If the document is not found when using the SharePoint Search web
browser UI, it will not be found when using DMF.
4.3
Search Panel Features
Custom Search Panels are commonly designed for each installation so your
MacroView DMF implementation may provide Search Panels that are different
to or in addition to those described above. The following is relevant to all DMF
Search Panels.
4.3.1 FAST Compatible
DMF Searches can be processed by Microsoft Office SharePoint Server 2007,
SharePoint Server 2010, FAST Search Server 2010 for SharePoint, or by
SharePoint Server 2013 (FAST Search).
Note that the Managed Properties for FAST Search must be configured using
Central Administration – they are not automatically created by installing
MacroView DMF. Please contact MacroView Professional Services
([email protected]) for assistance.
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4.3.2 Free-Text Matching Criteria
MacroView DMF Search Panels can contain controls that enable searching for
documents based on the free-text that they contain. Examples of these free-text
search controls are:
All of these words
Any of these words
Exact phrase
None of these words
These controls will find matches on whole words that occur in the text of
documents stored in SharePoint, or in the values of their metadata attributes.
‘Whole words’ are strings of contiguous characters separated by spaces or
parentheses. An alphanumeric code - e.g. ‘12345A’ in the metadata value
“Acme Merger (12345A)” will be treated as a whole word.
4.3.3 Metadata Matching Criteria – MOSS 2007
Search Panels for MOSS 2007 can also contain controls that are based on
metadata columns – e.g. To, From, Subject, etc. Matches in Text-based
metadata columns are based on whole word, start of word or wildcards.
As an example, entering ‘will’ in the To control of an Email Search will find
emails that are addressed to “Will Holmes” but not “Vanessa Williams” or
“Goodwill”.
You can also use ‘wildcard’ characters in text-based metadata controls. E.g.
will find emails addressed to either “Will Holmes” or “Vanessa Williams”.
will find emails with a Subject containing “O’Mara”.
DMF Search Panels do not support use of quoted strings.
4.3.4 Metadata Matching Criteria – SharePoint Server 2010 / FAST and
SharePoint Server 2013
Search Panels for SharePoint Server 2010 / FAST and SharePoint Server 2013
can also contain controls that are based on metadata columns – e.g. To, From,
Subject, etc. Matches in Text-based metadata columns are based on whole
word and start of word. In general these Metadata search controls support the
Keyword Syntax. This syntax is compatible both with the SharePoint Server
2010 and with FAST Search Server 2010 for SharePoint.
In Keyword Syntax, wildcards are implied by default. E.g.:
will find emails that are addressed to “Will Holmes” and “Vanessa Williams”
but not to “Goodwill”.
will find emails with a Subject containing “O’Mara”.
DMF Search Panels do not support use of quoted strings.
4.3.5 Date Matching
Search Panels such as the Email Search that ships with MacroView DMF can
contain date range controls. These allow you to specify a date or date range –
e.g. for the value of the Received Time attribute of email messages stored in
SharePoint. In both SharePoint 2007 and SharePoint 2010 a date range with
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these specified using these controls will find documents where the date value is
greater than or equal to the Start Date and less than or equal to the End Date.
Dates entered in these date range controls will be interpreted based on the
Regional settings in the user’s Windows profile. For example with a Regional
setting of English (United States) the date range in the following example will be
interpreted as 1 April 2010 thru 15 April 2010:
Figure 84: Date Range in a DMF Search Panel - Regional setting English (United States).
Note that dates are stored internally in SharePoint in GMT – which may cause
the internal date to be one day earlier or later than that which appears in the
File List entry for the document. To find such documents you will need to extend
the Date Range by a day.
4.3.6 Servers
The Servers drop-down in a MacroView Search Panel contains entries for all
Servers that have been registered to MacroView DMF, for which the ‘Allow
Searching’ attribute is ticked. By using the Servers drop-down you can select
another Server to search across.
To enable searching on a Server, use the File, Options, Servers dialog, edit a
server and set Allow Searching.
Figure 85: Editing a Server using File, Options, Servers tab– note Allow Searching attribute.
Note that MacroView DMF search panels require either SharePoint Server
2010/13 or MOSS 2007 at the Server.
MacroView DMF v7.5 and above supports Keyword Search type on Office 365
servers.
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4.3.7 Search Type
The Search Type drop-down shows all DMF Search Panels that have been
defined for the selected Server (Web Application). The Search Panels for a
Web Application are defined in an XML document that is stored as a property of
the Web Application. Suitably authorized users can define additional Search
Panels (see MacroView DMF Installation and Configuration Guide).
4.3.8 Search Button
Click the Search button to run the Search that is specified in the currently
displayed Search Panel.
4.3.9 Clear Button
Click on the Clear button to remove search results from the list and to clear
criteria from the controls of the currently displayed Search Panel.
4.4
Search Results
The Search results are displayed in the Pane to the right.
The columns displayed in the Search Results pane are a defined property of
that Search Panel. Each Search Panel can have a different set of columns.
Figure 86: Keyword Search in MacroView DMF Explorer. Note count of total results and paging of results.
4.4.1 Paging of Search Results
MacroView DMF will display an approximate total number of search results.
This is the same number as is displayed in the in the web browser Search UI.
If there are more than a specified number of results (the value specified in by
the Files in File List configuration setting) DMF will display the first page of
results and allow you to page through remaining results. In the above example
the Files in File List is set to 100. There were approximately 24,000 results.
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4.4.2 Working with Search Results
Right-clicking a file in the Search Results list displays a menu of actions that
you can perform on that file. These actions reflect both your permissions and
also the current Compliance status of the file.
Figure 87: Right-clicking a file in a Search Results list.
4.4.3 Selecting multiple files from the Search Results file list
Full support for selecting multiple files in the file list has been extended to the
Search Results file-list in MacroView DMF 7.7. Now you can select multiple
files, right-click and use commands such as:
Cut or Copy
Download
Copy as Link
Send as Link
Send as File
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4.4.4 Sorting Search Results
MacroView DMF v7.7 allows you to choose a sort ordering for your Search
Results. When search results are being displayed, the Search tab is available
in the MacroView DMF dialog. Selecting that tab reveals a drop down that you
can use to control whether search results are displayed:
Relevance (default)
Date Newest - descending order of Last Modified date
Oldest – ascending order of Last Modified date
Figure 88: Search tab showing drop down for selecting ordering of search results
If you select a different value, the current search will be re-run and the results
displayed in the order specified.
4.4.5 Sorting the Current Page of Results
By clicking a column heading in the search results list causes the search results
to be sorted by that column. Re-clicking on the column reverses the sort
ordering.
Note that only the current set of results will be sorted – unlike the DMF File list
where all files in the underlying library or folder will be sorted (not just those
currently being displayed. MacroView DMF Search Panels can be configured to
search across the whole document store in a particular sort ordering (see
Section 4.3 for details).
MacroView DMF displays a sort direction indicator.
Figure 89:
Results of Keyword Search sorted in ascending order of Name.
Note that only the first 100 results are being sorted.
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4.4.6 Previews of Search Results
You can click a file in a search results list to obtain a formatted preview of the
first page of that file. If the Preview pane is not being displayed you will need to
click the icon at the bottom right of the MacroView DMF dialog.
In previous versions of MacroView DMF the preview of search results was only
available when you were searching using the MacroView pane in Microsoft
Outlook.
Figure 90: Search results displayed in MacroView DMF Explorer - button to activate preview display highlighted.
4.4.7 Open File Location
Selecting this menu item causes MacroView DMF to navigate automatically to
the document library in which the Search Result file is located. The DMF treeview will be displayed, with that Document Library selected. This is a useful way
of browsing related documents – many of which are probably stored in the
same area of the SharePoint document store.
Note that the site tree above the document library will be filtered so that only
nodes on the path to the library are displayed.
Figure 91: Open File Location option on right-clicking a search result.
4.4.8 Changing Servers
MacroView DMF Search Panels contain a Server drop-down which you can
use to select a different Web Application as the scope of your search. As you
change your server selection MacroView DMF preserves any existing search
criteria that are relevant to the newly selected Search Panel.
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User Guide
Search Refiners
If FAST Search for SharePoint 2010 is deployed (or you are using SharePoint
2013), MacroView DMF will send queries to the FAST search engine and also
support some Refiners for search results. Some refiners are specified in the
XML definition of the MacroView DMF Search Panels.
Figure 92: Search results from FAST - note Refiners at bottom left.
Clicking on any value displayed under a Refiner heading will cause the search
results to be further filtered by that metadata attribute. In the example above
clicking on Microsoft Excel (8) will display the 8 Excel files that contain the text
‘macroview userguide’.
Contact MacroView Professional Services ([email protected]) to
discuss your requirements for refiners, or to discuss modifying Search Panels.
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User Guide
Searching a Selected Site or Library – Search This Location4
MacroView DMF v7.7 allows you to right click on a node in the MacroView tree
Site and select Search This Location to search for documents and emails
stored in that part of the tree. You can right-click on a Site Collection, Site,
Document Library, Folder or Document Set.
Figure 93:
Searching within a document library by right-clicking the library and selecting Search This
Location
The MacroView Search Pane will display a yellow bar across the top reminding
you of the restricted scope of the search.
Figure 94: Sample of a search restricted to the Marketing site
4
Search this location will not return results on Microsoft Office SharePoint Server 2007 when using a non-default alternate
access mapping. This is a limitation of the SharePoint API that MacroView relies on. The workaround is the use either the
default zone or upgrade to a newer version of SharePoint server platform.
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User Guide
Search Performance
If you specify complex Search criteria – e.g. multiple words or phrases, date
ranges, etc. – the SharePoint Search engine may not be able to complete the
5
search within the prescribed timeout period . In such cases DMF will display a
message advising that you should attempt a less complex search.
Figure 95: Message displayed when the search takes too long to be processed.
4.8
Recent Searches
The Recent mode of MacroView DMF shows the searches that the current user
has performed recently using MacroView DMF.
Each recent search is identified by a summary of its criteria.
You can re-run one of these searches by simply clicking on its entry under the
Recent Searches heading.
You can also right click on a Recent Search and add it to your Favorites.
Figure 96: Recent searches listed in the Recent mode of MacroView DMF Explorer.
5
This is the timeout for the SharePoint Search Service, which is different from the Time Out setting that can be specified by
editing a Server in File, Options, Servers. Typically the default value for the search timeout is 10 seconds.
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4.9
User Guide
Search Favorites
Each MacroView DMF search panel will support adding the search as one of
your Favorites. This saves the attributes and search criteria so that you can
easily re-run the search again later. Your favorite searches appear in the
Favorites display of MacroView DMF. Behind the scenes the favorite searches
are recorded in your Favorites.xml.
4.9.1 Add to Favorites button
Immediately after you click or select the Search button the Add to Favorites
button in the Home tab of MacroView DMF ribbon is enabled. Click the Add to
Favorites button to save the search as one of your favorites.
Figure 97:
MacroView DMF Explorer immediately after a search has run - Add to Favorites button
highlighted.
The Add to Favorites button also appears when searching in Microsoft Outlook.
Figure 98: MacroView pane in Search mode in Microsoft Outlook - Add to Favorites button highlighted.
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When you click the Add to Favorites button MacroView DMF will display a
dialog that allows you to name your new favorite search and to choose a
Favorites group wherein you would like the new favorite search to be located.
This can include the top-level Favorites group.
For details on creating a new Favorite Group see Section 3.1.3.
Figure 99: Adding a new favorite search to the Favorite Searches group.
When this dialog is first displayed the proposed name of the new favorite search
will be the same as the Search Type. You should key a unique new name to
replace this proposed name. If the proposed name is already in use within the
destination group, MacroView DMF will display the following message:
Figure 100: Error message when a favorite search with the same name already exists.
Note that Favorite Searches will not appear in the <SharePoint> folder in the
Outlook folders Pane.
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4.10 Favorites – Search This Location
MacroView DMF v7.7 allows you to right click on a node in the MacroView
Favorites tree and select Search This Location to search for documents and
emails stored in that part of the tree.
Figure 101: Searching within Favorites by right-clicking the node and selecting Search This Location
The MacroView Search Pane will display a yellow bar across the top reminding you of the restricted
scope of the search.
Figure 102: Sample of a search restricted to the Marketing site. Search criteria has not been entered
Note that this option is available from the MacroView DMF 7.7 April service
release.
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4.10.1 Running a Favorite Search
Your favorite searches are displayed when you are in Favorites mode in any
MacroView DMF dialog or of the MacroView pane in Outlook.
To re-run a favorite search simply click its name.
Figure 103: Re-running a favorite search by clicking its name in the Favorites display.
4.10.2 Reviewing search Criteria
If you have just run a search – e.g. a Favorite Search - and would like to review
the criteria of that search (i.e. what Server, the search type and the search
criteria) right-click the Favorite Search and choose Show Search Criteria. This
option is also available when you right-click an entry for a Recent Search.
Selecting Show Search Criteria takes you into Search mode, with the criteria for
the favorite or recent search displayed.
Figure 104: Right-click a recent search - note Show Search Criteria option
You can use the Add to Favorites option to make a search that you have
performed earlier one of your Favorite Searches.
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4.11 Custom Search Panels
MacroView DMF allows an organization to create additional Search Types that
contain controls that reflect the way metadata is used within that organization,
or even within a particular department or work group. You can also customize
the Search Types that ship with the product, although this is not advisable, as
changes will be lost as upgraded builds of MacroView DMF are installed.
Contact MacroView Professional Services ([email protected]) to
discuss your requirements for custom Search Types, or to discuss modifying
existing custom search type definitions to be compatible with SharePoint 2013.
4.12 Saved Searches
Note that versions of MacroView DMF 7.4 and earlier provided a Save Search
button. This allowed you to select and re-run a saved search while in the
Search mode. The saved searches were recorded in the User Registry.
As you upgrade to MacroView DMF v7.7 any existing Saved Searches will be
converted to Search Favorites. The converted searches will be displayed under
the Favorites heading with existing groups maintained. You can right-click a
converted entry to move it to another Favorites group.
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4.13 Browser-Based Searching
MacroView DMF also supports searching by using your web browser – either
the default SharePoint search page or, if configured, a custom search page.
If the Enable Advanced Browser Search setting is ON, the menu that appears
when you right–click on a Site or Library in a DMF tree will contain a Search
item.
Figure 105: Right-click menu containing Search item
Figure 106: Appearance tab of File, Options dialog - note Enable advanced browser search.
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4.14 Show last Search Results
If the Search Options – Show last search results is ticked the last search
performed will automatically run when you choose the search mode again. If it
is not ticked the last search run by the user is not performed when a user goes
back to Search Mode.
Figure 107: Appearance tab of File, Options dialog - note Show last search results.
Note that this option is available from the MacroView DMF 7.7 April service
release.
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5.
User Guide
Profiling / Capturing Metadata
Document Management systems capture additional metadata about each
document or email being saved. This additional information extends the number
of ways that you can successfully categorize and search for the document or
email. The process of capturing these metadata items is known as Profiling.
SharePoint allows each Document Library to have its own metadata
definition. This definition is made up of the Content Types that are valid in
the Document Library and the custom metadata columns that are
assigned to each Content Type. Different Document Libraries may have
different profile requirements, simply because those libraries contain different
custom columns.
MacroView DMF provides a very flexible and user-friendly approach to profiling
documents and messages being saved to SharePoint. With MacroView DMF
the user experience when profiling (capturing metadata) is consistent
regardless of what application you are using to save or upload.
5.1.1 Standard SharePoint Metadata Column Types
MacroView DMF support for metadata column types available in SharePoint
2007, 2010 and 2013 is as shown in the following table:
Metadata Column Type
MacroView DMF Support
Single Line of Text
Supported
Multiple Line of Text
Supported
Choice
See 5.9 below
Supported except for Multi-select with
Fill-In
Number
Supported
Currency
Supported
Date and Time
Supported
Hyperlink or Picture
Supported, but only the hyperlink is
shown. IE, Description is not editable,
and the “Picture” (2013) is not shown.
Calculated
Supported. Note they appear on the
Property Details Tab as they are not
editable
Task Outcome
Not supported
Full HTML content with formatting Not supported
and constraints for publishing
Image with formatting and
constraints for publishing
Not supported
Hyperlink with formatting and
constraints for publishing
Not supported
Summary Links data
Not supported
Rich media data for publishing
Not supported
Yes / No
Supported
Lookup.
See 5.6 below.
Supported.
Person or Group
See 5.8 below.
Single and Multiple-Select Supported
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Metadata Column Type
MacroView DMF Support
Managed Metadata
See 5.9 below.
Supported
Document Libraries in SharePoint 2010,
13.
Business Data
See 5.10 below.
Supported.
Based on MOSS 2007 Business Data
Catalog
External Data
See 5.10 below.
Supported.
Based
on
Business
Connectivity
Services in SharePoint Server 2010/13.
Publishing Schedule Start Date,
End Date
Supported.
Document Libraries in Publishing Sites.
5.1.2 Custom Column Support
MacroView can supply consultancy services to customize the operation of the
profiling dialog so that:
-
Support for custom field types – e.g. a Cascading Lookup column, wherein
valid values are dependent on the value selected in another column within
the profiling dialog. The custom field type also needs to be defined with an
XML schema level so that it operates in the SharePoint web browser UI.
-
There is a custom profiling experience for a standard column type – e.g.
Person Group lookup columns display with default value being the name of
the current user.
See this MacroView blog post “Creating a New CRM Record as you Profile a
Document” for a description of a custom profiling experience for a Single Line of
Text column called Client Matter, which allowed a user to click a New button
within the MacroView DMF profiling dialog in order to create a new record in an
external line of business system.
Contact MacroView Professional Services ([email protected]) for
more details.
5.2
File Naming
The default behavior when you attempt to save or upload a file whose name
contains characters that are invalid in SharePoint file names - e.g. # & ! @ ... is
for MacroView DMF to display an error message and not proceed with the save
/ upload. If you are attempting to upload multiple files MacroView DMF will
upload only those whose names do not contain invalid characters. Files whose
names contain invalid characters will be listed as not uploaded.
In MacroView Options, you can check the box under General – Remove invalid
characters when uploading, and any invalid characters are removed before
saving.
When emails are uploaded attachments embedded in the email can be saved to
MacroView DMF by using Save Attachments from the Message tab. Normally
this will apply the same rules as above, stripping any invalid characters, however
MacroView have done customizations whereby the original name is
remembered and reused if the document is attached to a future email. Contact
MacroView Professional Services ([email protected]) for assistance
with such customizations.
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See Section 5.5.1 for information on how you can cause the File Name to be
displayed for editing in the Profiling dialog.
See Section 10.5.2 for details of how MacroView DMF names the files that it
creates when you save an email to SharePoint.
5.3
Profiling the Saved Document
5.3.1 Prompting for Metadata Defined in the Destination Library
MacroView DMF will prompt you to select a Content Type (if there are multiple
Content Types defined) and to enter values for the custom metadata columns
present in the selected document library.
The following screen shot shows MacroView DMF prompting for values of five
metadata columns. The columns are of different types:
Single Line of Text (Title)
Managed Metadata (Document Type)
Yes / No CheckBox (Public Interest)
Person /Group Lookup (Author)
Choice (Region)
The Choice column is Mandatory.
Figure 108: MacroView DMF profiling (metadata capture) dialog
The profiling (metadata capture screen) in MacroView DMF is resizable, which
makes it easy to work with and select long values of metadata columns.
MacroView DMF will display the Description of a column when you click on or
roll-over its control in the Profiling dialog. The screenshot above shows a
description for an Author column: ‘The person responsible for this document.’
Note: In MacroView DMF 7.7, when uploading a document to a folder in a
library with a large number of columns with default values, the profile now
appears much faster.
