MacroView DMF Document Management Framework Version 7.7. User Guide. Effective: August 2014

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1 MacroView DMF Document Management Framework Version 7.7 Effective: August 2014 MacroView Business Technology Pty Limited ACN ABN Level 12, 171 Clarence Street Sydney NSW 2000 Australia GPO Box 5149 Sydney NSW 2001 Australia Telephone Facsimile info@macroview.com.au Web

2 Purpose of this document This document describes the functionality and intended usage of the MacroView product MacroView Document Management Framework (MacroView DMF ). Legal Notice Disclaimer Trademarks Copyright 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. 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. 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 MacroView Business Technology Pty Limited.

3 Contents 1. Introduction Full-Function Document Management Management MacroView DMF Explorer Designed to Handle Volume Client / Matter Centric Operation SharePoint Versions / Office Versions / Operating Systems Windows Look and Feel Certifications and Reviews Browsing the SharePoint Document Store Intuitive Tree-View of SharePoint SharePoint Server Support Drilling Down Through the SharePoint Site / Library / Folder Tree Respects SharePoint Permissions Personal Sites Refreshing the Tree Caching for Performance Root Site Collection Changing the Width of the Tree-View Pane Suppressing Display of Furniture Nodes Meeting Workspaces, Asset Libraries, and other Non-Document SharePoint sites and Libraries Form Libraries Picture Libraries Lists Metadata Navigation Key Filters Folders and Document Sets Displaying Properties of Folders and Document Sets Display of Folders and Document Sets in the File List Displaying large numbers of folders or document sets Browsing Files in SharePoint Libraries Document Library Views Per-Location Views Displaying Views that Contain a Large Number of Documents Refreshing the File List Group By Views Show all items without folders feature Right-Click Menu for DMF File List Ribbon Buttons for a File in a DMF File List Right-click Options Previews of Files Sorting by a Column Paged File List Display Filtering the File List Removing a Filter from a Column Key Filters in SharePoint 2010 Libraries Recycle Bin Navigating the SharePoint Document Store MacroView Favorites Speeding up Navigation with MacroView Favorites Creating a New MacroView Favorite Hierarchy of Favorites Refresh Favorites Favorites - Perform periodic cleanup MacroView DMF Favorites in Microsoft Outlook Renaming, Deleting or Moving a MacroView DMF Favorite Push Favorites / Subscriptions Page i

4 3.2 Search Site Tree Matching Logic Filtering Sites and Libraries Timeout when Expanding a Node Change or Remove Filtering Automatic Filtering of the Site Tree Filter Folders Filter Site Collections Filter Site Collections by Favorites Recent Files, Recent Locations Recent Files Recent Files right click menu Sorting the Recent Files List Filtering to Show Recently Opened or Recently Modified Files Selecting multiple files from the Recent Files file list Refreshing the Recent Files List Context-Sensitive Display of Recent Files Clearing the Recent Files List Recent Locations Navigate to URL Navigate to Last Location MacroView DMF Protocol Handler Searching for Documents in SharePoint Search Keyword Search Search Panel Features FAST Compatible Free-Text Matching Criteria Metadata Matching Criteria MOSS Metadata Matching Criteria SharePoint Server 2010 / FAST and SharePoint Server Date Matching Servers Search Type Search Button Clear Button Search Results Paging of Search Results Working with Search Results Selecting multiple files from the Search Results file list Sorting Search Results Sorting the Current Page of Results Previews of Search Results Open File Location Changing Servers Search Refiners Searching a Selected Site or Library Search This Location Search Performance Recent Searches Search Favorites Add to Favorites button Favorites Search This Location Running a Favorite Search Reviewing search Criteria Custom Search Panels Saved Searches Browser-Based Searching Show last Search Results Profiling / Capturing Metadata Standard SharePoint Metadata Column Types Page ii