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5.3.2 Automatic Metadata
The General tab lists only those properties that are editable. The Details tab
lists metadata properties that are automatic – i.e. which are captured without
any input from the user.
Figure 109: Details tab of Profiling dialog shows automatic metadata properties
For information on viewing and editing the metadata for a file that is already
loaded in SharePoint see Section 8.4.1.
5.4
Folder-level Defaults
SharePoint 2010 and 2013 allow default values for a metadata column to be
defined at the Folder level. In previous versions of SharePoint such a default
value could only be defined at the Document Library level. MacroView DMF
supports Folder-level defaults as it saves a document to a Folder or to a
Document Set within a Library.
As you create a new Folder or Document Set, MacroView DMF prompts for any
metadata attributes that are relevant to the selected Folder or Document Set
Content Type. See Sections 8.2 and 8.3 for more information about creating a
new Folder or Document Set.
Figure 110: Capturing metadata for a new Folder
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User Guide
Personal Defaults
For each user, MacroView DMF can ‘remember’ a default value for a metadata
column and pre-select that personal default value when the Profiling dialog is
first displayed. This MacroView DMF feature can significantly reduce user effort
related to setting values in metadata columns that occur frequently.
MacroView DMF supports Personal Defaults for the following metadata column
types:
Single Line of Text
Multiple Lines of Text
Choice (drop down or radio button)
Number
Currency
Date / Time
Lookup
Yes/No or Boolean
Hyperlink
Once a metadata column is displaying a selected value, the user can right-click
in the control for the metadata column in the Profiling dialog and set a new
personal default value.
To remove one or all personal defaults, right-click and select Clear Default or
Clear All Defaults.
Note that personal default values take priority over default values that are
defined for the metadata column in the Document Library or Folder.
Personal defaults apply in any library or folder where a column with the
specified name occurs.
Figure 111: Right-click on the Region control in the Profiling dialog and choose Set Default
to set 'North' to be your Personal Default value for metadata columns called Region.
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5.5.1 Editing File Name
MacroView DMF enables the display and editing of file name in the profiling
dialog.
Figure 112: Profiling dialog - File Name field highlighted.
This display is controlled by the Display file name field option in File, Options,
Appearance.
Figure 113: File, Options, Appearance dialog - note Display file name field option
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5.5.2 Viewing / Editing Title
All Document Libraries in SharePoint (at least initially) contain a metadata
column called Title. When you capture metadata using the SharePoint web
browser UI you are able to view the value that is being captured / already
captured in the Title metadata column.
MacroView DMF can also allow you to view and change the value for Title.
However MacroView DMF recognizes that it in many cases it is desirable to be
able to save files to SharePoint with a minimum of prompting – ideally no
prompting at all. It can be frustrating to be presented with a profiling dialog
wherein Title is the only metadata being displayed / prompted for.
Accordingly MacroView DMF provides a configuration setting called Title Field
which has three valid values:
Hidden (default) - never display the Title column in Profiling dialogs.
Show – display Title in the Profiling dialog if that dialog needs to be
displayed for some other reason.
Always Show and Prompt - always display Title column in the DMF
Profiling dialog.
Note that choosing one of several Content Types is regarded as prompting for
metadata – the profiling dialog will always display if there are multiple Content
Types in the destination Library.
Figure 111 shows a profiling dialog where Title Field is set to Show.
This DMF configuration can be viewed and adjusted using the Appearance tab
of the File, Options dialog of DMF. It can also be set by using Group Policy.
Figure 114: File, Options, Appearance dialog of DMF- note drop down of values for Title Field setting.
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5.6
User Guide
Lookup Columns
MacroView DMF will prompt for a Lookup column by displaying a drop-down
list of valid values. The Lookup is defined in the standard SharePoint fashion.
Figure 115: Profiling dialog containing a Lookup column called Color
5.7
Choice Columns
MacroView DMF supports single and multi-select Choice columns.
It also supports the Fill-in option for Single-select Choice columns.
Figure 116: Profiling dialog with Multi-select Choice and Single-select Choice with Fill-in.
If there are 20 or more values available for the Choice column, MacroView
DMF provides a type-ahead support to assist in filtering the list of values. In the
example below the list of values has been filtered to show only those that
contain the characters ‘a+’.
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Figure 117: Type-ahead filtering of values for a Choice column with over 20 values.
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5.8
User Guide
Person or Group Columns
SharePoint 2007, 2010 and 2013 all support a column type called ‘Person or
Group’. MacroView DMF supports this column type functionality, allowing all
functionality available when using the web browser UI for SharePoint, including
multiple select.
MacroView DMF supports ‘Type-Ahead’ as you are editing a Person or Group
lookup control in a Profiling dialog – MacroView DMF dynamically displays a
drop down list of valid values that contain the characters that you have currently
entered. As you enter more characters the list of matching values gets shorter.
Figure 118: Editing a Person or Group column called ‘Author’ – note Type-Ahead list of values.
You can arrow down to select the value that you want, or select that value with
your mouse, and press Enter.
Alternatively you can click the ‘Book’ icon adjacent to the Author control, which
will cause DMF to display the following screen dialog. When you enter part of a
user name and click Search, DMF will access the User Information list in
SharePoint and retrieve all entries that contain the entered search text:
Figure 119: Screen dialog that appears when you click the Book icon for a Person / Group column.
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These filtered retrievals are very useful in large organizations, where potentially
there are a large numbers of users.
MacroView DMF also supports Multi-Select Person / Group columns. In that
case you can either use the Type-Ahead feature or perform multiple filter and
select operations while you are in the above screen dialog.
The following screen shot shows the completed Author column control, with two
selections:
Figure 120: Multiple People and Groups are populated into the Profiling dialog
Figure 121: Adding a Group using the Search mode – two People already selected.
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5.9
User Guide
Managed Metadata Columns
In its Profiling dialog MacroView DMF supports the capture of values for
Managed Metadata columns, including Managed Metadata columns that are
based on a Hierarchical Term Set.
The following screen shots shows DMF profiling dialog for a Managed Metadata
column called Document Type. When the user clicks the ‘Tags’ icon (see left)
DMF displays a dialog that allows the user to drill down through the levels in the
underlying Hierarchical Term Set.
Figure 122: Choosing a value for a Managed Metadata column based on a Hierarchical Term Set
When you click OK, the selected value(s) appear(s) in the Profiling dialog.
Figure 123: Selected value displayed in profiling dialog
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5.9.1 Type-Ahead Support
Like the SharePoint web browser user interface, MacroView DMF supports
Type-Ahead for Managed Metadata columns in the Profiling dialog. As you
enter some characters in the text box control in the Profiling dialog for a
Managed Metadata column MacroView DMF dynamically displays a list of valid
values that contain the characters that you have entered. You can arrow down
to select the value that you want, or select that value with your mouse, and
press Enter. The selected value will then appear in the control.
Figure 124: Type-ahead displaying a filtered list of valid values for a Managed Metadata column
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5.9.2 Adding Terms – ‘Folksonomy’ Support
SharePoint 2010 allows users to add new terms to Managed Metadata columns
that are based on a Term Set, providing that the Term Set is defined to be
‘Open’ and the Managed Metadata column is defined to allow Fill-ins. The
resulting user-extensible classification hierarchy is sometimes referred to as a
‘Folksonomy’.
Figure 125: Choosing a value for a Managed Metadata column based on an Open Term Set.
User has right-clicked on Sweden
You can right-click at any level to add a new Term. You can then select the new
term and click OK to have it appear in the Profiling dialog.
Figure 126: Entering the new Term 'Gothenburg'.
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5.10 Business Data and External Columns
MacroView DMF supports metadata columns of type Business Data, for which
valid values are retrieved from external data stores. This provides a convenient
and flexible means for accessing data in external database (e.g. a CRM or Line
of Business system) as part of the profiling of a document, message or file that
is being saved to SharePoint. An example is retrieving the name of a contact
person from a CRM, so that documents can be classified as being related to
that person.
5.10.1 Business Connectivity Services (SharePoint Server 2010, 2013)
SharePoint Server 2010 and SharePoint Server 2013 support three
authentication modes:
User’s Identity
Windows Identity (Service account on Server)
Custom Identity (username/password in SharePoint Secure Store)
MacroView DMF does not support User’s Identity mode of authentication. This
is because of double-hop issues that result unless using Kerberos.
5.10.2 Business Data Catalog (MOSS 2007)
MOSS 2007 supports two modes of authentication:
Pass Thru (akin to User’s Identity mode of SharePoint 2010 BCS)
Revert to Self (akin to Windows Identity mode of SharePoint 2010 BCS)
MacroView DMF supports Revert to Self mode.
5.10.3 Example External Data Column
The following screen shots show a Business Data column called Organization,
values for which are retrieved from a CRM system.
Figure 127: Profiling dialog with an External Data column Organization.
Clicking the book icon causes MacroView DMF to display a screen dialog that
allows searching of the external CRM system’s data store to find organizations
whose names contain specified characters. Having entered some characters
the user clicks Search- MacroView DMF then displays details of matching
records from the CRM system. The details displayed are defined when the
External Data column is added to the document library. In the example below
the details are the name of the organization and the URL of its corresponding
site in the SharePoint document store.
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Figure 128: Retrieving details of Organizations whose names contain lend.
You can then click to select an organization. When you click OK, the
organization is displayed in the profiling dialog.
Figure 129: Selected organization displayed in profiling dialog.
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6.
User Guide
Document Management Functionality
MacroView DMF provides convenient access to the Document Management
features of SharePoint, such as Check In / Check Out, Version History and (in
the case of SharePoint 2010 and 2013 implementations) Compliance
management features such as Legal Holds and in-place declaration of
documents as records.
MacroView DMF does not change how SharePoint stores documents or their
metadata, so standard SharePoint features such as expiration policy, document
approvals and workflows generally continue to be available.
Also available are a range of optional modules for MacroView DMF which
extends the native document management capabilities of SharePoint in the
areas of unique document numbering, close / check-in and document level
security.
Contact MacroView Professional Services ([email protected]) for
advice and assistance in relation to creating a full-function document
management solution on the Microsoft SharePoint platform.
6.1
Check In, Check Out
MacroView DMF highlights files that are currently Checked Out – such as the
Excel document in the screen shot below. MacroView DMF displays the same
adjusted icon as used in the SharePoint web browser UI to indicate a checkedout document.
Figure 130: Document Library containing a Checked Out document, with three more selected for bulk Check-Out
6.1.1 Check Out on Open
The default, out-of-the-box, behavior of MacroView DMF is that as it opens a
document for editing in an applications that support Check In (such as Microsoft
Word / Excel / PowerPoint 2007 / 2010 / 2013) MacroView DMF will
automatically Check Out the document. This is to promote good document
management discipline – checking out reserves a document for editing over
multiple editing sessions and provides maximum flexibility in creating new
versions. Note that as MacroView DMF saves a document from Office to
SharePoint it will automatically Check In as it saves and then will re-open the
document. The document is automatically Checked Out as it is re-opened. See
Section 11.1.1 for more details of automatic Check Out when MacroView DMF
opens documents into Word, Excel or PowerPoint.
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6.1.2 Right-Click Check In / Discard Check Out / Check Out
In any DMF file list the right click menu will contain a Check Out option for files
that are not currently checked out. For files that are currently checked out, the
right click menu will contain Check In and Discard Check Out options.
Figure 131: Right-click menu contains Discard Check Out and Check In for Checked Out files
6.1.3 Bulk Check In and Version Comments
If you select multiple checked out files in the DMF Explorer file list then choose
right click Check In you can apply the same version comment to all files by
checking the Use this options for the remaining 1 files.
Figure 132: Apply same version comment to multiple documents on Check In
6.1.4 Checked Out to Me
DMF Search Panels contain a Checked Out to Me control that facilitates finding
files that you have Checked Out. You can right click a file in the Search Results
in order to Check In or Discard Check Out.
Figure 133: Checked Out to Me option in Keyword Search Panel
6.1.5 Opening Documents Read-Only by Default
Some organizations prefer NOT to have documents Checked Out – e.g.
because they wish to utilize the co-authoring capabilities of Word 2010 / Word
2013, or because they do not need to reserve a document for edits over
multiple editing sessions. These organizations can configure the default
behavior of MacroView DMF to open documents Read-Only by default. For
more information see 11.1.7.
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6.2
User Guide
Version Control
6.2.1 Viewing Version History
Within a Document Library that has Versions defined, the right-click menu for a
file in the DMF file list will contain a Version History item. This displays a list of
available versions in descending order (current published version at the top)
and allows an earlier version to be opened.
Figure 134: Open Version and Version History menu items in right-click menu
Note that older versions of MacroView DMF displayed the Version History page
in a web browser window. MacroView DMF now displays its own dialog.
Figure 135: Version History dialog
6.2.2
Opening a Specific Version of a Document
To open a particular version in its relevant application you can double-click its
entry. Note that all versions except the current version will open read-only. You
can also open the current version by using right-click, Open.
6.2.3 Restoring a Previous Version
MacroView DMF supports restoring and deleting a previous version. Right-click
a version entry in the Version History dialog to see these options.
Figure 136: Right click menu for version
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Not supported by MacroView DMF for a required checkout library using major
versions only due to issues with SharePoint / Microsoft Office 2013
6.2.4 Closing a Document that has been Opened via DMF
By automatically Checking Out documents as they are opened into applications
such as Microsoft Word, MacroView DMF facilitates the creation of new
versions of those documents. As you close a Checked-Out document, Word
itself will prompt as to whether you wish to Check In and thereby create a new
Version wherein your changes are visible to all other authorized users.
See also 6.1.1 above
6.2.5 Comparing two versions of a document
Within Word, Excel and PowerPoint 2010 and 2013 the inbuilt document
compare function allows users to compare two versions of a document that is
stored in SharePoint.
See Section 11.4 for details of how MacroView DMF extends this functionality
by allowing you to select two Microsoft Word documents in a MacroView DMF
File List and launch the native Word comparison feature by right-clicking and
choosing Compare.
6.2.6 Version Control on Save and Upload
As it saves or uploads a file to a document library for the first time, MacroView
DMF will trigger the standard SharePoint action in respect to Version Control. If
the destination library has Version History enabled, version 1.0 (or 0.1 if Major
and Minor Versions are defined) will be created.
If a file you are trying to upload has the same name as a file that already exists
in the document library or folder then the following prompt will be displayed, if
Version History with Major and Minor is configured for the destination Library.
Note that the ‘Overwrite current minor version’ option is NOT available if the
document is currently a Major version.
Figure 137: Prompt to check-in a version.
Figure 138: Prompt on replacing a file in a Library – Major and Minor (draft) versions defined.
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If Major Versions Only is defined, MacroView DMF will prompt as follows:
Figure 139: Prompt on replacing a file in a Library – Major versions defined.
6.3
Version Control on Check Out, Opening and Saving
Even if the destination document library does not have versioning enabled,
SharePoint will prompt for a version comment as you check in. MacroView
DMF uses the native SharePoint methods to perform the check-in, and so will
also prompt for a comment as you check in.
The following section is relevant when you are working with a document library
that has versioning enabled – either Major Versions or Major and Minor
Versions.
6.3.1 Temporary or Proposed Versions
When a document is checked out Microsoft SharePoint creates a temporary or
‘proposed’ version of it. This occurs when you check-out a document regardless
of whether versioning is on or off in the library.
This happens because a document you check out is for your exclusive and
private use and until you are finished with it users will only ever be able to see
the previously checked in version.
The proposed version number is automatically incremented from the most
recently published version (which is sometimes referred to as the current
version). As an example, in a library where Major and Minor Versions are
configured and the current version is 2.0, the proposed version will be 2.1. If
Majors Versions Only is configured, the proposed version will be 3.0.
When you look at the file in the MacroView DMF file list (or the web browser)
you see that the proposed version has been created in the library, though
attempts to preview (or open read only in the browser) will only show the current
(most recently published) published version.
When you click Save while editing a document, it is this proposed version that is
replaced. These changes are provisional until you check in the document and
replace or create an actual version. If instead you discard the check out, the
proposed version will be deleted and all changes it contains will be lost,
regardless of how many times you have saved in the course of editing.
6.3.2 Open from SharePoint for editing in Word / Excel / PowerPoint
In an installation that uses the default (shipped) configuration settings,
MacroView DMF will automatically check out a document as it opens the
document from SharePoint for editing in Word, Excel or PowerPoint.
As a result of check out, a proposed version of the document is created (see
above discussion).
If the DisableAutoCheckOutOnOpen setting of MacroView DMF is ON,
MacroView DMF will NOT automatically check-out a document as it opens that
document for editing. If the source document library has Require Checkout
configured, you will see a Check Out button displayed in Word, Excel or
PowerPoint. Clicking this button checks out the document and enables editing.
The check-out creates a proposed version. See also 11.1.1.
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6.3.3 Open Read Only into Word / Excel / PowerPoint
MacroView DMF enables you to open a document Read Only either by
choosing the Open Read Only option on the right-click menu (see 2.6.2) or by
double clicking if the OpenDocsReadOnlyByDefault setting is ON (see 11.1.7).
Opening a document read-only does not check out the document, nor does it
create a temporary version.
If the source document library has Require Checkout configured, you will see a
Check Out button displayed in Word, Excel or PowerPoint. Clicking this button
checks out the document and enables editing. The check-out creates a
proposed version.
If the source document library does not have Require Checkout configured you
will see an Edit Document button displayed in Word, Excel or PowerPoint.
Clicking this button enables editing and creates a proposed version. Other
users can also open the document for collaborative editing (also known as coauthoring).
6.3.4 Saving a New Document from Word / Excel / PowerPoint
The Save As to SharePoint command of MacroView DMF enables saving a
new document to SharePoint, with metadata capture.
If the destination document library has Major Versions configured the document
will be saved as v1.0. If Major and Minor Versions is configured, it will be saved
as v0.1.
Require Check Out Configured
If the destination library has Require Check out configured, the newly saved
document will be left checked out to you so that you can continue editing it.
When you eventually close and check in you have two options:
replace the existing v1.0 (or v0.1)
publish a new version (2.0 if Major Versions; 0.2 or 1.0 if Major and Minor
Versions).
Require Check Out NOT Configured
If the destination library does NOT have Require Check out configured,
MacroView will automatically check out the newly saved document to you
(unless auto check-out on open is disabled – see 11.1.1). This check out will
create a proposed version:
v2.0 if Major Versions
v0.2 if Major and Minor Versions
When you eventually close and check in you will be replacing the proposed
version with an actual version.
If the library has Major Versions configured you will have one option, because
OOB SharePoint does not let you replace an existing major version:
V2.0 – i.e. replace the proposed v2.0 with an actual v2.0
If the library has Major and Minor Versions configured you will have three
options:
Version 0.2 – i.e. replace the proposed v0.2 with and actual v0.2
Version 0.3 – i.e. replace the proposed v0.2 with a new minor version
Version 1.0 – i.e. replace the proposed v0.2 with an new major version
6.3.5 Re-Saving an Existing Document
As mentioned above, if you use MacroView DMF Open from SharePoint to
open an existing document from SharePoint for editing in Word, Excel or
PowerPoint, by default the document will be checked out to you, and a
proposed version will be created.
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If you edit the document and then use MacroView DMF Save As to SharePoint
and leave the name and location of the document unchanged, you will be
prompted as to whether you wish to replace the current version. This refers to
replacing the proposed version that was created when the document was
automatically checked out. Effectively you are replacing the proposed version
with an actual version.
If you choose a different location or file name, MacroView DMF will check if a
document of this name already exists in the destination location and if so
prompt to replace the existing document or to create a new version, depending
on whether versioning is configured for the destination library.
6.3.6 MacroView Advanced Office Integration
MacroView can supply optional module for MacroView DMF called Advanced
Office Integration (MacroView AOI). This module provides an enhanced
experience when you close a document that has been checked out and opened
from SharePoint for editing. If the document library has Major Version Only
configured, MacroView AOI:
Does not display the Discard Check Out option, which eliminates the risk of
accidentally discarding all changes made since you checked out
Enables replacement of an existing Major Version
Facilitates creation of a new version and saving as a new document.
For details see Section16.
6.3.7 Configuration Settings
See full details on these keys in the MacroView DMF Installation and
Configuration Guide. Be aware that default settings for these configurations
may be present in the templates used for creating your document libraries.
The setting AutoCheckInWithReqCheckOut is no longer relevant in MacroView
DMF v7.7 and has been removed.
Contact MacroView Professional Services ([email protected]) for
assistance with the optimal configuration of check out / check-in and versioning
for your SharePoint document store.
MacroView can customize MacroView DMF so that it meets your specific
requirements in this area – e.g. so that documents are not automatically
checked out as they are opened for editing in Word, Excel or PowerPoint.
6.4
Drop Off Libraries
Microsoft SharePoint 2010 and 2013 support Drop Off Libraries. When you
attempt to save a document to a Drop Off Library using the standard SharePoint
web browser UI, the screen dialog changes so that you Submit rather than
Save. SharePoint 2010/2013 can then automatically move the submitted
document to another library, based on metadata (e.g., Content Type).
When you save a document to a Drop Off library using MacroView DMF this
automatic routing does not occur.
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6.5
User Guide
Compliance
6.5.1 Legal Holds
SharePoint 2010 and 2013 support applying one or more Legal Holds to a
document. A Legal Hold is defined in the SharePoint 2010 environment. Part of
its definition is whether documents that have that Hold applied can be deleted.
MacroView DMF provides a convenient means for viewing the Legal Holds that
currently apply to a document, and also for applying Legal Holds (provided that
you have the necessary permissions). To view and apply Compliance settings,
right click a file in a DMF file list and choose the Compliance Details menu item:
Figure 140: Compliance Details item on right-click menu
Clicking Compliance Details displays the following screen, which among other
things shows:
Hold Status (have one or more Legal Holds been applied to the document)
Record Status (has the document been declared as a Record)
MacroView DMF respects the Legal Hold status of a document and adjusts the
right-click menu for that document to not include actions that are not permitted
by one or more of the Legal Holds currently applying to that document.
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Figure 141: Compliance Details screen dialog – user does not have Site Collection Administrator permissions.
If you have appropriate permissions (to the Holds list in the relevant Site
Collection), you will see a list of Legal Holds that have been defined for the
SharePoint Site Collection in which this Library is located. You will also see the
Legal Holds that have been applied to the document. You can select an existing
Legal Hold and remove it or a new Legal Hold and apply it.
You can also apply Legal Holds directly to an item from the right-click menu
(see Figure 140).
6.5.2 Declare as Record
If In Place Record Management has been enabled for a SharePoint 2010/2013
Document Library and you have appropriate permissions, the Compliance
Details dialog (see Figure 143) to declare the document as a Record.
You can also declare an item as a record from the right-click menu (see Figure
140).
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6.6
User Guide
Document Level Security
6.6.1 Manage Permissions
When you right-click a document in a DMF File List and select Manage
Permissions, MacroView DMF jumps you to the web browser page for
managing permissions for that document. By using that web page you can
arrange for the document to have different permissions to those that apply to
the document library or folder in which it is stored. Note that this page is
typically only available to users with Design or Administrator level permissions.
Figure 142: Manage Permissions browser page displayed by right-click, Manage Permissions
6.6.2 Enhanced Document Level Security
MacroView can supply a companion product to MacroView DMF called
MacroView Enhanced Document Level Security. This product significantly
improves the user experience for setting document level security to a document
that is stored in SharePoint. MacroView EDLS displays a new Manage
Permissions dialog when you right-click a document, which makes it easy to
specify quite granular permissions for that document – e.g. user Jane Jones
and group Finance Users have Contributor-level permission, while Bill Brown
and the Marketing group have Read-only permission.
With MacroView EDLS you can simply click a Private check box as you save a
document to SharePoint to make it so that, for the time being at least, you are
the only user with access to the document, even though many other users may
have permission to the document library in which the document is stored.
Importantly, this enhanced Document Level Permissions facility is usable by
even Contributor-level users.
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6.7
User Guide
Rating
As you profile a document, MacroView DMF supports the capture of Ratings if
the ratings feature is enabled in the Document Library.
Figure 143: MacroView DMF Profile dialog prompting for a rating for a PDF
Note that MacroView DMF does not currently support the display of Rating
columns in its File List.
6.8
Expiration Policies, Approvals and Workflows
MacroView DMF does not change the way files are stored in SharePoint.
Consequently standard SharePoint functionality such as Policies, Approvals
and other Workflows will still apply.
6.9
Unique Document Numbering
MacroView can supply an optional module of MacroView DMF called
MacroView Unique Document Numbering, which allows an organization to have
the style of unique Document IDs that they prefer. See Section 16.3.
Contact MacroView Professional Services ([email protected]) for
assistance with the configuration of MacroView UDN. This includes the
specification of Document Referencing Scheme (or Schemes) that meet the
requirements of your organization. MacroView also has extensive experience
with the design and development of custom templates and macros to handle
specific requirements in relation to placement of Document References.
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6.10 Audit History
MacroView DMF provides an Audit option on menu that displays when you
right-click on a file in a DMF file list. That option will generate a grid display of
usage activity for this document, including viewing, updating, etc. Recent
activity is displayed in a grid (see sample below) in descending date order (i.e.
most recent action at the top). This grid can be copied to the clipboard.
Note that the activity details are retrieved from the SharePoint Audit Log. The
Audit option is greyed out (unavailable) unless SharePoint Audit logging is
turned on for the Site Collection and the MacroView DMF configuration setting
Enable user access to Audit information is ON.
MacroView DMF can be customized to log additional types of activity in the
SharePoint Audit log, so that that activity is displayed by the right-click, Audit
option. Contact MacroView Professional Services
([email protected]) for assistance.
Figure 144: Audit History display - note most recent activity is at the top.
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6.11 Client / Matter Centric Operation
MacroView DMF Professional for Law Firms bundles the core MacroView DMF
software with a number of optional modules that are relevant to document
management in a law firm. One of these modules supports the operation of the
Matters mode in MacroView DMF Explorer.
6.11.1 Matters Mode
The Matters mode will be displayed if any of the Servers registered for the
MacroView Pane has Enable Matters ticked.
To see this option go to Tool, Options, Servers, select a Server and click the
Matters tab.
Figure 145: Edit Server dialog in File, Options, Servers - note Enable Matters option.
The Matters mode removes the need to navigate the SharePoint tree to see the
documents for a Legal Matter. Instead the Matters mode allows you to pick a
Client and a Matter for that Client from drop down lists that are populated by
retrieving data from a SharePoint List or line of business data store. Selecting a
Matter causes MacroView DMF to locate automatically to the document library
or site that corresponds to the Matter.
See Section 16.5 for more information on the MacroView Client Matter
Integration module, which handles this retrieval of Client Matter data and also
facilitates the provisioning of Client and Matter areas within a SharePoint
document store.
Figure 146: Matters mode in MacroView DMF Explorer - Client and Matter selected
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7.
User Guide
Moving and Copying Files
MacroView DMF provides excellent support for moving and copying documents
that are stored in SharePoint, including via drag and drop. As it moves or copies
MacroView DMF retains version history and reuses existing metadata to satisfy
the requirements of the destination library.
MacroView DMF also enables moving and copying documents into SharePoint
from Windows folders, and downloading documents to Windows folders from
SharePoint. This moving and coping can also be done using drag and drop.
See Section 13, Working in Windows Explorer.
7.1
Moving Documents within SharePoint
Using MacroView DMF you can copy or move one or more files from one
SharePoint Document Library or Folder to another.
The destination Library or Folder can be in a different SharePoint Site, which
can be on a different Site Collection or even on a different SharePoint Server
(Web Application).
MacroView DMF v7.7 provides significantly better performance when the move
is within a SharePoint site – e.g. from one document library to another within the
same site, or between folders or document sets in the same document library.
7.1.1 Drag and Drop,
You can move one or multiple documents by selecting them in a MacroView
DMF file list and then dragging them to a node in the MacroView tree display
that corresponds to a destination docuemt library, document set or folder.
To copy using drag and drop hold down the Ctrl key before you drag and drop
the selected files.
As you drag and drop to move or copy, MacroView DMF will highlight the target
location – i.e. the document library, folder or document set which appears to be
the destination for your drop. This helps to ensure that you move or copy to the
intended location.
Figure 147: MacroView DMF highlights target library (Westpac\Green Sources)
Note that you cannot drag and drop to a folder or document set displayed in a
MacroView DMF file list.
Note that moving involves the deletion of files from their original location, so you
must have the SharePoint permission to delete files from that location.
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7.1.2 Alternatives – Right Click, Cut/Copy on the Ribbon, Hot Keys
An alternative approach is to select a file or files that you want to copy or move
and choose the Cut or Copy options from the right-click menu or choose Cut /
Copy or Paste from the Home ribbon of MacroView DMF.
You can also use the standard keyboard shortcuts (Ctrl+C to copy, Ctrl+X to cut
and Ctrl+V to paste).
Figure 148: Right-click options in MacroView DMF Explorer when a file is selected, including Cut and
Copy.
Note that moving involves the deletion of files from their original location, so you
must have the SharePoint permission to delete files from that location.
7.1.3 Moving between SharePoint versions (e.g. 2007 to 2010, 2010 to 2013 etc.)
MacroView DMF does not support moving files between Libraries in different
versions of SharePoint – e.g. from a library in SharePoint 2007 to a library in
SharePoint 2010 or SharePoint 2013.
MacroView DMF supports copying of files between libraries in different
versions of SharePoint including those located in an on-Premise or Private
Cloud SharePoint environment to libraries or folders located in Office 365 /
SharePoint Online.
7.1.4 Attempting to Move a Checked-Out File
If you attempt to move a file that is Checked Out, MacroView DMF will display
an error message and not perform the move. If multiple files are selected, only
those that are not checked out will be moved by MacroView DMF.
Figure 149: Message when attempting to Move a document that is Checked Out
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7.1.5 Check for Existing File of Same Name
Before it moves or copies a file to a destination library MacroView DMF first
checks whether a file of the same name already exists in that destination library,
and if so prompts you to replace or (if versioning is defined in the destination
library) to create a new version.
If there are multiple files are being moved / copied, MacroView DMF will display
a check box which allows you to indicate whether you want the same
replacement / new version action for multiple files.
Figure 150: Prompt to replace an existing file on move.
Note check box to use same action for remaining 3 files.
7.1.6 Reuse of metadata on Move or Copy
As it moves and copies files, MacroView DMF Explorer captures metadata as
defined by the destination document library. MacroView DMF will attempt
wherever possible to re-use already–captured metadata to satisfy the metadata
requirements of the destination Library. This applies both to Content Type and
specific column metadata.
If the Destination Library contains a Content Type which is the same name as
the existing Content Type and columns that match those in the source Library,
MacroView DMF will automatically select that Content Type. This Content Type
will be shown already selected if the Profiling dialog is displayed.
The objective is to minimize user effort involved in moving / copying files
between Document Libraries that have exactly the same structure (e.g. because
they are based on the same template).
If there are columns in the Destination Library that do not have a matching
column in the source library, or where the value in the source library column is
not valid in a like-named column in the destination Library, DMF will display the
Profiling Dialog.
MacroView DMF will also display the Profiling dialog if the Content Type in the
source Library does not match the name of any Content Type in the destination
Library or if a like-named Content Type in the destination Library has a different
structure.
When the Profiling dialog is displayed, existing metadata values will be preselected in the matching columns. The user can then retain these existing
values or select a different value in the Profiling dialog. The values selected
when the user clicks OK will be recorded for the moved / copied file in its new
destination Library location.
7.1.7 Potential Loss of Metadata
If a destination Library does not contain a metadata column that is present in
the source Library, the value of that metadata column will be lost as the file is
moved or copied.
Users should be alert to this potential loss of metadata when moving a MSG file
from a Library that is based on the “MacroView Library – One Content Type”
template to a document library that is not based on that template. The source
Library “Document” Content Type will contain columns relating to email
attributes (such as To, From, Subject, etc.) but these columns may well not be
present in the ‘Document’ Content Type in the destination library.
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7.1.8 Common Metadata when Moving / Copying Multiple Files
If you are moving or copying multiple files MacroView DMF enables you to
have common metadata applied to all files. You do this by checking a tick box at
the bottom of the Profiling dialog. By ticking this box on the Profiling dialog that
displays for the first file you can minimize user profiling effort and have common
metadata applied to all files being moved or copied.
Note that email-related attributes such as To, From, etc. are set automatically
for each individual MSG file being moved or copied.
Tick this box to apply
the same metadata to
multiple remaining files
Figure 151: Prompt displayed when moving or copying multiple files in MacroView DMF
Once the user clicks OK on the Profiling dialog, MacroView DMF will
commence the moving or copying of the files. While this proceeds, a progress
dialog similar to the following is displayed:
Figure 152: As it moves files, MacroView DMF displays a progress indicator
Once the copy/move process has finished the MacroView DMF tree-view will
locate to the destination Library or Folder. Note that the default View of the
destination Library will be displayed – the moved or copied files may not be
visible in that View.
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Figure 153 Move operation with three successes and one failure (with failure reason indicated)
7.1.9 Version History retained on Move
When it moves a file to a destination library that has Versioning enabled,
MacroView DMF moves all versions of the file, provided that the destination
library is in the same web application (server). Note that in SharePoint each
version in the Version History is a complete copy of the file, which will increase
the time taken to complete the Move.
Comments are only retained for Major versions and only when the destination
library is configured to use both Major and Minor versions. This limitation is
imposed by the underlying SharePoint object model.
As it moves a file to a document library that has Versioning configured,
MacroView DMF will automatically create a new version to reflect the move,
with an appropriate Comment in the Version History.
Figure 154: Viewing Version History for a file that have been moved by MacroView DMF – note automatic Comment
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7.2
User Guide
Moving Documents from SharePoint to an Open Document
MacroView DMF v7.7 enables document content stored in SharePoint to be
dragged and dropped into open Office 2013 documents.
If you select an image file in a MacroView DMF file list and drag and drop it into
an open Word document the image will be inserted into the Word document at
the drop point.
Selecting another type of document in a MacroView DMF file list and dragging
and dropping it into an open Word document will embed the dragged document
as an object which can be double clicked on to open it. PDFs are usually
dropped in a preview mode.
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7.3
User Guide
Downloading Files from SharePoint (Right Click or from the Ribbon)
MacroView DMF allows you to download one or multiple files from SharePoint
to a Windows folder. You can select multiple files, then right-click and select
Download. Alternatively select Download from the MacroView DMF ribbon.
Figure 155: Downloading multiple files using the right-click menu in MacroView DMF Explorer
After you have selected the file(s) you wish to download, MacroView DMF will
ask where you want to download the file(s) to.
Figure 156: MacroView DMF displays the Browse for Folder dialog to allow you to select a download
location
MacroView DMF will display a SharePoint Download results dialog if an error
occurred during the multiple download process.
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8.
8.1
User Guide
Managing the SharePoint Document Store
Creating a New Document Library
Within the MacroView DMF tree-view display, select the Site where you want to
create the new library, right-click and select ‘Create New Library...’.
MacroView DMF will display a screen dialog similar to the following:
Figure 157: Create New Library menu item and screen dialog showing available templates
The library templates that are available for use in this Site are loaded into the
Template list. This includes those created using “custom list definitions” (see the
MacroView DMF Installation and Configuration Guide for more details on library
template management).
The above example shows several standard templates, as well as the three
Library Templates that are supplied by MacroView:
MacroView Library – One Content Type
MacroView Library
Matter Library
The Matter Library template is included in DMF Professional Legal Packs.
All three MacroView-supplied templates contain columns that MacroView DMF
can set automatically as it uploads an email to SharePoint:
To, CC, BCC
From
SentOn, Received Time
Subject, Conversation Topic
Importance, Sensitivity
Attach(ment) Count, Attachments?
Message ID (Exchange ID)
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They also contain an Emails View which is designed for displaying emails so
that Discussion Threads are maintained when you sort by Subject.
The three Library Templates also contain columns that MacroView DMF can
set automatically as it uploads files from Windows File Shares and local drives:
Original Author, Original Created, Original Modified
Original Producer (relevant to PDF files)
MacroView DMF will display the following message when a new Document
Library has been created:
Figure 158: Create Library confirmation dialog
8.1.1 Configuration Setting – Create Library
MacroView DMF provides a configuration setting that determines whether the
‘Create New Library…’ option is visible when you right-click on a Site.
Organizations that want to prevent users with Designer or Administrator rights
from creating new Document Libraries using MacroView DMF can use Group
Policy to force this setting to be Off. Note that such users can still open the Site
in the SharePoint web browser UI and create a library.
Figure 159: File, Options, Appearance dialog - note Display Create Library Button option.
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8.2
User Guide
Creating a New Folder
MacroView DMF provides a convenient means for creating a new Folder in a
6
SharePoint site or area . MacroView DMF also supports the creation of subfolders (folders within folders).
Right-click on a Document Library or Folder in a MacroView DMF tree-view and
select Create New Folder. MacroView DMF will display a screen display similar
to the following.
If there are multiple Folder content types defined in the library, a Content Type
drop down will appear above the Name prompt – select your desired folder
content type. Otherwise the default folder content type for the library will apply.
The body of the dialog will contain controls corresponding to any columns that
are defined for the selected folder content type.
Figure 160: Create New Folder dialog
Enter a name of the new Folder, enter any metadata as prompted and click OK.
8.2.1 Configuration Setting – Display Create Folder Button
MacroView DMF provides a configuration setting that determines whether the
‘Create New Folder…’ option is visible when you right-click on Document
Library or Folder.
Organizations that want to prevent users with Contributor rights from creating
new Folders using MacroView DMF can use Group Policy to force this setting
to be Off. Note that such users can still open the Site in the SharePoint web
browser UI and create a folder.
6
To create a new Folder you must have Contributor or equivalent role in the SharePoint site or area.
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Figure 161: File, Options, Appearance dialog - note Display Create Folder Button option.
The effect of the Display Create Folder Button option is similar in effect to the
Make “New Folder” command available? option in the Library Settings,
Advanced page of the SharePoint web browser UI.
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8.3
User Guide
Creating a New Document Set
Document Sets are a useful means of grouping documents as a unit of work –
e.g. as part of a workflow. A Document Set is a special type of folder. Like a
folder a Document Set can have its own metadata attributes. Document Set
metadata can be Shared – which means that all documents within that
Document Set will automatically inherit those shared metadata values.
MacroView DMF provides a convenient means for creating a new Document
7
Set in a SharePoint document library . Right-click on the Document Library in a
MacroView DMF tree-view – if the document library has one or more Document
Set content types defined, a Create New Document Set option will be present in
the right-click menu. Select that option and MacroView DMF will display a
screen display similar to the following.
If there are multiple Document Set content types defined in the library, a
Content Type drop down will appear above the Name prompt – select your
desired document set content type.
Note that Display Create Folder Button (see 8.2.1) does not control whether the
Create New Document Set option appears or not.
The body of the dialog will contain controls corresponding to any columns that
are defined for the selected document set content type.
Figure 162: Create New Document Set dialog
7
To create a new Document Set you must have Contributor or equivalent role in the SharePoint site or area.