5 5.1.2 Custom Column Support File Naming Profiling the Saved Document Prompting for Metadata Defined in the Destination Library Automatic Metadata Folder-level Defaults Personal Defaults Editing File Name Viewing / Editing Title Lookup Columns Choice Columns Person or Group Columns Managed Metadata Columns Type-Ahead Support Adding Terms Folksonomy Support Business Data and External Columns Business Connectivity Services (SharePoint Server 2010, 2013) Business Data Catalog (MOSS 2007) Example External Data Column Document Management Functionality Check In, Check Out Check Out on Open Right-Click Check In / Discard Check Out / Check Out Bulk Check In and Version Comments Checked Out to Me Opening Documents Read-Only by Default Version Control Viewing Version History Opening a Specific Version of a Document Restoring a Previous Version Closing a Document that has been Opened via DMF Comparing two versions of a document Version Control on Save and Upload Version Control on Check Out, Opening and Saving Temporary or Proposed Versions Open from SharePoint for editing in Word / Excel / PowerPoint Open Read Only into Word / Excel / PowerPoint Saving a New Document from Word / Excel / PowerPoint Re-Saving an Existing Document MacroView Advanced Office Integration Configuration Settings Drop Off Libraries Compliance Legal Holds Declare as Record Document Level Security Manage Permissions Enhanced Document Level Security Rating Expiration Policies, Approvals and Workflows Unique Document Numbering Audit History Client / Matter Centric Operation Matters Mode Moving and Copying Files Moving Documents within SharePoint Drag and Drop, Alternatives Right Click, Cut/Copy on the Ribbon, Hot Keys Moving between SharePoint versions (e.g to 2010, 2010 to 2013 etc.) Attempting to Move a Checked-Out File Page iii

6 7.1.5 Check for Existing File of Same Name Reuse of metadata on Move or Copy Potential Loss of Metadata Common Metadata when Moving / Copying Multiple Files Version History retained on Move Moving Documents from SharePoint to an Open Document Downloading Files from SharePoint (Right Click or from the Ribbon) Managing the SharePoint Document Store Creating a New Document Library Configuration Setting Create Library Creating a New Folder Configuration Setting Display Create Folder Button Creating a New Document Set Viewing and Editing Properties File Properties Viewing Properties of Sites and Libraries Opening a SharePoint Site, Library or Folder in your Web Browser Deleting and Renaming Files Retrieving Deleted Files Working Offline Using SharePoint Workspace or SkyDrive Pro Editing documents offline A Warning MacroView DMF Take Offline Take Library Content Offline Take a File Offline MacroView Offline Folder Manage Offline Files Outlook in Offline Mode Working in Microsoft Outlook MacroView Customizations in Microsoft Outlook MacroView Pane MacroView Favorites Outlook Folders MacroView Tab MacroView Group on Home Tab MacroView File List MacroView Preview Browsing the SharePoint Document / Store from Outlook Views s View Viewing Sites and Lists from Outlook Opening an Stored in SharePoint Saving s and attachments to SharePoint Saving an Open Message to SharePoint Saving s using Drag and Drop Saving s from Sent Items folder to SharePoint Saving s from Public Folders to SharePoint Message Save Processing Bulk Save of s to SharePoint Don t Overwrite Existing Messages Prompting for Metadata during bulk saving Background Upload Task Progress Display Screen Dialog at Completion of Save Other Actions after Successful Save Fill-In Address Fields Saved Message Details Save Message Format Saved Message Naming Saved Message Addendums Retaining the message in Outlook Saved to SharePoint Indicator Page iv

7 Preventing Duplicate Copies of s in SharePoint Overwriting an already-saved message Profiling the Saved Message Properties Greater Than 255 Characters Content Type Saving without Profiling Prompts MessageID Saving of Sent s Automatic Saving of Sent s Sent Rules Save on Send Send and Save Saving Attachments to SharePoint Saving attachments from an Open Message Saving Attachments that are s Attaching a File (or files) from SharePoint to a New Inserting a Version / Link to a Version Inserting Hyperlinks that use Document ID Redirection Appending version number to attachment name or link Sending selected attachments directly from the DMF file list DMF Protocol Handler Hyperlinks Hyperlink Display Text Working Offline in Outlook Saving Other Outlook Items to SharePoint Enabled Libraries Working in Word, Excel and PowerPoint Opening Word, Excel and PowerPoint documents with MacroView DMF Office 2007 / Office Office Office 2013 with Open from SharePoint MacroView DMF Open from SharePoint and Save As to SharePoint buttons Open Document Read-Only Opening Read-Only Does Not Check Out Making Open Read-Only the default behavior Open for Editing with Check Out Disabling Auto Check-Out on Open for Editing Co-Authoring Open a Specific Version of a Document Open from MacroView DMF Explorer MacroView DMF Protocol Handler Saving to SharePoint from Word, Excel or PowerPoint Office 2007 / Office Office Office 2013 with Save As to SharePoint Automatic Check Out and Versioning Discard Check Out or Check In the Originally Opened Document Confirmation Message Silent Save for Word Comparing Word documents with MacroView DMF Inserting a Text file, Link to a File or a Picture from SharePoint Local Word, Excel and PowerPoint Customization Templates Working in Adobe Reader and Adobe Acrobat Saving a PDF from Adobe Reader or Acrobat Adobe Reader is supported to version X only Adobe Reader X / Adobe Acrobat X special requirement Re-Saving a PDF that has been opened from SharePoint with DMF Working in Windows Explorer Uploading Files Uploading More than 50 Files Send To, SharePoint Upload Page v