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8.4
User Guide
Viewing and Editing Properties
8.4.1 File Properties
To view and edit the properties of a file that is stored in SharePoint, select the
entry for the file in a MacroView DMF file list and click the Properties button in
the Home tab of the MacroView DMF ribbon.
Alternatively you can press Ctrl + P, or right-click the entry for the file and select
Properties.
Keyboard Usage: Select a document in the DMF file list and key Ctrl + P.
MacroView DMF will display a dialog similar to the following.
Figure 163: Properties dialog for a file being saved to SharePoint.
The profiling (metadata capture and edit) dialog is resizable, which makes it
easy to work with and select long values of metadata columns.
The General tab lists only those properties that are editable. The Details tab
lists metadata properties that are automatic – i.e. which are captured without
any input from the user.
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Figure 164: Profiling dialog displayed by right-click, Properties - Details tab shows all properties.
The Properties dialog also contains a Preview tab, which displays a formatted
preview of the first page of most types of file. MacroView DMF generates this
preview at the SharePoint server - the entire file does not need to be
downloaded from SharePoint.
Figure 165: Preview tab of dialog displayed by right-click, Properties
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8.5
User Guide
Viewing Properties of Sites and Libraries
Previous versions of MacroView DMF included a Properties option in the rightclick menu that displayed when you right-clicked a site, document library (or
file).
MacroView DMF v7.5 no longer displays that option. Instead a Copy as Link
button in the Home tab of the MacroView DMF ribbon is enabled when a site or
library is selected. Clicking that button copies the URL for the site of library to
the clipboard.
Figure 166: Copy as Link button enabled when a document library is selected in the MacroView DMF treeview
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8.6
User Guide
Opening a SharePoint Site, Library or Folder in your Web Browser
MacroView DMF allows you to utilize the document management capabilities of
Microsoft SharePoint from within Microsoft Office. It also provides a convenient
means to navigate to a specific SharePoint site or area with your web browser.
Right-click a site, library or folder in a MacroView DMF tree-view and choose
Open. Alternatively select the node and press Ctrl + O or click the Open button
that is enabled in the Home tab of the MacroView DMF ribbon.
Keyboard Usage: Select a site, document library or folder or document set in
the DMF tree-view and key Ctrl + O.
This will cause MacroView DMF to launch a web browser window that displays
the SharePoint site or area that is currently selected within the MacroView DMF
tree-view display. Note that the tree-view display screen stays open.
Figure 167: Open option on menu displayed when you right-click a site
Figure 168: Site opens in web browser
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8.7
User Guide
Deleting and Renaming Files
You can rename and delete files using MacroView DMF Explorer. You can
also perform these actions whenever any MacroView DMF tree-view screen is
displayed – e.g. when you are saving, uploading, opening, or inserting.
Keyboard Usage: Select one or multiple documents in a MacroView DMF file
list and press the Delete key.
Keyboard Usage: Select one document in a MacroView DMF file list and press
the F2 key to display the rename file dialog.
Figure 169: Rename file dialog.
When one or multiple files is / are selected you can use the Delete button in the
MacroView DMF Explorer ribbon. If a single file is selected you can use the
Rename button. You can also use the Delete or Rename options from the menu
that appears when you right-click a file name.
Figure 170: Right-click menu options in MacroView DMF Explorer when a file is selected, including Delete.
Rename is not available if multiple files are selected.
MacroView DMF will prompt to confirm that you wish to proceed with delete:
Figure 171: MacroView DMF Explorer confirms that you want these files deleted
A SharePoint Delete results menu will only be displayed if an error occurs as
part of the delete process.
8.7.1 Retrieving Deleted Files
You can retrieve deleted files in a couple of ways:
By right clicking on a site in the tree view and selecting Recycle Bin – see
Section 2.7.
by opening a document library in your web browser, going to the Recycle
Bin and selecting and restoring any files you wish to retrieve. This is a
standard SharePoint feature.
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9.
User Guide
Working Offline
MacroView recommends using SharePoint Workspace 2010 or SkyDrive Pro
for working offline. SharePoint Workspace 2010 (now discontinued) came with
Microsoft Office 2010 Professional Plus. SkyDrive Pro comes in Office 2013
Professional Plus and there are rumors it may get released free to all.
Both of these enable automatic synchronization of library content with your
computer so that you can work offline (on the plane, at home) and have your
changes automatically synchronized when you get back in the office.
SharePoint Workspace 2010 will usually work correctly with both Office 2010
and 2013, and synchronize successfully with both SharePoint 2010 and 2013
libraries. SkyDrive Pro will synchronize successfully with both SharePoint 2010
and 2013 libraries.
MacroView DMF maintains two legacy approaches to offline working. These
approaches may get retired in future releases.
Take Offline / Manage Offline Files - taking files in a Document Library
offline for editing, with resynchronization of changes back to SharePoint
Outlook Offline Mode - initiating the save of emails to Favorite Libraries
and Folders in SharePoint while you are offline in Outlook.
9.1
Using SharePoint Workspace or SkyDrive Pro
If SharePoint Workspace 2010 or SkyDrive Pro is installed and you right-click
on a SharePoint 2010 or 2013 Document Library in MacroView DMF you will
see a Connect to SharePoint Workspace menu item. Selecting that menu item
will set up synchronization for that library (if it isn’t already set up) and then
jump you into the Windows Explorer view of that SharePoint Workspace /
SkyDrive Pro Library.
Figure 172: Connect to SharePoint Workspace menu item on right-clicking a Document Library.
For full details on using SharePoint Workspace 2010 or SkyDrive Pro refer to
the Microsoft product documentation.
9.1.1 Editing documents offline – A Warning
SharePoint Workspace and SkyDrive Pro both allow you to have a local copy of
a library for reference when offline. They are also fine for working on your own
documents as they will be automatically synchronized with the main library
when you go back on line.
Warning: Beware of synchronization issues. If someone back in the office make
changes to a document while you make changes to it offline you could have
trouble merging your changes. One way around this is to check a document out
before you leave the office so that people know you are working on it.
MacroView strongly recommends that companies determine appropriate
procedures for managing use of documents offline.
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9.2
User Guide
MacroView DMF ‘Take Offline’
This applies to:
All SharePoint 2007 libraries and files.
SharePoint 2010/2013 libraries and files when using a computer where
neither SharePoint Workspace nor SkyDrive Pro are installed.
9.2.1 Take Library Content Offline
If you right-click on a Document Library (of the type described above) in the
DMF tree the Connect to SharePoint Workspace option will be grayed out, and
the Take All Content Offline option will be available.
Selecting that menu item will:
Add that Library to your Favorites (if it is not already)
Check Out all files in the Library to you.
Create a copy of all files in the Library in a sub-folder of your MacroView
Offline folder that corresponds to the Document Library (see below).
9.2.2 Take a File Offline
If you right-click a file (or multiple files) in a DMF File List for a Library you will
see a Take Offline menu item. Selecting that Take Offline item will:
Check Out the selected files to you.
Create a copy of those files in a sub-folder of your MacroView Offline folder
that corresponds to the Document Library (see below).
9.2.3 MacroView Offline Folder
The MacroView Offline folder is located either on your Desktop or in your User
Profile area. This folder contains sub-folders that correspond to the Document
Libraries from which you have taken content offline (see above). You can work
with the files in these sub-folders while you are out-of-the-office and not
connected to your SharePoint Server(s). You can also save new documents to
those folders.
9.2.4 Manage Offline Files
The Take Offline mechanism of MacroView DMF is designed to facilitate taking
files offline for editing. Use the right-click, Download option of MacroView DMF
if you want Read-Only copies of files to be available while you are offline (see
Section 7.2).
When you are next connected to the SharePoint environment you can use
Manage Offline Files to automatically upload any changes that you have made
while working offline back to the SharePoint document store. If you have added
new documents to any of the Library folders you will be prompted for any
necessary metadata as it uploads the file.
Manage Offline Files is a separate Windows application that is normally
installed as part of installing MacroView DMF. There may be a corresponding
icon on your Desktop or Recent Applications:
When you click Manage Offline Files, MacroView DMF checks in all your
MacroView Offline folders for any content that needs to be re-synchronized.
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Figure 173: Manage Offline Files finds files to be uploaded back to SharePoint.
If you click Yes, MacroView DMF will upload the modified file back to its original
location in SharePoint and perform an automatic Check In, which will create a
new version if the Library has Versioning enabled.
Figure 174: Manage Offline Files has uploaded the file(s) in a Document Library
9.3
Outlook in Offline Mode
MacroView DMF lets you drag and drop to save messages to your
<SharePoint> Favorites folders even when your Microsoft Outlook is Offline or
you are using Outlook Web Access or Outlook Mobile Access (for example,
through a smart phone). This is very useful when you are out of the office,
because it allows you to choose where an important email should be saved in
SharePoint while you are working with that email and not have to postpone the
Save decision until you return to the office.
While you are Offline, the ‘MacroView Favorites’ will operate like any other
Outlook folder. Messages will accumulate in those folders as you drag and drop
them from your Outlook Explorer view.
As you drag and drop a message to a MacroView Favorites folder MacroView
DMF will display the following message:
Figure 175: Alert displayed when you drag and drop an email into a MacroView Favorite folder while
Outlook is in Offline Mode.
Subsequently, when your Outlook comes Online (i.e. is Connected), you can
click Upload Offline Emails to have MacroView DMF complete the saving of
any messages that have been moved to your MacroView Favorites folders while
you have been offline.
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Figure 176: Upload Offline Emails option on the MacroView tab in the Outlook 2010 ribbon
MacroView DMF will display a list of MacroView Favorite folders that contain
one or more messages. You can then click to select those folders whose
contents you wish to upload to the corresponding Library or Folder in
SharePoint.
Figure 177: Prompt to complete the save to SharePoint of three messages placed in MacroView Favorites
folders while Outlook was in Offline mode
This same dialog is displayed when you first start Outlook, if there are any
messages in your MacroView Favorites folders awaiting the completion of their
save to SharePoint.
This save uses the same approach to metadata capture as when saving
multiple emails (see Section 5).
If you realize during the upload process that you do not wish to upload these
emails, select ‘Cancel’ at any stage during the process, select ‘File, Work
Offline’, and then enter the MacroView Favorites folder which contains the files
and delete the messages. Once deleted, they will no longer be in the queue of
Offline Emails to be uploaded.
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10. Working in Microsoft Outlook
MacroView DMF extends the integration of Microsoft SharePoint and Microsoft
Outlook, making it much easier to save messages to SharePoint, preview and
open messages already stored in SharePoint and retrieve files from SharePoint
so that they become attachments to emails. In addition to enabling best-in-class
email management solutions based on Microsoft SharePoint, most of the
functionality provided by MacroView DMF is now available within Microsoft
Outlook, so Microsoft Outlook can comfortably be the user interface for
performing all document management activity. This has clear advantages from
a user perspective as Outlook is a familiar working environment for many users.
10.1 MacroView Customizations in Microsoft Outlook
MacroView DMF adds customizations into Microsoft Outlook (2007-2013) to
the extent that you have almost the complete MacroView DMF functionality
available within Microsoft Outlook.
These customizations are illustrated below:
MacroView
Favorites Folders
MacroView
Tab
MacroView
Group on Home
Tab
MacroView
Pane
MacroView
File List
MacroView
Preview
10.1.1 MacroView Pane
The MacroView Pane by default is located at the bottom left of the Mail window
of Microsoft Outlook. If you have a larger screen or twin monitors you might
want to locate the MacroView Pane at the right of that window in a full column
of its own. See Section 15.1 for information on configuring the MacroView Pane.
The MacroView Pane has four modes:
Browse – displays a tree-view that enables accurate viewing and efficient
navigation of all areas of the SharePoint document pr email store for which
the current user has permission.
Favorites – displays areas of the SharePoint document / email store that
the current user has added as Favorites or that have been ‘pushed’ out to
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the current user by the Subscriptions mechanism. Also shows MacroView
searches that the current user has added as Favorites.
Recent – displays files that the current user has recently saved or edited,
searches that the current user has recently performed and locations
(document libraries) that the user has recently utilized.
Search – displays the types of MacroView Search that are available to the
current user. MacroView Searches allow the user to search across the
SharePoint document store for documents and emails based on their
content and their metadata attributes.
These modes are the same as the modes of the same names available in
MacroView DMF Explorer and other MacroView dialogs so see the rest of this
user guide for detailed usage information.
10.1.2 MacroView Favorites Outlook Folders
Adding a document library, SharePoint folder or document set as a MacroView
Favorite causes the creation of a corresponding Outlook folder. These folders
are arranged in groups under a <SharePoint> heading folder in the Mail Folders
pane of the Outlook Mail window. Clicking on one of these folders displays a
view of the corresponding document library, SharePoint folder or document set
in the MacroView File List. Emails and attachments can be dragged and
dropped to a MacroView Favorite Folder to save.
See Section 3.1 for more about creating and using MacroView Favorites.
The fact that all favorite areas are displayed in the Favorites mode of the
MacroView pane in Outlook significantly reduces the need for MacroView
Favorite folders in Outlook. These folders can still be relevant in certain usage
scenarios – e.g. if if you are working offline (see Section 9.3). MacroView DMF
v7.7 provides a configuration setting called Create MAPI folders for Favorites,
which can be used to suppress the creation of Favorite folders in Outlook.
Figure 178: Options, Office dialog showing Create MAPI folder for Favorites enabled
Note that when you click on a favorite under the <SharePoint> heading folder in
the Mail Folders Pane the default View of the library will be displayed, whereas
clicking on a library in the Browse or Favorites modes will display the View that
was most recently used in those modes.
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10.1.3 MacroView Tab
This tab provides a range of functionality described later in this Section.
Figure 179: MacroView ribbon in Microsoft Outlook
10.1.4 MacroView Group on Home Tab
The MacroView group is located in the middle of the Home tab of the Microsoft
Outlook ribbon.
This group shows the View that is currently being displayed in the MacroView
File List and enables selection of other Views. The group also contains an Add
to Favorites button for adding an area of SharePoint or the current MacroView
Search as a Favorite.
Figure 180: MacroView group in Home tab of the Microsoft Outlook ribbon
10.1.5 MacroView File List
This pane displays:
The files in the currently selected view of a document library, SharePoint
folder or document set.
The files that are the results of the current MacroView Search
The front page of a site selected in the MacroView tree-view (Browse or
Favorites mode).
10.1.6 MacroView Preview
This pane displays a formatted preview of the first page of the currently selected
file in the MacroView File List. The preview is generated at the server - the
whole document does not need to be downloaded.
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10.2 Browsing the SharePoint Document / Email Store from Outlook
The MacroView Pane in Browse mode is an excellent means for browsing a
SharePoint document store. The Browse mode displays an accurate tree-view
of all areas of the SharePoint store for which the current user has access
permission. The tree-view extends from the Web Application level, down
through the site collections, sites, sub-sites, document libraries, folders, subfolders and document sets. The tree view continues down to any metadata
navigation hierarchies that are defined for the document libraries.
Clicking a document library in the MacroView DMF tree-view displays a View of
that library in the File List pane. For most file types, the preview pane at the
bottom displays a formatted preview of the first page of the file.
Any attachments in an email message are displayed as hyperlinks. Clicking one
of these hyperlinks extracts the attachment from the stored email message and
opens it in the relevant application.
Figure 181: Clicking the node for a Library in the MacroView DMF tree-view displays the default View of that library.
Note also the preview of a selected email message, with attachment displayed as a hyperlink.
See Sections 2 and 3 for more details of the functionality and operation of the
Browse mode.
You can also browse your favorite parts of the SharePoint store by using the
MacroView pane in Favorites mode and your <SharePoint> favorite folders in
the Mail Folders pane.
See Section 3.1 for more details of the functionality and operation of the
Favorites mode.
10.2.1 Views
The View initially displayed will be the View that you used in Outlook most
recently. This can be very convenient, especially if the View that you frequently
use in Outlook is related to emails (e.g. the Emails View of Libraries based on a
MacroView-supplied Library Template).
The View drop-down (located in the MacroView group of the Home tab) lists all
Views that have been defined for this Library or Folder. Any View selected will
display as defined in SharePoint (columns, filtering and sort ordering).
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Note that if you click on a favorite under the <SharePoint> heading folder in the
Mail Folders Pane you will see the default View of the corresponding library,
folder or document set.
10.2.2 Emails View
MacroView DMF ships with library templates that contain an Emails View,
which displays columns corresponding to Email attributes that are automatically
recorded as MacroView DMF saves an email to SharePoint.
Figure 182: Emails View of a Document Library.
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10.2.3 Viewing Sites and Lists from Outlook
Clicking in the MacroView Pane tree-view on a node corresponding to a
SharePoint Site will display the front page of that Site in the right pane of
Outlook. This provides a convenient means for viewing and working with Lists in
that Site as well as with document libraries and folders.
Note that this is a web page, so you can click on links (e.g. in the Quick Launch
area on the left) to navigate to any part of the site.
Figure 183: Clicking a Site node in the MacroView Pane displays the front page of that Site in the right pane.
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10.3 Opening an Email Stored in SharePoint
If you double-click on a MSG file in a DMF File list, or right-click the MSG file
and choose Open, the email message re-opens in Outlook, exactly as it was as
the moment it was saved to SharePoint via MacroView DMF. Any attachments
that were present on the email when it was saved will still be present.
Depending on your workstation settings, Microsoft Outlook may display a
security prompt:
Figure 184: Outlook may display a security prompt when you open a MSG file from SharePoint.
Note that with MacroView DMF v7.3 and above it is no longer necessary to
adjust the Browser File Handling setting of a SharePoint 2010 Server to be
Permissive rather than Strict.
Figure 185: MSG opened from SharePoint - note attachments are preserved.
You can also open other files (e.g. PDFs, Word, Excel, PowerPoint documents,
etc.) using double-click or right-click, Open.
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10.4 Saving emails and attachments to SharePoint
MacroView DMF provides a number of ways of saving an email to SharePoint:
Drag and drop the message to a <SharePoint> Favorite folder
Drag and drop the message to a Library or Folder in the MacroView Pane
Select the message in its Outlook Folder (e.g. Inbox, Sent Items, etc.) and
click Save Message(s) on the MacroView group of the Home tab.
Select the message in its Outlook Folder (e.g. Inbox, Sent Items, etc.),
right-click and choose Save Message to SharePoint.
Open the message and click Save Message on the MacroView group of
the Message tab.
The first three techniques allow you to save either a single or multiple emails.
You can drag and drop one or multiple attachments to save them separately to
SharePoint. If the message is open, you can select an attachment or multiple
attachments and save them separately to SharePoint.
10.4.1 Saving an Open Message to SharePoint
Once MacroView DMF is installed in Outlook 2007, 2010 or 2013 the
MacroView group appears in the Message tab when you open an email. There
are two options Save Message and Save Attachments.
Figure 186: MacroView custom ribbon group displayed when a message is open.
10.4.2 Saving Emails using Drag and Drop
MacroView DMF allows you to save one or multiple emails to SharePoint by
dragging and dropping them to a document library, folder or document set in the
Browse pane or the Favorites pane, or to a <SharePoint> Favorite folder in your
Outlook Mail Folders pane.
Note that the message(s) is/are dragged from the Outlook Mailbox view – it
does not need to be opened beforehand.
10.4.3 Saving Emails from Sent Items folder to SharePoint
MacroView DMF treats the Sent Items folder in the same way as any other
Outlook folder.
MacroView DMF can automatically save or prompt you to save a message to
SharePoint as it is sent. See Section 10.7.3 for more details.
10.4.4 Saving Emails from Public Folders to SharePoint
MacroView DMF treats Outlook / Exchange Public Folders and Managed
Folders in the same way as any other Outlook folder.
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10.4.5 Message Save Processing
MacroView DMF will name each message saved by drag and drop using the
default naming convention – see Section 10.5.2 below for details.
MacroView DMF will automatically set custom columns in the selected
document library that correspond to Outlook message attributes such as To,
From, CC, etc. If the document library contains other custom columns
MacroView DMF will display its profiling screen to prompt you for values for the
custom columns. See Section 5 for details.
Depending on your settings MacroView DMF will
delete the original message from your Inbox (or source Microsoft Outlook
Folder) or
mark the message as Saved to SharePoint and optionally insert an
addendum into the original message in Microsoft Outlook to provide
details of when and where the message was saved in SharePoint
For more details, see the relevant sections below.
To view your newly saved message(s) you can click on the <SharePoint>
Favorite folder or on the Document Library, Folder or Document Set in the
MacroView DMF tree to which you dragged and dropped. See Section 10.2
above for more details of viewing emails and files stored in SharePoint.
10.4.6 Bulk Save of Emails to SharePoint
With MacroView DMF v7.7 bulk saving of emails has been significantly
enhanced. You can select hundreds of emails in an Outlook folder and drag and
drop to save them to SharePoint. Within seconds of dropping the emails onto
the destination document library, document set or folder, MacroView DMF will
prompt for any metadata that it cannot set automatically and start a background
task to complete the upload.
Once this background task commences you can either dismiss the progress bar
dialog (by clicking the red X in its right-hand top corner) or drag the progress
bar to the side and then continue working in Outlook. You can even drag and
drop further sets of emails to save them to SharePoint. However as a general
rule MacroView recommends leaving each background task to complete before
resuming working in Outlook.
MacroView DMF prevents duplicate copies of any email from being created in
the destination location in SharePoint. As it saves the emails to the destination
location MacroView DMF records metadata – both the attributes of the email
(which are captured automatically) and any custom metadata supplied by the
user. The saved emails are either marked as Saved to SharePoint or deleted
from your Outlook environment (depending on MacroView DMF configuration).
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Figure 187: Multiple emails selected ready to be saved to SharePoint by drag and drop.
In a nutshell MacroView DMF is a quick and efficient way to file all your
important emails – e.g. at the end of the week, the end of a project or other
convenient time.
Immediately after dropping on the destination location, MacroView DMF may
display a dialog to alert the user that the PC may be unresponsive for some
seconds. The default this dialog will appear when 50 or more emails are
dropped. MacroView DMF v7.7 allows you to configure the number of emails
that trigger this dialog.
Figure 188: Message displayed when you attempt to save more than a trigger number of emails.
10.4.7 Don’t Overwrite Existing Messages
Emails are somewhat different from other types of file in that 1) they are not
subject to editing, and 2) they have a number of inbuilt attributes (e.g. From,
To, Subject, etc) that are often sufficient metadata.
Many organizations take the view that once one recipient saves an email to
SharePoint, other recipients do not need to save their copy of the email. This is
why MacroView DMF provides a configuration setting called Don’t overwrite
existing messages. When this setting is ON, MacroView DMF will not overwrite
an existing copy of an email when another recipient attempts to save their copy
of the email in the same SharePoint location (or when the recipient who first
saved the email inadvertently attempts to save it again to the same location). In
other words, MacroView DMF will not replace an existing MSG that has the
same file name.
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Typically as it saves a file to SharePoint MacroView DMF alerts the user of the
presence of an existing file of the same name and allows the user to choose
whether he / she would like to replace it or create a new version (depending on
versioning settings of the destination document library). When the Don’t
overwrite existing messages setting is ON, MacroView DMF does not alert the
user of the existence of an existing copy.
If you want the ability to save updated custom metadata for an email message
that is already stored in SharePoint then you should set Don’t overwrite existing
messages to Off (unchecked). In this case as you attempt to save an email that
is already saved in the same destination library (i.e. and MSG file exists with the
same name as the file you are looking to save) MacroView DMF will alert you
and ask whether you wish to replace the existing copy, which will potentially
update its custom metadata. Note that the automatically recorded columns that
correspond to email attributes (e.g. To, From, Subject) will not change.
10.4.8 Prompting for Metadata during bulk email saving
Immediately after you drop one or more emails on a target node in the Browse
or Favorites mode of the MacroView pane, MacroView DMF will check the
metadata definition of the destination library and determine whether it can
record all relevant metadata automatically. If it cannot, MacroView DMF will
display its profiling (metadata capture) dialog. As is always the case when
multiple emails are being saved, the profiling dialog will provide a check box
option to use the same values for the remaining N-1 files. If you do not check
this option-box, MacroView DMF will prompt separately for metadata for each
email that you have dropped.
If Don’t overwrite existing messages is ON, the MacroView DMF Profiling dialog
will display a yellow bar that reminds the user that the specified metadata may
not be applied. This will be the case if the email is already saved in the
destination library (i.e. an MSG with the same name already exists)
Figure 189: Profiling dialog when saving multiple messages.
Note information message in yellow bar and option to use the same metadata for remaining files.
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When you have captured metadata for all the emails and click OK in the
profiling dialog, MacroView DMF will start a background task to complete the
upload of the emails and their metadata – both the automatic metadata and that
specified in any profiling dialog. This background task will commence within a
few seconds of clicking OK on the last profiling dialog.
If the profiling dialog does not need to be displayed, MacroView DMF will start a
background task to complete the upload of the emails and their automatic
metadata within a few seconds after you drop the emails on a target node.
Note that the delay before the background task commences will be longer if
either:
Error Trace is set to Information Level
Configuration setting Fill In Email Address Fields is ON (see Fill-In Email
Address Fields10.4.12)
10.4.9 Background Upload Task – Progress Display
MacroView displays a dialog similar to the following to indicate that a
background upload is in progress.
Figure 190: Progress dialog during upload of emails.
To halt the background upload process select the Cancel button or the red X at
the top right hand side of the dialog box.
To suppress the display of the upload progress bar simply select an area
outside of the dialog box. The upload operation will continue as before and will
notify of a success save if this option is enabled.
Note that in MacroView DMF v7.7 it is possible to have multiple upload tasks
running in the background at any one time, However as a general rule
MacroView recommends leaving each background task to complete before
resuming working in Outlook. Note that if multiple background upload tasks are
running, the progress dialog for each task may or may not be displayed.
10.4.10 Screen Dialog at Completion of Save
When the bulk save is completed, MacroView DMF will optionally display a
screen dialog that provides a summary of the bulk save process. This dialog
will not be displayed unless the configuration setting called Inform of Successful
Save is ON.
If the dialog is displayed it provides a summary of how many emails were
successfully uploaded, together with details of emails that failed to upload
successfully.
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Figure 191: Summary dialog at completion of save - shows unsuccessful saves
Note that the save of an email is deemed to be successful if a copy of the email
is present in the destination library after the upload is completed. It is possible
that the email was already saved in the destination location by another user (or
earlier by the same user).
10.4.11 Other Actions after Successful Save
If the configuration setting Delete Emails on Successful Save is ON (see Figure
178 ) MacroView will delete from the Outlook environment all emails that were
dropped to the destination library, except those for which the save was not
successful.
Otherwise (the configuration setting Delete Emails on Successful Save is OFF
(unchecked) MacroView DMF will set the yellow Saved to SharePoint category
in the user’s Outlook environment.
If the configuration setting called Insert Email Addendums is ON, MacroView
will update emails in the user’s Outlook environment by inserting addendum text
similar to that shown below. This addendum insertion will occur for all emails
that were dropped to the destination library, except those for which the save
was not successful.
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Figure 192: Saved to SharePoint category set for emails that have been successfully saved in SharePoint.
Note: The email addendums (along with the Saved to SharePoint indicator) are
only added when the emails are:
saved to SharePoint from within Outlook (or from an open email)
dragged and dropped to a library (or folder or document set) in the
MacroView DMF tree view pane within Outlook.
Note that emails can be saved to SharePoint by dragging and dropping them
from an Outlook folder to a suitable node in MacroView DMF Explorer. When
emails are saved in this fashion their metadata will be recorded automatically
and the resulting MSG files will be named as per normal, but the original email
in Outlook remains untouched – it will not be marked as Saved to SharePoint
and no addendum will be inserted.
10.4.12 Fill-In Email Address Fields
As it saves an email to SharePoint, MacroView DMF automatically records
display names as shown in Outlook (e.g. Jane Citizen) into metadata columns
such as To, From, CC and BCC.
If the configuration setting Fill In Email Address Fields is ON, MacroView DMF
will also automatically resolve these display names into their corresponding
SMTP email addresses (e.g. [email protected]) and record the resulting
addresses in corresponding metadata columns called To_Address,
From_Address, CC_Address and BCC_Address (provided that these columns
are present in the destination Content Type).
Note that the resolution of internal addresses involves contacting the Active
Directory Domain Controller for each address, which can be time consuming in
certain configurations.
Contact MacroView Professional Services ([email protected]) to
discuss the best approach for large-scale uploading of emails to SharePoint –
e.g. as part of a migration to MacroView DMF from other email management
solutions.
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10.5 Saved Message Details
10.5.1 Save Message Format
Regardless of the technique that you use to save your email, the result of the
save will be a .MSG file. This format preserves all parts of the original message,
including any attachments. MSG files will also re-open in Outlook.
10.5.2 Saved Message Naming
By default, the MSG files created by MacroView DMF will be named as follows:
[SenderName]_[SentOn]_[Subject_First20].MSG
E.g.
Robyn Williams_06Apr06 09.28.26_License Upgrade.MSG
The default file naming format has the benefit of being unique for each email, as
the SentOn field contains the time the email was sent to the second.
The default file name also prevents duplication of emails within a document
library that can occur from multiple recipients within your organization
attempting to save the same email. MacroView DMF will identify the email as a
duplicate even though it is being saved by a different user. However it is still
possible to save the same message to two separate document libraries. For
more details on how MacroView DMF can assist with preventing duplicate
copies of emails in the SharePoint store, see Section 10.5.6.
The configuration setting called Outlook Format controls the naming of MSG
files created by MacroView DMF. Please note that this area of your settings will
be grayed out if your Administrator has set this using Group Policy. For a list of
all the tags you can use for the MSG name see the associated MacroView
DMF Installation and Configuration Guide.
Figure 193: File. Options, Office dialog - note Outlook Format.
Characters that are invalid in SharePoint file names - e.g. # & ! @ ... are
automatically removed from the proposed file name that is generated by
MacroView DMF.
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10.5.3 Saved Message Addendums
As the email is saved an addendum is added to the original email similar to the
one shown below. Note that the addendum is inserted into the email within your
Outlook folder – it is not inserted into the copy of the email that is saved in
SharePoint. The addendum includes a hyperlink to the Document Library where
the email has been saved. This facilitates viewing related documents saved in
the same Library.
Figure 194: Addendum inserted into saved message
Note that messages protected with a digital certificate will NOT be able to be
saved to SharePoint if MacroView DMF has inserted an Addendum. If you
encounter this problem use MacroView DMF File, Options to uncheck the
Enable email addendums option. See
Figure 193.
Note: The email addendums (along with the Saved to SharePoint indicator) are
only added when the emails are:
saved to SharePoint from within Outlook (or from an open email)
dragged and dropped to a library (or folder or document set) in the
MacroView DMF tree view pane within Outlook.
Note that emails can be saved to SharePoint by dragging and dropping them
from an Outlook folder to a suitable node in MacroView DMF Explorer. When
emails are saved in this fashion their metadata will be recorded automatically
and the resulting MSG files will be named as per normal, but the original email
in Outlook remains untouched – it will not be marked as Saved to SharePoint
and no addendum will be inserted.
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10.5.4 Retaining the message in Outlook
The Configuration setting called Delete Emails on Save to SharePoint
controls whether email(s) are retained in their original Outlook folder after they
are successfully saved to SharePoint via MacroView DMF. See
Figure 193.
Please note that this area of your settings will be greyed out if your
administrator has set this using Group Policy.
10.5.5 Saved to SharePoint Indicator
If the email is not deleted from Outlook, MacroView DMF will set a Category
called Saved to SharePoint. This Category can be displayed in the Outlook
folder to provide a visual indicator that the email has been saved to SharePoint.
Figure 195: Outlook Inbox with Categories column.
The Saved to SharePoint category is also displayed when the email is opened.
Note that Saved to SharePoint category will also be set when you attempt to
save an email that has already been saved to SharePoint by another recipient
(see also 10.5.2).
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Figure 196: Open email showing Saved to SharePoint category
By default the Categories column is displayed on the right of the Outlook folder.
If Categories is not visible in your Outlook display you can add it right-clicking
the headings area and choosing Customize. You can also use this approach to
adjust the position of the Categories column.
Previous versions of MacroView DMF set a Filed property within the saved
message. Contact MacroView for assistance with the bulk conversion of such
attributes to the new Saved to SharePoint category.
Note: The email addendums (along with the Saved to SharePoint indicator) are
only added when the emails are:
saved to SharePoint from within Outlook (or from an open email)
dragged and dropped to a library (or folder or document set) in the
MacroView DMF tree view pane within Outlook.
Note that emails can be saved to SharePoint by dragging and dropping them
from an Outlook folder to a suitable node in MacroView DMF Explorer. When
emails are saved in this fashion their metadata will be recorded automatically
and the resulting MSG files will be named as per normal, but the original email
in Outlook remains untouched – it will not be marked as Saved to SharePoint
and no addendum will be inserted.
10.5.6 Preventing Duplicate Copies of Emails in SharePoint
As you attempt to save an email message to SharePoint, MacroView DMF
automatically assigns a file name to the resulting MSG file that is unique to the
message. This prevents multiple copies of the same email message from being
saved to the same location within the SharePoint document store (e.g. the
same document library or folder within a library).
10.5.7 Overwriting an already-saved message
If an email with the same name has been previously saved to the selected
SharePoint library, MacroView DMF can be configured so that it does not
replace the existing MSG file, or prompt to create / replace a Version (if the
destination Library has Versioning enabled). Instead MacroView DMF will just
set the Filed attribute for that message in your Outlook folder (See 10.5.5). This
action is configured using the setting called Don’t prompt for overwrite of
duplicate messages in the File, Options, Office dialog.
If the Don’t prompt for overwrite of duplicate messages setting is not ticked,
MacroView DMF will prompt to replace the existing MSG file, or prompt to
create / replace a Version (if the destination Library has Versioning enabled).
This is the standard DMF action for non-email files.
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10.6 Profiling the Saved Message
The profile or metadata information that is required to be stored with a message
is defined by the library that you are saving the message to. Different libraries
may have different profile / metadata requirements.
When saving an email to SharePoint, MacroView DMF will use the properties
of the email to automatically set the following profile columns if they are present
in the selected document library:
To
From
CC
BCC
SentOn
ReceivedTime
Importance
Sensitivity
Attach(ment) Count
ConversationTopic
Message ID
Note that Subject of the message is automatically recorded in the Title column.
8
MacroView DMF will also prompt for values for any other custom columns that
are present in the destination Library.
See Section 5 for general information on the DMF Profiling dialog.
10.6.1 Properties Greater Than 255 Characters
Email messages can have very long values of their To, CC or BCC attributes
(when the message is sent or copied to a large numbers of recipients).
MacroView DMF support saving these long attributes to multi-line text fields in
SharePoint Libraries, rather than single line of text fields. These multi-line text
fields are implemented as Notes fields in the SharePoint database.
MacroView DMF automatically detects whether a destination column can
accommodate more than 255 characters. If not, MacroView DMF automatically
trims the To, CC and BCC values to be no more than 255 characters (with
trailing …).
Note that Allow unlimited length in document libraries setting for the column
should be set to Yes by a SharePoint administrator.
Note that SharePoint will not allow you to sort or filter by a multi-line text
column.
8
MacroView ships sample library templates that contain a Computed column called ‘Subject’ that is automatically
defined to display the Conversation Topic of the message, formatted as a hyperlink to the MSG file in which the
message is stored. The advantage of basing document libraries on these supplied MacroView library templates is
that the ‘Emails’ view is familiar to Outlook users, in that it displays Subject, To, From, SentOn date/time, etc. Just
like in Outlook the user can click on Subject to open the message. If the user clicks on the Subject column
heading, the messages will be sorted by Conversation Topic (i.e. ignoring RE: and FW: prefixes in the Subject) –
which is also the same experience as in Outlook.
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10.6.2 Email Content Type
If the destination document library has multiple Content Types, MacroView
DMF can automatically select a Content Type that is preferred for use with
emails. This preference is indicated with a configuration setting called Default
Content Type in the Outlook section of the Office tab of the File, Options screen
dialog.
If this Default Content Type is not present in the destination Library, MacroView
DMF will use the default Content Type defined for the Library in SharePoint.
If the Default Content Type is present in the destination library it will be
automatically selected.
10.6.3 Saving without Profiling Prompts
If all the metadata columns (e.g. those defined in the Default Content Type) in
the destination Library are ones that MacroView DMF can set automatically
(see above), the Profiling dialog will not be displayed at all. From a user
perspective this is very attractive as it minimizes effort when saving emails.
MacroView DMF will not allow you to save a message if any required field
(marked by a red asterisk) have been left blank.
10.6.4 MessageID
As it saves an incoming email, MacroView DMF will automatically record
Message ID. This is a unique identifier for the message in Exchange. Note that
Message ID is not available for Sent emails.
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10.7 Saving of Sent Emails
10.7.1 Automatic Saving of Sent Emails
MacroView DMF can be configured so that, as an email is sent, it is
automatically saved to a nominated location in the SharePoint document store.
To configure this action tick Automatically file sent emails in the Office tab of the
File, Options dialog.
If this setting is enabled MacroView DMF will check to see if the outgoing email
satisfies one of the Rules that are recorded in your profile. The rule specifies the
URL of a SharePoint library or folder where the email will be saved. If there are
metadata columns that cannot be set automatically then the DMF Profiling
dialog will be displayed to prompt the user to enter values for these columns.
Otherwise the save will proceed automatically.
Figure 197: Office tab of File, Options - note Automatically file sent emails
10.7.2 Sent Email Rules
By clicking the Rules button in the File, Options, Office dialog you display your
existing Sent Email Rules. You can Edit or Remove an existing Rule and click
Add to create a new Rule.
Note that the Rules are checked in order, starting at the top-most rule. The first
Rule that is satisfied will determine the location for the automatic save. Even
though the outgoing email may satisfy multiple Sent Email Rules, only the firstsatisfied Rule will be used - in other words, only one save action will occur
automatically.
The following dialog contains Move Up and Move Down buttons that you can
use to order the Sent Email Rules in the precedence order that you prefer.
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Figure 198: Sent Email Rules for a user
There are two types of Sent Email Rule:
Address – based on text contained in the To, CC, BCC or From attributes
of the email.
Content – based on text contained in the Subject attribute or in the body of
the email.
Figure 199: Adding a new Save on Send Rule, based on keywords in content (body) of message.
The tick box on the left of the rule indicates that the Sent Email Rule is currently
enabled. You can disable a Sent Email Rule by un-checking this box. In some
situations this may be preferable to removing the Rule. As a new Rule is added,
it is automatically Enabled.
The Save Path attribute must be a valid URL for a library or folder in the
SharePoint document store. You must also have permission to write to that
location. This validity and access permission will be checked automatically –
you can also click the icon to test validity and access manually. Note that a
good way to obtain the URL for a library is to select that library in the DMF tree
and select Copy As Link. You can then Paste / Ctrl+V into Save Path.
The Sent Email Rules are stored in the User Registry. They can also be
deployed by using Group Policy.