8 Upload Warning: A file already exists but you can t see it Drag and Drop to MacroView DMF Explorer Drag and drop to MacroView Pane in Microsoft Outlook Drag and drop to <SharePoint> Favorite Folder in Microsoft Outlook Automatic Capture of Original Metadata Blocked File Types Maximum File Size on Upload Working with Office 365 / SharePoint Online Restricted Functionality Reduced Performance Registering an Office 365 Server Customizing Your MacroView DMF Experience Configuring the MacroView Pane in Outlook MacroView Pane Mode Buttons Reducing the screen area occupied by the MacroView Pane Mode buttons Changing the order of the MacroView Pane Buttons Location of MacroView Pane Quick Access Toolbar DPI Scaling Configuration Options Language Customizing the Right-Click menu Adding third party customizations to the right click menu Shortcut key summary Optional Modules and Other Products MacroView DMF Optional Modules MacroView Enhanced Document Level Security (EDLS) Ensuring documents tagged Private are accessible when a person leaves MacroView Unique Document Numbering MacroView Advanced Office Integration MacroView Client / Matter Integration (CMI) MacroView Advanced Document Profiling (ADP) MacroView Handler Other MacroView Products MacroView Standardiser MacroView Migration Services MacroView ClauseBank MacroView Precedent Getting Help Resources Documentation MacroView Website, Knowledge Base, and Support forum Enhancements and Customizations SharePoint Design for Document Management Logging a support call Who to call What Version? Error Messages Trace Files Page vi

9 1. Introduction Microsoft SharePoint 2007, 2010 and 2013 provide a range of functionality for storing and managing documents, s 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 management platform. 1.1 Full-Function Document Management 1.2 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 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 describe how DMF assists when you are working in Microsoft Outlook, Microsoft Word / Excel / PowerPoint, Windows Explorer and Adobe Reader / Adobe Acrobat. The excellent integration of MacroView DMF with Outlook means that DMF is the best-available tool for SharePoint-based management solutions. Thanks to that same integration you can use Outlook as the user-interface for general document management tasks not just 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 messages in SharePoint. This product has its own. See Section 10 for details on how MacroView DMF can help you to work in Microsoft Outlook to manage documents and s. Page 1

10 1.3 MacroView DMF Explorer 1.4 Designed to Handle Volume 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. 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 (solutions@macroview.com.au) 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 are taken on a Windows 7 PC, running Office 2010 or The DMF language setting is English (US). See MacroView DMF Installation and Configuration Guide for information on other installation options and configuration settings. Page 2

11 1.7 Windows Look and Feel 1.8 Certifications and Reviews 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. 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 ( The MacroView DMF code has successfully been checked for security risks by Fortify.com, an independent code review specialist. Page 3

12 2. Browsing the SharePoint Document Store 2.1 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 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. Page 4

13 Figure 2: Browse mode in MacroView DMF Explorer displaying a tree-view of a SharePoint Document Store 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 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 Page 5

14 The Browse tab provides an intuitive tree-view of all parts of the SharePoint document repository that you have permission to access. Figure 4: Servers display in File, Options dialog of MacroView DMF 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 Sub- Folders 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 have been able to see or access by using the SharePoint web browser UI. 1 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. Page 6

15 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 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 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 Page 7