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10.7.3 Save on Send
MacroView DMF can be configured so that as you send an email, you are
prompted to save that email to SharePoint. To assist you in choosing the
correct destination Library or Folder for the save, MacroView DMF displays a
tree-view of all areas of the SharePoint document store for which you have
access permission. The Library or Folder that you used most recently is
selected in the tree-view. You can then navigate to another Library or Folder
and click OK.
This capability existed in earlier versions of MacroView DMF and has been reintroduced by popular demand. To configure, use the Save on Send setting in
the File, Options, Office dialog (see Figure 197).
Note that if Automatically File Sent Emails and Save on Send are both set,
MacroView DMF will first check the Sent Email Rules (see 10.7.2). If a Sent
Email Rule is satisfied then the outgoing email will be saved into the location
specified in that Rule and you will not be further prompted by the Save on Send
mechanism.
10.7.4 Send and Save
When you are preparing a new email, or forwarding / replying to an email,
MacroView DMF displays a custom button labeled ‘Send and Save’. When you
click this button, MacroView DMF will send the current email and then prompt
you to save the message to SharePoint.
Figure 200: MacroView group in Message ribbon for a new email - note Send and Save.
To assist you in choosing the correct destination Library or Folder for the save,
MacroView DMF displays a tree-view of all areas of the SharePoint document
store for which you have access permission. The Library or Folder that you
used most recently is selected in the tree-view. You can then navigate to
another Library of Folder and click OK. MacroView DMF then completes the
save, recording email attributes automatically and prompting you for any
metadata defined in the destination Library that cannot be set automatically.
Note that the Send and Save button does not appear if the Save on Send option
is On. Note also that if Automatically File Sent Emails is configured, you will still
be prompted to save, even if a Sent Email Rule is satisfied.
Note that in Outlook 2013 when replying to a message, by default it starts in the
message view pane ‘over the top’ of the email you are replying to. To access
Send and Save and other items in the MacroView group you need to Pop Out
the reply.
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10.8 Saving Email Attachments to SharePoint
MacroView DMF provides a number of ways in which you can save one or
more email attachments to SharePoint. Note that these saved files will be
separate to the emails.
Drag and drop the attachment(s) to a <SharePoint> Favorite folder
Drag and drop the attachment(s) to a document library, folder or document
set in the MacroView Pane
Open the message and click Save Attachments in the MacroView tab of
the Message ribbon.
Open an attached PDF into Adobe Reader / Adobe Acrobat and save to
SharePoint from Adobe.
10.8.1 Saving attachments from an Open Message
When you click Save Attachments from the MacroView custom tab or toolbar,
MacroView DMF will display a list of Attachments, so that you can select those
you wish to save. Initially all attachments are selected.
Figure 201: Clicking MacroView, Save Attachments displays a list of attachments that you can select for saving.
If only one attachment is selected the Rename button is enabled.
Once you select one or multiple attachments and click OK, MacroView DMF
will display a tree-view of the SharePoint document store to assist you in
choosing the Library or Folder where you want to save.
The Site and Library that you used most recently will be selected initially. See
Sections 2 and 3 for details of how you can view and navigate using this treeview and other tabs.
Once you have chosen a save location, MacroView DMF will then prompt you
for the values of any custom metadata columns in the selected library. See
Section 5 for more details of Profiling.
Note 1: Attachments that include invalid characters (see Section 5.2) can only
be saved to SharePoint if the MacroView Options setting General – Remove
invalid characters when uploading is enabled.
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MacroView have done customizations whereby the original name of the
attachment is captured even if it contains invalid characters and reused if the
document is attached to a future email. Contact MacroView Professional
Services ([email protected]) for assistance with such
customizations.
10.8.2 Saving Attachments that are Emails
If you enable the setting in Options – Office – Use Outlook Naming Convention
for MSG Attachments then attached emails will be saved using the Outlook
Format naming convention as per Section 10.5.2.
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10.9 Attaching a File (or files) from SharePoint to a New Email
When you are preparing a new email, or forwarding / replying to an email,
MacroView DMF displays a custom button labeled ‘Insert Attachment’.
Figure 202: New message dialog - note MacroView tab on Message ribbon.
Clicking this custom button displays a screen dialog similar to the following,
which assist you in navigating the SharePoint document store and selecting the
file or files that you wish to retrieve and have inserted into your message.
You can use any of the modes - Browse, Favorites, Recent, Search (and also
Matters if MacroView DMF Professional for Law Firms is installed).
Figure 203: Screen dialog displayed when you click Insert Attachment.
Once you click to select a file (or files) the Insert and Insert Link buttons are
activated.
Click Insert to have the selected file(s) inserted as embedded
attachment(s) in the current email.
Click ‘Insert Link’ to insert hyperlink(s) to the selected file(s) at the current
cursor position in the current message.
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If a file that you have selected to insert is currently Checked Out, DMF will
display a warning message:
Figure 204: Warning message displayed when you attempt to insert a file that is Checked Out.
Figure 205: Sample email with hyperlinks to file in SharePoint.
10.9.1
Inserting a Version / Link to a Version
If there are multiple versions of the selected file you can choose the version you
wish to insert by using the Version drop-down.
Figure 206: Screen dialog displayed when you click Insert Attachment. Version drop-down highlighted.
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10.9.2 Inserting Hyperlinks that use Document ID Redirection
If a document library has Document Numbering enabled, SharePoint allows a
hyperlink to a document in that library to use the Document ID Redirection
page. (…_layouts\DocIdRedir.asmx). The advantage of this Redirection page is
that SharePoint can find a document using its unique Document ID even if the
document has been moved from where it was initially stored.
If the configuration setting UseDocIdRedir is ON, MacroView DMF will generate
hyperlinks that use the Document ID Redirection page. Otherwise MacroView
DMF will generate hyperlinks that are the URL of the document.
Figure 207: Hyperlinks inserted in a new email - note DocIdRedir.asmx page.
10.9.3 Appending version number to attachment name or link
MacroView DMF v7.7 can append the version number of a document to the
name of that document when the document is inserted as an attachment or link.
Setting the registry key OutlookInsertInfoToAttachmentFileName to V-[Version]
will cause MacroView DMF to append the document’s version number to the
name of the attached file – so …/ContractEquipmentSupply.docx above would
become …/ContractEquipmentSupplyV-2.0.docx.
If attaching the file as a link the behavior is modified slightly – the link display
name will be the same …/ContractEquipmentSupplyV-2.0.docx while the actual
link will be the specific URL of the selected version.
Similarly, if you select an earlier version to send as a link, the display name and
URL will reflect the selected version - …/ContractEquipmentSupplyV-1.0.docx.
Note that if you have registry key UseDocIdRedir ON, you will always get a link
to the current version. This is the way the Document ID redirection works in
SharePoint. Note also that you are only able to choose an earlier version if you
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are in an email and use Insert, Attachment – DMF does not let you choose an
earlier version if you just right-click on a document and choose Send As, Link.
10.9.4 Sending selected attachments directly from the DMF file list
In the MacroView DMF file list (in DMF Explorer or Outlook) you can select
several files, right click, and Send as … Link. This works in all modes – Browse,
Recent, Favorites and Search. See 2.6.2 for more details.
10.9.5 DMF Protocol Handler Hyperlinks
If the configuration setting UseProtocolHandlerForLinks is ON, the generated
hyperlink will contain a dmf: prefix. This will cause the DMF Protocol Handler to
process the hyperlink, opening the document in the relevant application as if the
document had been opened using MacroView DMF. See 11.1.6.
10.9.6 Hyperlink Display Text
The display text for the generated hyperlink is controlled by the following two
configuration settings – UseDisplayTextForInsertLink and
OutlookInsertInfoToAttachmentFileName. See MacroView DMF Installation and
Configuration Guide.
10.10 Working Offline in Outlook
When Outlook is Offline, e.g. you are working on a plane, you can create and
save documents, and add them to any of your <SharePoint> Favorite folders
with Windows Explorer. You can also open files from those folders and work on
them. This is the basis of working offline when you don’t have either SharePoint
Workspace or SkyDrive installed. For more information about how to make fuller
use of the Offline features of MacroView DMF see Section 9.3.
10.11 Saving Other Outlook Items to SharePoint
MacroView DMF also supports the saving of:
Meeting Requests and responses – these can be saved in the same way
as regular emails, and
Calendar Items, Notes, Tasks and Contacts – these can only be saved to
SharePoint using the Save Message(s) button on the MacroView tab in the
Outlook Ribbon.
In all these cases the yellow category ‘Saved to SharePoint’ is applied.
10.12 Email-Enabled Libraries
If you email-enable a Document Library, SharePoint creates an email address
for that Library that you can include on the To, CC or BCC to save the email into
that Library. Note that the resulting file will not have the same format or naming
as an email saved by using MacroView DMF.
Contact MacroView Services ([email protected]) for information
about MacroView Email Handler, an optional module of MacroView DMF
which arranges for emails saved via the Email-Enabled Library mechanism to
have the same format, naming and metadata treatment as emails that are saved
manually by drag and drop using MacroView DMF / MacroView Message.
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11. Working in Word, Excel and PowerPoint
MacroView DMF extends the integration of Microsoft SharePoint and Microsoft
Office, making it much easier to open and save Office documents to SharePoint
and to browse and search for documents that are stored in SharePoint.
11.1 Opening Word, Excel and PowerPoint documents with MacroView DMF
MacroView DMF lets you open documents that are stored in SharePoint while
you work in:
Microsoft Word / Excel / PowerPoint 2007
Microsoft Word / Excel / PowerPoint 2010
Microsoft Word / Excel / PowerPoint 2013
In each of these environments MacroView DMF allows you to:
Open the current version of a document for editing
Open any available version of a document Read Only
11.1.1 Office 2007 / Office 2010
MacroView DMF adds an Open from SharePoint customization to the File
menu in Word, Excel and PowerPoint 2010 or 2007.
Figure 208: File menu in Word 2010 - note Open from SharePoint
Clicking Open from SharePoint displays the dialog shown below so that you can
choose the document you want to open. You can use any of the modes Browse, Favorites, Recent, Search (and also Matters if MacroView DMF
Professional for Law Firms is installed).
The site and library that you used most recently with MacroView DMF are
initially selected. See Sections 2 and 3 for details of how to browse and
navigate SharePoint using this MacroView DMF display.
Note that the File List is automatically filtered so that you see only those files
that are relevant to the current application. You can use the Type drop down at
the bottom of the dialog to display All Files.
Select a file and click Open. The document will be opened for editing.
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By default, MacroView DMF will automatically Check Out the document. See
11.1.1 for more details.
Figure 209: MacroView Open from SharePoint dialog.
11.1.2 Office 2013
Office 2013 introduces more options to the File-Open menu. These additional
options allow access to SharePoint, SkyDrive and other document sources as
well as the traditional drive letters (C, D, and other network drives).
In Word 2013, Excel 2013 or PowerPoint 2013 MacroView appears as another
option on the File, Open menu. The Open from SharePoint option does not
appear.
Figure 210: Open menu in Word 2013 with MacroView selected
Selecting the MacroView option displays an expanded set of options, which
include Recent locations and the Browse button.
Choosing a Recent Location causes the MacroView Open from SharePoint
dialog to be displayed in Browse mode located at the selected Recent Location
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(see Figure 209). Clicking on Browse displays the MacroView Open from
SharePoint dialog located at its most recent location.
11.1.3 Office 2013 with Open from SharePoint
Installing MacroView DMF in Office 2007 or in Office 2010 adds an extra Open
from SharePoint option to the File menu. However in Office 2013, MacroView
DMF is added as extra option in the list of sources. While this means that
MacroView DMF complies with Office 2013 interface standards, it also means
that additional keystrokes are required to access Open from SharePoint.
11.1.4 MacroView DMF Open from SharePoint and Save As to SharePoint
buttons
In MacroView DMF v7.7 you can now add a MacroView group to the Home tab
with Open from SharePoint and Save As to SharePoint buttons and you can
add the buttons to the Microsoft Quick Access Toolbar.
Figure 211: Adding the MacroView Group to the Home tab
To add the buttons to a MacroView Group on the Home tab tick the Show
MacroView group on Home tab box found under MacroView DMF Options,
Office, ‘Word, Excel, PowerPoint’. The MacroView DMF Options can be
accessed from the File tab in MacroView DMF Explorer or the MacroView tab in
Outlook.
MacroView can also assist with customizations for Microsoft Office 2013 (and
earlier versions of Office) that invoke the MacroView DMF API so that, for
example, the Open from SharePoint command can be invoked from other
applications to enable workflow and other functionality.
Contact MacroView Professional Services ([email protected]) to
discuss your requirements.
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11.1.5 Open Document Read-Only
If you wish to open the document in Read-Only mode you can check the Open
Document Read-Only box that appears towards the bottom left of the screen.
Similar check boxes appear when you use Open from SharePoint in Excel and
PowerPoint.
You can also right-click a file in the File List and choose Open Read Only.
Figure 212: Open from SharePoint dialog - right-click menu displayed.
11.1.6 Opening Read-Only Does Not Check Out
MacroView DMF does not check out documents that it opens Read-Only.
Depending on whether the source document library has Require Check Out
configured or not, either a Check Out button or an Edit button will be displayed
at the top of the Word window.
Figure 213: Document opened Read-Only in Word 2013 – note option to Edit Document.
See also Section 6 for a more on how check in and out, and version control,
work in the various scenarios.
11.1.7 Making Open Read-Only the default behavior
If the OpenDocsReadOnlyByDefault configuration setting in the registry is ON
(i.e. set to 1) MacroView DMF will not display an Open item on the right-click
menu. The right-click menu will contain an Open Read-Only item, which will be
invoked if you double-click on the entry for a document in the DMF file list.
HKEY_CURRENT_USER\Software\MacroView\DMF\UserOptions\OpenDocsAs
ReadOnlyByDefault
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Note that if this setting is On you can still check out a document to reserve it for
your exclusive use. To do this Right-Click on the document in the File List and
choose Check Out, then open the document as described above..
Warning: Even with OpenDocsAsReadOnlyByDefault set to 1, when you save a
document with a new name, MacroView DMF may check out the new version
automatically. This behavior will be rectified in a coming update.
See also Disabling Auto Check-Out on Open (next), and also Section 6 for a
more on how check in / out and version control work in the various scenarios.
11.1.1
Open for Editing with Check Out
Traditional document management requires documents be checked out so that
they can be edited, and checked back in when editing is completed. While
SharePoint allows a document to be edited without it being checked out, the
default (shipped) configuration of MacroView DMF is to automatically check out
a document as it opens that document for editing. This is to provide a familiar
experience for users experienced with a traditional DM system.
See also Section 6 for a more on how check in and out, and version control,
work in the various scenarios.
11.1.2 Disabling Auto Check-Out on Open for Editing
This effect can be achieved either by using the Disable auto check out on open
option in the Options, Office dialog (see below) or by setting the
DisableAutoCheckOutOpen registry key. See the MacroView DMF Installation
and Configuration Guide for more details.
Figure 214: Options, Office and the Disable auto check-out on open setting
11.1.3 Co-Authoring
If co-authoring is intended, the document must not be Checked Out, so a
document should be opened in one of the following ways:
Open Read Only, then click Edit (see 0 above)
Open for Editing without Check Out (see 11.1.2 above).
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11.1.4 Open a Specific Version of a Document
When a Document Library has Versioning enabled and there are multiple
versions of a document, MacroView DMF can open a previous version of the
file. Right-click the entry for the file in the list and choose Version History. A
dialog box showing available Versions will be displayed from which you can
select one, and either double click (or right click / Open) to open it. See Section
6.2 for more details.
Note that previous versions will automatically be opened Read-Only.
11.1.5 Open from MacroView DMF Explorer
If you are in MacroView DMF Explorer, you can open a document into Word,
Excel or PowerPoint (as appropriate) by double-clicking the entry for the
document in the File list or by right-clicking the entry and choosing Open. You
can also use Open Read-only or Open Version.
11.1.6 MacroView DMF Protocol Handler
Clicking on a hyperlink to a document stored in SharePoint causes that
document to be opened from SharePoint into the relevant application, eg Word,
Excel, or PowerPoint. If the hyperlink contains the dmf: prefix, the DMF Protocol
Handler will cause the same action to occur as if the document had been
opened using MacroView DMF – documents will be checked out or opened
read only as per MacroView DMF settings described above.
11.2 Saving to SharePoint from Word, Excel or PowerPoint
11.2.1 Office 2007 / Office 2010
MacroView DMF adds a Save As to SharePoint customization to the Office
button in Word, Excel and PowerPoint 2007 and 2010.
Figure 215: File menu in Word 2010 - note Save As to SharePoint
Clicking Save As to SharePoint displays the Save to SharePoint dialog. You
can use the Browse, Favorites (see Section 3.1), Recent Files (see Section 3.7)
or Search (see Section 4) to choose the destination library, folder or document
set wherein you want to save the document.
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Figure 216: Save To SharePoint with the Save As File Type options shown. Note the ‘Group-By’ view.
In the Browse tab, the site and library that you used most recently with
MacroView DMF are initially selected. See Sections 2 and 3 for details of how
to browse and navigate SharePoint using this MacroView DMF display.
You can enter a name for the file and choose another format if desired by using
the Type drop down. In Office 2007 and 2010 with the PDF publishing feature
installed, you can choose PDF to save as PDF.
Clicking Save causes the document to be saved to SharePoint.
MacroView DMF will prompt for metadata as defined in the destination Library.
If the document being saved contains custom Document Properties whose
names correspond to the metadata columns in the destination library, the
values of these custom Properties will be displayed as initial defaults in the
DMF profiling dialog. Note that values of custom Content Controls (e.g. in
DOCX, XLSX and PPTX) will not be displayed as defaults.
If you are replacing / creating a new version of an existing document, the
existing metadata for that document will be displayed as default values in the
DMF profiling dialog.
See Section 5 for more details of DMF profiling / metadata capture.
11.2.2 Office 2013
Office 2013 introduces more options to the File - Save and File - Save As
menus. These additional options allow access to SharePoint, SkyDrive and
other document stores as well as the traditional drive letters (C, D, and other
network drives).
In Word 2013, Excel 2013 or PowerPoint 2013 MacroView appears as another
option on the File - Save and File - Save As menus. The Save As to SharePoint
option does not appear.
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Figure 217: Save options for Word 2007/10 and 2013
Clicking the MacroView option provides an expanded set of options, including
Recent Locations and Browse. Selecting either of these causes the MacroView
Save to SharePoint dialog to be displayed. See 11.2.1.
Clicking Save causes the document to be saved to SharePoint.
11.2.3 Office 2013 with Save As to SharePoint
Installing MacroView DMF in Office 2007 or in Office 2010 adds an extra Save
As to SharePoint option to the File menu. However in Office 2013, MacroView
DMF is added as extra option in the list of sources. While this means that
MacroView DMF complies with Office 2013 interface standards, it also means
that additional keystrokes are required to access Save As to SharePoint.
MacroView can supply customizations for Microsoft Office 2013 that restore the
Save As to SharePoint option to the main File menu in Word 2013, Excel 2013
and PowerPoint 2013.
MacroView can also assist with customizations for Microsoft Office 2013 (and
earlier versions of Office) that invoke the MacroView DMF API so that, for
example, the Save As to SharePoint command can be invoked from other
applications to enable workflow and other functionality.
Contact MacroView Professional Services ([email protected]) to
discuss your requirements.
11.2.4 Automatic Check Out and Versioning
As it saves the document MacroView DMF will perform an automatic check-in
to record any metadata that you have specified. If Versioning is configured for
the destination Document Library, this automatic Check-in will create a new
version in the Version History. MacroView DMF will then re-open the newly
saved document, automatically checking it out as it opens. If Versioning is
configured for the Document Library, this automatic Check Out will create a
proposed new version, which can subsequently be discarded if not required.
11.2.5 Discard Check Out or Check In the Originally Opened Document
If you have opened a document from SharePoint using MacroView DMF, it will
automatically be Checked Out. If you then use Save As to SharePoint to save
the document with a new name MacroView DMF will prompt you to Discard the
Checkout or Check In the originally opened file. This avoids such files being
inadvertently left in a Checked-Out state.
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Figure 218: Prompt to Discard Check Out or Check In originally opened document.
See also Section 6 for more on how check in and out and version control, work
in the various scenarios. See also MacroView Advanced Office Integration
module for DMF (Section 16.4).
11.2.6 Confirmation Message
MacroView DMF can be configured to inform the user when saves to
SharePoint are successfully completed.
Figure 219: Notification message on successful SharePoint Save
MacroView DMF has a configuration setting which lets you control whether this
dialog is displayed by enabling Inform of successful save in File, Options,
General.
11.3 Silent Save for Word
The Save As to SharePoint process can display up to 2 dialogs depending on
your SharePoint design. The first ‘Save to SharePoint’ dialog allows you to
choose the location for the saving the document. The second dialog prompts for
the metadata required to be collected at the time the document is saved if your
SharePoint design requires metadata to be collected.
If you have Word templates with dialogs that already collect the information
needed to save the resulting document into the appropriate place in SharePoint
and /or the metadata that would be prompted for in a profile dialog then you
may choose to have your code do a silent save. The silent save allows you to
suppress either or both dialogs while still saving the document in the
appropriate location with the appropriate metadata.
Using the ‘silent save’ to Save As to SharePoint in Word
MacroView can assist with your Word template design and development
including the design and code to perform a ‘silent save’ for Microsoft Word 2007,
2010 and 2013.
Contact MacroView Professional Services ([email protected]) to
discuss your requirements.
11.4 Comparing Word documents with MacroView DMF
When you have a document open from SharePoint in Microsoft Word you can
use the Compare function on the Review tab to identify changes between
different versions of the document.
However there are many occasions where you need to compare two different
documents in SharePoint – e.g. when a document is sent to an outside party for
review and amendment, and then returned with a different name.
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MacroView DMF provides a Compare Documents option that displays when
you right-click in the File List when two Word documents are selected.
MacroView DMF will open the selected documents from SharePoint and invoke
the Compare feature of Microsoft Word to highlight differences between the
documents.
Figure 220: Select 2 documents to compare
Then Word’s Compare process runs and brings up the usual comparison view
of the documents with the two versions on the right and the marked compared
document in the middle:
Figure 221: Result of comparing a version of a document edited externally with the in-house original
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11.5 Inserting a Text file, Link to a File or a Picture from SharePoint
MacroView DMF adds a MacroView group to the Insert tab of the ribbon in
Word, Excel and PowerPoint 2007 and 2010 which includes an Insert Picture
option.
Figure 222: MacroView group includes buttons to insert a text file, link to a file or a picture.
Choosing this option causes the MacroView DMF SharePoint Insert Picture
screen dialog to be displayed. When you click Insert Picture, MacroView DMF
lets you navigate the SharePoint document store to the Document Library or
Folder that contains the Picture file that you wish to insert. Click to select a
Picture file and click Insert.
Figure 223: Insert from SharePoint screen dialog
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11.6 Local Word, Excel and PowerPoint Customization Templates
Since v7.5 MacroView DMF has supported Office Templates (DOTM, XLSM,
PPTM) that contain VBA code that invokes MacroView DMF functionality – e.g.
Save As to SharePoint.
In addition to enabling custom templates that integrate nicely with the
SharePoint document store this capability also enables assigning a keyboard
shortcut to invoke MacroView DMF commands (e.g. Ctrl+Shift+O to invoke
Open from SharePoint), or adding buttons to the Quick Access toolbar.
In addition, it is also possible to build automatic profiling and saving of
documents to SharePoint using VBA in your custom automation processes
totally bypassing the MacroView DMF dialogs.
An alternative option is for your custom automation processes to bring up the
MacroView DMF profiling dialog, prepopulated with the metadata from your
custom process, for the user to review and / or fill in any additional metadata
needed.
This functionality can be extended to automatically add large numbers of
documents to SharePoint using predetermined metadata (eg documents
acquired through discovery process
Contact MacroView Professional Services ([email protected]) for
assistance with invoking MacroView DMF functionality from VBA macros. The
MacroView Document Automation team has extensive experience with the
design and development of custom Office templates and macro solutions,
including ones designed for use in multiple branch offices where multiple
languages are in use.
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12. Working in Adobe Reader and Adobe Acrobat
12.1 Saving a PDF from Adobe Reader or Acrobat
MacroView DMF adds a Save to SharePoint customization to the File menu as
well as a yellow cube icon to the toolbar which let you to save PDFs directly to
SharePoint from Adobe Reader (versions 6 to 10) or Acrobat version 7 and
above. Click the yellow cube to be prompted with the MacroView DMF dialog
so that you can select the library, folder or document set wherein you wish to
save the PDF- the same way as you can within Microsoft Office applications.
Figure 224 Saving a PDF to SharePoint from Adobe Reader – Note yellow stress cube icon.
Figure 225: MacroView dialog displayed on clicking stress cube icon or choosing Save to SharePoint.
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12.1.1 Adobe Reader is supported to version X only
MacroView DMF adds a Save to SharePoint customization to all current
versions of Adobe Acrobat, and to Adobe Reader for versions 6 to 10. This
functionality is not currently available in version 11 of Adobe Reader.
12.1.2 Adobe Reader X / Adobe Acrobat X special requirement
If you are using Adobe Reader X or Adobe Acrobat X you will need to Disable
Protected Mode in Edit, Preferences, General.
Figure 226: Adobe Reader X - showing yellow stress cube icon for MacroView PDF SharePoint Save.
12.2 Re-Saving a PDF that has been opened from SharePoint with DMF
If you use MacroView DMF Explorer to open a PDF that is stored in
SharePoint, the re-saving of that file to SharePoint is streamlined significantly,
compared to using standard Adobe products. When you subsequently click File,
Save to SharePoint or click the yellow cube icon, MacroView DMF will
automatically locate you in the tree-view on the Document Library from which
the file was opened.
DMF also re-uses the metadata that has been already captured for the file in
SharePoint. The metadata values are pre-filled in the Profiling dialog that DMF
displays for the destination Document Library.
If you save a PDF to a Document Library where a file of the same name already
exists, DMF will prompt you to replace the existing file or create a new version
(if Versioning is defined for the destination library).
MacroView DMF makes re-saving a PDF function very similarly to re-saving a
Word or Excel or PowerPoint document that has been opened from SharePoint.
User effort related to re-capturing metadata is minimized and existing Version
History is not lost.
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13. Working in Windows Explorer
13.1.1 Uploading Files
MacroView DMF is a convenient and intuitive tool for uploading one or multiple
files to SharePoint from a folder on a local drive or a Windows File Share. The
DMF tree-view display of your SharePoint environment helps you to select the
document library (or folder within a document library) to which you want the
file(s) uploaded.
Uploading in this way is convenient for scanned image files, DWGs and other
types of files whose applications for which DMF does not provide a
customization for saving to SharePoint.
You can use several techniques to upload files to SharePoint via MacroView
DMF:
Select the file(s) in the Windows Explorer folder (or the Desktop), right-click
and select Send To, SharePoint Upload.
Select the file(s) in the Windows Explorer folder (or the Desktop) and drag
and drop to a MacroView Explorer file list window in Browse mode.
Select the file(s) in the Windows Explorer folder (or the Desktop) and drag
and drop to a library, folder, or document set in the DMF tree pane in
Microsoft Outlook.
In the first case you will be prompted for a location, and in all cases you will be
prompted for any necessary metadata.
13.1.2 Uploading More than 50 Files
As the first step in the upload process, MacroView DMF checks whether files of
the same name already exist in the destination library, and if so, prompts you to
replace or (if versioning is defined in the destination library) to create a new
version. This process takes time, during which your ability to perform other
tasks is restricted. Accordingly, if you select more than 50 files for upload,
MacroView DMF will display the following warning message.
Figure 227: Message displayed when you attempt to save more than 50 files.
The second step in the process prompted for any metadata that is defined in the
destination library that DMF cannot set automatically.
The uploading of the files then proceeds, with a progress dialog displayed.
Figure 228: Progress dialog as multiple files are uploaded to SharePoint
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13.1.3 Send To, SharePoint Upload
From any Windows folder, you can select one or more files, right-click and
select Send To, SharePoint Upload. The selected files will then be uploaded to
SharePoint. Figure 229 shows the Send To, SharePoint Upload option with five
files selected in Windows Explorer.
Figure 229: Send To, SharePoint Upload with files selected in Windows Explorer
When the SharePoint Upload menu item is clicked, MacroView DMF will
provide a tree-view display of your available SharePoint environment.
MacroView DMF automatically selects the most recently used document library
or folder.
Figure 230: Save to SharePoint screen dialog displayed on Send To, SharePoint Upload
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Click Save and MacroView DMF will proceed to profile the selected file or files
based on the metadata present in the selected library or folder. See Section 5.2
for more details of the Profiling (metadata capture) process.
As it uploads files to SharePoint, MacroView DMF will display a progress
screen dialog.
Figure 231: SharePoint Upload progress screen
At the conclusion of the upload, MacroView will display a screen dialog
confirming the success of the upload.
Figure 232: Upload success confirmation
MacroView DMF has a configuration setting which lets you control whether files
are deleted from Windows when they are successfully uploaded to SharePoint
via DMF. This key is activated by enabling Delete Local File On Successful
Upload in File, Options, General (registry key DeleteLocalFileOnUpload – see
the MacroView DMF Installation and Configuration Guide).
If a file being uploaded has the same name as a file that is already present in
the destination library that does not support Versioning, MacroView DMF will
prompt as follows:
Figure 233: Overwrite prompt where Document Library does not support Versioning
If the document library does support versioning, you will be prompted to create
a new version as documented in Section 6.1.5.
13.1.4 Upload Warning: ‘A file already exists’ but you can’t see it
Sometimes, after choosing to Cancel when a file of the same name is found,
you look for it in SharePoint but can’t see it. Almost always the answer to this
problem is that the file exists but you don’t have the security rights to see it.
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13.1.5 Drag and Drop to MacroView DMF Explorer
If MacroView DMF Explorer is running, one or multiple files can be uploaded to
SharePoint simply by dragging and dropping them to MacroView DMF
Explorer from any Windows Explorer folder (including the Desktop). The file(s)
must be dropped to a document library or folder appearing in the MacroView
DMF Explorer tree-view pane.
To save successfully, a user must have Write permission to that library or
folder. If the user has only Read permission, the icons corresponding to the
libraries and folders will be greyed out.
The processing of uploads performed by drag and drop is the same as
described in Section 13.1.1.
13.1.6 Drag and drop to MacroView Pane in Microsoft Outlook
The processing of uploads performed by drag and drop is the same as
described in Section 13.1.1.
13.1.7 Drag and drop to <SharePoint> Favorite Folder in Microsoft Outlook
The processing of uploads performed by drag and drop is the same as
described in Section 13.1.1.
13.2 Automatic Capture of Original Metadata
A common source of frustration with SharePoint is that as files are uploaded
their Created date is set to the date / time they were uploaded to SharePoint
and Created By set to the user who performed the upload.
MacroView DMF will retain original metadata such as Author and Created Date
as files are saved from an Office application (Word, Excel, PowerPoint). This
automatic recording of original metadata will occur if the following columns are
available in the destination Content Type:
Original Created
Original Modified
Original Author
Original Producer
If the files are uploaded to SharePoint, either by drag and drop to MacroView
DMF Explorer or by Send To, SharePoint Upload, Original Created will be set
correctly.
The Original Created and Original Modified dates are taken from the file system.
(e.g. when the file was saved to your desktop). Original Author is a Microsoft
Office document property that is usually set to the user who created the
document. Original Producer refers to the program used to create a PDF file.
13.3 Blocked File Types
Note that SharePoint servers can be configured to prevent the uploading of
certain file types – e.g. *.VBS, *.EXE, etc. If you attempt to upload a restricted
file type SharePoint Upload will display a warning message.
13.4 Maximum File Size on Upload
MacroView DMF’s ability to upload large files is affected by a number of
SharePoint and IIS settings to do with file size and time outs.
Getting these right can be a complex task so contact your own support team
first, and they can contact MacroView Professional Services
([email protected]) if they need assistance.
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14. Working with Office 365 / SharePoint Online
MacroView DMF supports SharePoint site collections that are hosted on Office
365 / SharePoint Online servers. Office 365 servers are a convenient means for
hosting extranet sites that facilitate secure collaboration with clients, service
partners and staff working out-of-the-office. As such these Office 365 servers
are a useful adjunct to your main DM server hosted on-premises.
By using the Browse mode you can drill down through the tree of sites, subsites, document libraries, folders and document sets – in the same way as for
an on-premises server.
You can also use the Favorites, Recent and Search modes in the same way as
when using an on-premises server. Importantly you can copy and move one or
multiple documents between libraries in Office 365 server and libraries in an onpremises server.
Figure 234: Extranet site for Wilson Learning hosted on Office 365 – showing default view for selected document library.
Figure 235: Keyword Search across an Office 365 server for documents containing ‘winston’.
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14.1.1 Restricted Functionality
The usual DMF functionality is available, including navigating the site tree,
creating folders, working with documents, and so on. However the Office 365
server cannot have the MacroView DMF web service installed. As a result
there are some restrictions on functionality:
No Preview pane
Metadata navigation not supported
9
Search Site Tree not supported
Cannot create Libraries
External Metadata columns not supported
Only Keyword Search type supported
14.1.2 Reduced Performance
For the same reason, performance is not as good as when accessing a server
than has the MacroView DMF web service installed.
Performance can be improved by turning off the display of folders in File Lists.
See File Lists in File, Options, Appearance.
14.1.3 Registering an Office 365 Server
The Office 365 server is registered in a similar fashion to an on-premises server
– i.e. by using the File, Options, Servers dialog. Select Office 365 from the
Server Type drop down.
You can then register one or more Site Collections (or Sites within Site
Collections) that are hosted on the Office 365 server. To register a Site
Collection or Site click the ‘+’ icon and enter a web path. The screen shot below
shows web paths for two Site Collections. Both these Site Collections will
appear in the MacroView tree-view under the 365 Server node.
The Time Out setting may need to be greater than for on-premises servers.
MacroView DMF may also prompt you to enter a username and password to
access the Office 365 server
Figure 236: Registering an Office 365 server in the File, Options, Servers dialog
9
Managed Metadata columns are supported in Profiling dialogs.
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15. Customizing Your MacroView DMF Experience
15.1 Configuring the MacroView Pane in Outlook
When MacroView DMF installs it adds a MacroView Pane to Outlook, which
appears as follows:
Figure 237: MacroView Pane - initial configuration at installation
15.1.1 MacroView Pane Mode Buttons
Beneath the body of the MacroView Pane there are 4 buttons that can be used
to select the various Modes in which the MacroView Pane can operate:
Browse
Favorites
Recent
Search
These Mode buttons operate in the same fashion as the standard Outlook Mode
buttons that appear below the Mail Folders pane (i.e. immediately above the
MacroView Pane).
Figure 238: Outlook Mode buttons – Mail expanded, Calendar, Contacts, etc minimized.
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15.1.2 Reducing the screen area occupied by the MacroView Pane Mode buttons
As you drag the bar that separates the body of the MacroView Pane from its
buttons bar more and more of the Mode buttons minimize and are located at the
base of the pane.
Figure 239: Browse and Favorites Mode buttons in expanded form;
Recent and Search buttons minimized.
To select a particular mode of the MacroView Pane you click on it
corresponding button – in either its expanded form or in its minimized form at
the bottom of the pane.
15.1.3 Changing the order of the MacroView Pane Buttons
Clicking the
icon at the extreme right bottom of the MacroView Pane displays
a dialog that contains options that you can use to control the ordering and
layout of the MacroView Pane Mode buttons.
Figure 240: Configure buttons icon and associated options display.
Show More Buttons and Show Fewer Buttons are equivalent to moving the
separator bar to create more or less room for the Mode buttons.
Add or Remove Buttons can be used to prevent the display of selected Mode
buttons (not recommended).
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Clicking Navigation Pane Options allows you to re-order the MacroView Pane
Mode buttons that are displayed in expanded form.
Figure 241: Reordering MacroView Pane Mode buttons - Favorites moved to top, about to move Recent
When you click OK, the revised ordering is applied.
Figure 242: Re-ordered MacroView Pane Mode buttons
The revised ordering and display is remembered and re-instated when Outlook
is re-started.
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15.2 Location of MacroView Pane
The default location for the MacroView Pane in Microsoft Outlook is Navigation
Bar on the left of the Mail window, under the Mail Folders pane. You also Dock
Right to can locate the MacroView Pane on the right of the Mail window.
These locations can be selected by the SharePoint TreeView Location option
on File, Options, Office.
Figure 243: SharePoint TreeView Location option on File, Options, Office dialog.
Figure 244: MacroView Pane in Dock Right location
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15.3 Quick Access Toolbar
MacroView DMF supports a Quick Access Toolbar. You can customize this
toolbar so that it contains the buttons that you use frequently, thereby
minimizing the time taken to locate and click these buttons.
Note that the buttons on the Quick Access Toolbar will be enabled only when
the button in the standard DMF location is enabled.
The following screen shot shows the Add to Favorites button (from the Home
ribbon) being added to a Quick Access toolbar that already contains a Filter
button (from the Library ribbon).
Figure 245: Adding the Add to Favorites button to the Quick Access Toolbar (highlighted)
The following screen shot shows the resulting Quick Access Toolbar, now
located below the MacroView DMF Explorer ribbon.
Figure 246: Quick Access toolbar with two buttons, located below the ribbon.
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15.4 DPI Scaling
MacroView DMF utilizes the Windows Presentation Framework (WPF) for all its
screen dialogs. As a result, MacroView DMF has excellent support for DPI
Scaling – i.e. Larger and Medium as well as Smaller text size.
Figure 247: Selecting Medium-sized text
15.5 Configuration Options
MacroView DMF has a range of configuration options which control how
MacroView DMF looks and works. There are a number of ways to access these
options:
In any MacroView DMF dialog click File, and choose Options
In Microsoft Outlook, click the Options button on the MacroView ribbon tab.
Figure 248: MacroView ribbon in Microsoft Outlook – note Options button.
In this User Guide the various configuration settings available from the Options
form are covered in the sections related to them. A full sequential listing and
explanation of them can be found in the associated MacroView DMF
Installation and Configuration Guide.
Note that these MacroView configuration options can be locked by your System
Administrator. If this is the case, the option will appear as greyed out.
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15.6 Language
MacroView DMF can be configured at an individual user level so that menu
items and messages appear in a specific language. The following languages
are supported:
Figure 249: Language drop-down from File, Options, General dialog.
15.7 Customizing the Right-Click menu
Individual items in the context sensitive right click menus that appear when you
right-click on an item in the Tree View, or an item in the File List, can be shown
or hidden as desired.
This is achieved using registry keys which can be managed through Group
Policy or on an individual basis. For full details on the keys available see the
MacroView DMF Installation and Configuration Guide.
15.7.1 Adding third party customizations to the right click menu
In addition to controlling whether menu items appear or are hidden as described
above, third party customizations can also be added to the right click menus.
For example:
launching a SharePoint workflow for a document or document set from the
right click menu,
selecting several documents and publishing them
The process uses the MacroView DMF API and allows the custom assemblies
to integrate directly with the core MacroView DMF installation. Contact
MacroView Professional Services ([email protected]) to discuss
your requirements.
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15.8 Shortcut key summary
A number of standard Windows style hot keys can be used in appropriate
places within MacroView DMF. In addition, the tab key and arrow keys can be
used in the usual way as you navigate through the various forms and dialogs in
MacroView DMF.
Hotkey
Action
Context / location relevant
F5
Refresh
When in the File List ( Browse, Search, Favorites,
Recent)
When a node in the Tree View is highlighted
Ctrl-X
Cut
When a file or files are highlighted in the File List.
Note, Cut will only work when the user has the
necessary rights
Ctrl-C
Copy
When a file or files are highlighted in the File List.
Ctrl-V
Paste
Pastes the files copied into the highlighted File List
Ctrl-O
Open
Open the selected file
Ctrl-P
Properties
Display file properties for the selected file. If more
than one file is selected
Delete
Delete
Deletes the selected file or files.
Tab
Move focus
to next
item
Works in most forms within DMF
F2
Rename
file dialog
displayed
Works in DMF Explorer when a document is
selected
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16. Optional Modules and Other Products
16.1 MacroView DMF Optional Modules
A number of optional MacroView DMF modules are available. These modules
provide additional Document Management capabilities and can be combined
with core MacroView DMF to create highly effective solutions.
The optional modules that are currently available for MacroView DMF are listed
below. Each is described in more detail in following sub-sections:
MacroView Enhanced Document Level Security (EDLS)
MacroView Unique Document Numbering (UDN)
MacroView Advanced Office Integration (AOI)
MacroView Email Handler
16.2 MacroView Enhanced Document Level Security (EDLS)
MacroView EDLS significantly improves the user experience for setting
document level security to a document that is stored in SharePoint.
When a Document, Workbook or Presentation is ‘Saved to SharePoint’ using
MacroView DMF from a Microsoft Office application the user is prompted to
enter metadata. When MacroView EDLS is installed this dialog will contain two
additional controls, the Private check box (circled in red) and the adjacent
Manage Permissions button.
By checking the Private check-box as you save a document to SharePoint you
make it so that, for the time being at least, you are the only user with access to
the document, even though many other users may have permission to the
document library in which the document is stored. This is sometimes referred to
making the document For My Eyes Only.
The user may specify permissions at a granular level by pressing the Manage
Permissions button which will display the following window. The dialog contains
a standard person/group lookup which you can use to pick users or groups you
wish to assign specific permissions. There is a drop-down list of available
permission levels which is automatically trimmed so that a user cannot selfelevate.
Figure 250: MacroView EDLS adds Private and Permissions controls to Profiling dialog
There is also a button that you can click to re-establish inheritance of
permissions from the library level.
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Figure 251: Manage permissions dialog - user James Hoare being assigned read level permissions
Note that the Private check box will only appear when a file is first saved to
SharePoint. The Permissions button will be visible whenever the user is
prompted for metadata by MacroView DMF.
MacroView EDLS displays the new Manage Permissions dialog when you
right-click a document, which makes it easy to specify quite granular
permissions for that document – e.g. to grant Contributor level permissions to
user Jane Jones and group Finance Users, while granting Read-only
permission to Bill Brown and the Marketing group.
Importantly, this enhanced Document Level Permissions facility is usable by
even Contributor-level users.
16.2.1 Ensuring documents tagged ‘Private’ are accessible when a person leaves
A common issue with Document Management systems is recovering access to
documents secured to a single person after that person leaves the organization.
The EDLS module has two settings for managing this issue:
A server setting that gives an Active Directory Group rights to a document
whenever its rights are changed with MacroView EDLS.
A user registry key can be set with Group Policy to prevent the ‘Private’
check-box from displaying.
For details on how to configure these settings see the MacroView DMF
Installation and Configuration Guide and the MacroView EDLS Admin Guide.
16.3 MacroView Unique Document Numbering
MacroView UDN replaces the OOB SharePoint Unique Numbering Provider, so
that organizations can have the styles of unique Document IDs that they prefer.
The OOB SharePoint Document Numbering Provider uses coordinate style
numbering – e.g.
<Site collection Prefix> - <List ID> - <Item ID>
With MacroView UDN documents are numbered sequentially, if necessary
across the whole document store. The resulting numbering is effectively the
same as in a traditional DM system.
MacroView UDN provides significant flexibility in relation to the formatting of
unique Document IDs – e.g. SALES 0000123
MacroView UDN allows unique numbering to commence at an offset. This can
be useful when migrating from another DM system.
MacroView UDN automatically ensures that unique Document ID and other
Document Reference information (such as current Version Number) are
displayed in the footers of documents that are opened from SharePoint into
Microsoft Word or Microsoft Excel. MacroView UDN also refreshes the
Document Reference in the footer as the document is saved to SharePoint –
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thereby ensuring that footers of documents will be correct when those
documents are inserted as attachments.
Figure 252: Word document with footer automatically inserted and updated by MacroView UDN.
The default location for inserting the Document Reference information in a
document is the left side of the footer. This can easily be customized in your
templates by adding a custom document property called mvRef and inserting it,
appropriately formatted, at the desired location in the template.
MacroView can assist with customizations for Microsoft Office, e.g. so that
document reference information appears on the first page only, at the end of the
document only, or some other variation. Contact MacroView Professional
Services ([email protected]) to discuss your requirements.
MacroView UDN allows an organization to define the particular combination of
metadata attributes that they would like to appear in their Document
References. An organization can define multiple such Document Referencing
schemes, to nominate a default Document Reference scheme to apply to
document libraries in a Site Collection and to override that default for a
particular document library.
Generally MacroView UDN allows unique Document IDs that are more like
those assigned by a traditional DM system.
The unique Document IDs generated by MacroView UDN can be used in
conjunction with the UseDocIdRedir configuration setting so that hyperlinks to
documents continue to work even after a document is moved. See Section
2.6.2 and Section 10.9 for more information about techniques for inserting such
hyperlinks.
16.4 MacroView Advanced Office Integration
MacroView AOI is an upscale version of MacroView UDN. In addition to the
capabilities of MacroView UDN, MacroView AOI provides an enhanced
experience when you close a document that has been checked out and opened
from SharePoint for editing. The resulting Close experience is very similar to
that available when using a traditional DM system such as OpenText eDocs /
Hummingbird DM or iManage FileSite.
Figure 253: Dialog displayed by MacroView AOI as you close a document opened from SharePoint
If the document library has Major Version Only configured, MacroView AOI
allows you to replace the existing version. This is something that legal users
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expect based on their experience with using a traditional DM system. This
capability is NOT provided by the OOB integration of Microsoft Word and
SharePoint, but it is supported by the SharePoint object model.
MacroView AOI eliminates a key issue with the OOB integration of Microsoft
Word and SharePoint, which is the display of a dialog that asks the user
whether they would like to Discard Check Out. If the user inadvertently chooses
this option, all changes made since the document was checked out will also be
discarded. This can lead to the unintended loss of days of work.
MacroView AOI also updates the caption of the Microsoft Word session to
display the same Document Reference as MacroView UDN inserts and
maintains (see above). This feature, which is also provided by traditional DM
systems, makes it easy for the user to know what version they are working on
without needing to inspect the footer.
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16.5 MacroView Client / Matter Integration (CMI)
MacroView CMI was an optional module of MacroView DMF that enabled
operation of an additional Matters mode. It is no longer available.
Figure 254: Matters mode in MacroView DMF Explorer - Preview displayed for selected document.
MacroView CMI used the Business Data Connectivity mechanism of SharePoint
2010 / 2013 to retrieve details of available Client and Matters from a data store.
Depending on the organization this can be the database of a Practice
Management system, a CRM system or a special purpose Client Matter
Management system. MacroView CMI used the retrieved Client and Matter
details to populate Client and Matter drop downs in the Matters mode.
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Matters
Tab
Client
Text
Matter
Text
File List
MacroView DMF Client
Client
Server
ADP
WSP
Matters Tab
Support
Metadata
Update Job
Search Masks
Document
Details
Business
Connectivity
Services
Automatic
metadata
Client, Matter
Matters
System
WSP
Matters
Search
Mask
Custom .Net
Assembly
Matter Library
BCS Model
Client Sites,
Matter Libraries
CMS
Database
Site
Site
SharePoint
2010
Client Matter
System
(CMS)
Provisioning
Application
(Custom)
Figure 255: Sample MacroView CMI implementation – Client sites with Matter libraries.
Note gold shading indicates MacroView-supplied components.
MacroView CMI came with a Prototype client matter system, which was based
on SharePoint lists. This prototype system enabled evaluation of the Matters
mode, prior to undertaking integration with existing systems.
MacroView CMI also facilitated the automatic provisioning of sites and libraries
that corresponded to Clients and Matters by providing a web service with
methods that could be called as new clients and Matters are created.
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Figure 256: Automatic provisioning of SharePoint areas for Clients and Matters
MacroView CMI out-of-the-box supported three styles of implementation:
Client Sites and Matter Libraries, using SharePoint lists for Clients and
Matters
Client Sites and Matter Libraries, with available Clients and Matters
retrieved from an existing line-of-business system
Client Sites and Matter sub-sites (each containing one or more libraries),
with available Clients and Matters retrieved from an existing line-ofbusiness system.
Note that MacroView CMI was only available as part of the bundle called
MacroView DMF Professional for Law Firms. This bundle is no longer
available.
Contact MacroView to discuss your Client Matter integration requirements.
MacroView can supply professional consulting services to assist with the
integration of MacroView DMF with existing line-of-business systems for both
provisioning and ongoing operation.
16.5.1 MacroView Advanced Document Profiling (ADP)
This module was only available for SharePoint 2007 as part of the bundle called
MacroView DMF Professional for Law Firms. This bundle is no longer
available.
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16.6 MacroView Email Handler
MacroView Email Handler overcomes a key frustration of using email-enabled
document libraries for managing emails in SharePoint.
By email enabling a SharePoint document library you are able to email directly
into that library. Unfortunately the result is EML files that cannot be opened in
Microsoft Outlook and attachments split off and saved separately so that it can
be difficult to know what email they relate to.
When MacroView Email Handler is deployed, emails that arrive in the library via
its SMTP email address are automatically saved in the same way as emails that
you drag and drop into that library from Outlook using MacroView DMF or
MacroView Message. MacroView Email Handler saves the complete email
(including any attachments) in MSG format so that it can be open in Outlook.
MacroView Email Handler names the MSG file to prevent duplicates and
automatically records the attributes of the incoming email in like-named
metadata columns. See the MacroView DMF User Guide for more details of
how MacroView DMF / MacroView Message stores and names emails in
SharePoint.
Figure 257: MacroView Email Handler forms part of a comprehensive Email Management solution
16.7 Other MacroView Products
16.7.1 MacroView Standardiser
MacroView Standardiser is an STSADM command line utility that is generally
useful when you are converting an existing SharePoint-based email
management or document management solution that was previously designed
to use another SharePoint add-on (or OOB SharePoint UI) and now is to use
MacroView DMF.
MacroView Standardiser has been successfully used as part of bulk migrations
for existing emails to SharePoint – e.g. by organizations looking to replace
Public Folders with SharePoint.
The Standardiser name reflects the way this utility can be used to:
Standardize the structure of existing document libraries so that they are
optimal for saving emails via MacroView DMF or MacroView Message.
Specifically the Standardiser adds the metadata columns that MacroView
DMF / MacroView Message can record automatically as it saves an email
to SharePoint, or as it uploads a file to SharePoint from a Windows folder.
Standardize the naming, formatting and metadata for existing email
messages, so that they are consistent with emails that are saved by
MacroView DMF. The existing emails can be in MSG format (saved by
another SharePoint add-on, or moved in bulk from a traditional DM system)
or in EML format (saved by the Email-enabled library mechanism of
SharePoint).
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MacroView Standardiser can trawl automatically through a Site or Site
Collection, processing all document libraries or emails that are contained in that
area of SharePoint.
MacroView Standardiser can be used to perform a number of other tasks that
occur in the course of establishing or maintaining a SharePoint-based email or
document management system. These include:
Adding a new View to all libraries in a Site or Site Collection
Adding a new Content type to all libraries in a Site or Site Collection
Adding / removing a metadata column to all libraries in a Site or Site
Collection
Contact MacroView for more details of the capabilities of MacroView
Standardiser. MacroView can provide professional consulting services in relation
to the effective utilization of MacroView Standardiser and / or extending its
capabilities.
16.7.2 MacroView Migration Services
MacroView does not sell a Migration Toolkit. MacroView does however provide
migration services utilising a collection of pre-built routines and programs that
are relevant for creating a custom document migration solution.
For example, when migrating from shared drives (file shares) to SharePoint
MacroView can automate the mapping from existing folder structures in shared
drives to a site / sub-site / library / folder / document set / folder / metadata
structure as is appropriate for a SharePoint document store. These mappings
are defined and maintained using Windows workflow and are very flexible as a
result.
By using the combination of MacroView’s Migration Services and the MacroView
Standardiser, MacroView can create a cost effective solution for migrating of
documents to SharePoint from Public Folders, shared drives and existing
document management systems. Contact MacroView Professional Services
([email protected]) to discuss your requirements in relation to
migration.
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16.7.3 MacroView ClauseBank
MacroView ClauseBank is relevant for document preparation, rather than
document management.
MacroView ClauseBank streamlines document preparation by making it easy
for a user in Word or Outlook to find, view and select standard, approved text
and graphics for inclusion in the document or email message that they are
preparing. MacroView ClauseBank can also be used to streamline the
preparation of PowerPoint presentations.
A popular application of MacroView ClauseBank is the preparation of sales
proposals and responses to Request for Tender. In this case the standard
approved content is ‘boilerplate’ such as descriptions of products and services,
product logos and pictures, profiles for professional staff members and sets of
presentation slides.
MacroView ClauseBank retains formatting of content that it retrieves and
inserts, which minimizes the formatting skills required of users in complying with
corporate document layout and style standards.
MacroView ClauseBank can also ensure that out-of-date content is not re-used,
and can automatically alert responsible users re content that is about to expire.
Behind the scenes MacroView ClauseBank uses Microsoft SharePoint libraries
to store its re-usable content. Publishing new content or maintaining existing
content is a simple matter of saving a document to SharePoint from Word or
PowerPoint.
16.7.4 MacroView Precedent
MacroView Precedent is an automated document assembly tool. It runs in
Microsoft Word by inserting special markup codes that indicate where variable
content needs to be inserted, together with optional or multiple choice content.
The markup codes support conditional logic and invocation of macros – with the
result that complete packages of documents can be assembled automatically.
A strong feature of MacroView Precedent compared to other automated
document assembly tools is its ability to retrieve data from SharePoint lists and
existing data stores – in fact any store that can be accessed via a web service..
MacroView Precedent also uses Microsoft SharePoint to record and manage
Answer Files.
Combining MacroView Precedent with MacroView ClauseBank enables the
creation of powerful document generation solutions that are also easy to use
and maintain. Adding MacroView DMF enables the generated documents to be
automatically stored and profiled in Microsoft SharePoint.
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17. Getting Help
17.1 Resources
17.1.1 Documentation
MacroView DMF User Guide: This guide provides is a complete list of the
features in MacroView DMF and information how to use them. It is
targeted at power users.
MacroView DMF Installation and Configuration Guide: This guide
contains details on setting up both the server and desktop components of
MacroView DMF.
Note: This guide covers the mechanical details of installation and
configuration only. The design of your SharePoint system as a whole, as
well as the site collection, site, library, and metadata configuration is huge
topic in its own right. See 17.1.4 below.
MacroView DMF Tips and Tricks: Step-action guide to performing the
most frequently used tasks with MacroView DMF. Designed for end-users.
MacroView Message Tips and Tricks: Step-action guide to performing
the most frequently used tasks with MacroView Message. Designed for
end-users.
In-house Guides. Some customer organizations have created In-House Guides
that are customized to show usage of MacroView DMF in their own
environments. Contact MacroView Professional Services
([email protected]) if you would like assistance to create such a
guide for your organization.
17.1.2 MacroView Website, Knowledge Base, and Support forum
The MacroView website contains extensive information about MacroView DMF,
including white papers, discussions, a Support Form and a Knowledge Base.
Relevant URLs are:
http://www.macroview.com.au/ - particularly the product pages for
MacroView DMF, MacroView Message and related products.
http://www.macroview.com.au/support/KnowledgeBase/Pages/default.aspx
The knowledge base contains a range of articles about MacroView
products with topics ranging from user level issues to highly technical
notes.
http://www.macroview.com.au/support/forum/default.aspx
A support forum where you can log issues and discuss usage of
MacroView products. A search of the Support Forum can often lead you to
the answer to your problem.
17.1.3 Enhancements and Customizations
Throughout this User Guide you will see paragraphs that have been highlighted
in the same way as this paragraph. These highlighted areas describe additional
capabilities that are available by utilizing Professional Consulting services from
MacroView. For more information about how MacroView professional Services
can enable an enhanced document management or email management solution
for your organization contact [email protected].
17.1.4 SharePoint Design for Document Management
Optimal design of your SharePoint system to suit the style of Document
Management your organization wishes to go for is a complex topic. On the
MacroView website is a blog briefly summarizing the topic along with a white
paper going into it in some more detail.
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MacroView has developed a deep understanding of SharePoint design and we
strongly recommend discussing your intended design with MacroView
consultants to take advantage of that expertise to ensure your system ends up
performing to expectation.
Blog link: http://www.macroview.com.au/blog/archive/2012/07/20/optimaldesigns-for-managing-documents-in-sharepoint.aspx
17.2 Logging a support call
17.2.1 Who to call
In general you will start with your IT department. They will then escalate it as
appropriate.
The information needed to diagnose a problem starts with three things:
Version
Error messages
Trace files
These are explained further below. Further information may be requested as the
issue is worked through.
17.2.2 What Version?
Selecting File in any DMF screen dialog displays a screen similar to the
following, which shows what release of MacroView DMF you are running.
Note that while it also shows the email address and phone numbers for
MacroView Support, contact with MacroView Support may need to be
coordinated through your central IT Department or Helpdesk.
Figure 258: File, Help dialog
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17.2.3 Error Messages
As MacroView DMF operates it occasionally needs to display error messages.
These are displayed in a gold band located below the ribbon.
Getting a screen shot of the error is the ideal way for logging errors. You can do
this using the Print Screen (PrtScn) key (or Alt-PrtScn for just the current
‘Window’) and then pasting it into the email (or open Paint and paste it into a
new picture).
Figure 259: Sample error message - unable to connect to the SharePoint server.
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17.2.4 Trace Files
As it runs, MacroView DMF logs to an ‘ErrorTrace’ file, which can be very
useful for diagnosing and resolving usage issues. You can access these as per
Figure 258 above.
View Trace Files – click to be located to the folder where your ErrorTrace
files are stored. Note that there is a new ErrorTrace file created
automatically each day you use MacroView DMF.
Clear Trace Files – removes existing ErrorTrace files. A fresh ErrorTrace
file for the current day will be created as you continue to use MacroView
DMF. The advantage of this approach is that the Trace file that you send to
MacroView Support can be minimum size.
MacroView Support may well request an Information level Trace File. You can
configure this level of tracing using the File, Options, Support dialog:
Figure 260: File, Options, Support - note Trace Level drop-down.
Note that changes to Trace Level will not take effect until you close and restart
the MacroView DMF Local Service and then restart MacroView DMF. To close
the MacroView DMF Local Service, right click the MacroView DMF icon in the
system tray and choose Exit. The Local Service icon will disappear after
several seconds.
Figure 261: Right-click menu for MacroView DMF Local Service in the system tray
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