16 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 (solutions@macroview.com.au) for assistance 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 then must be a valid Site Collection. MacroView DMF does NOT currently support host-named site collections 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 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 (solutions@macroview.com.au) for assistance regarding these options. Page 8

17 Figure 7: MacroView DMF Server Settings page for a selected Web Application - note Libraries to ignore and Site Collections to ignore 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 s 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 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 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. Page 9

18 Lists 2.2 Metadata Navigation 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. 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. Page 10

19 2.3 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 Page 11

20 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 = only items with Content Type are displayed. Page 12

21 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 = ). 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 = 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. Page 13

22 2.4 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 s 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. Page 14

23 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 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. Page 15

24 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 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 (solutions@macroview.com.au) for advice in relation to designing your SharePoint document store to avoid the List View Threshold. Page 16

25 2.5 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 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 Per-Location Views MacroView DMF supports Per-Location views (when configured) for a library or folder, or elements of a metadata navigation hierarchy. Page 17

26 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 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 (solutions@macroview.com.au) for advice in relation to designing your SharePoint document store to avoid the List View Threshold 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 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). Page 18

27 Figure 23: Group By view with two levels Product and Release 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. Page 19

28 2.6 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 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. Page 20

29 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. Page 21

30 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 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 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 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. Page 22

31 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 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 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. Page 23

32 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. Page 24

33 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 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. s in MSG format, Word documents, Excel spreadsheets, PowerPoint presentations, PDFs, PNGs, JPGs, GIFs, etc. Page 25

34 Previews of MSG files stored in SharePoint show any attachments to the as hyperlinks. Clicking on one of these hyperlinks causes the attachment to be extracted from the 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 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 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 Page 26

35 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. Page 27

36 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 s if you enter s or you must enter s 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. Page 28

37 Clicking the Filter button displays the following dialog: Figure 42: Filter dialog with column filter and two Key Filters 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 icon. MacroView DMF will display the current filter criterion and also the 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 Key Filters in SharePoint 2010 Libraries In a SharePoint 2010 Document Library you can also utilize Key Filters. See Section 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. Page 29

38 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. Page 30

39 3. Navigating the SharePoint Document Store MacroView DMF efficiently supports very large SharePoint document stores. 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. 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 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 Page 31

40 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 for more details of Favorites mode in Microsoft Outlook. Page 32

41 Figure 48: MacroView Pane in Microsoft Outlook in Favorites mode displays the sub-tree for a favorite site 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. Page 33

42 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 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. Page 34

43 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 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 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. Page 35

44 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 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 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. Page 36

45 Figure 57: Library, Document Set and Folder favorites displayed in Outlook 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. Page 37

46 3.1.8 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. Page 38

47 3.2 Search Site Tree If you have SharePoint Server 2013, 2010 or MOSS 2007 (i.e. not Foundation or ) 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 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 Page 39

48 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 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 A 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 Page 40

49 characters in Search Site Tree. In the following example a search criterion of 11497* finds a Document Library whose Title is Acquisition. 3.3 Filtering Sites and Libraries Figure 65: Search Site Tree using wildcard character. 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. Page 41

50 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 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 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 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. Page 42

51 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 Page 43

52 3.4 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. 3.5 Filter Site Collections Note: From DMF 7.7 onwards the Folders node will only be displayed above managed metadata navigation if folders actually exist in the library. 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 (solutions@macroview.com.au) 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. Page 44

53 3.6 Filter Site Collections by Favorites 3.7 Recent Files, Recent Locations 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. 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: Recent Files 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 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 Page 45

54 3.7.1 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 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 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 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 Page 46

55 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 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) 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. Page 47

56 Figure 76: File, Options, General tab - note buttons at bottom of screen 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 Page 48

57 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. 3.8 Navigate to URL Figure 79: Right-click menu for a Recent Location 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. Page 49

58 3.9 Navigate to Last Location Figure 81: Enter the URL of a location and MacroView DMF navigates there automatically 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 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. Page 50

59 4. Searching for Documents in SharePoint 4.1 Search 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: Search Keyword Search This Search Panel allows you to search across an entire SharePoint Server (Web Application) for s (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: Search panel If the correct SharePoint ifilter 3 is installed in your SharePoint Search, you will be able to search for keywords within attachments to s (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. Page 51

60 4.2 Keyword Search Note that newly-saved s 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 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]) 4.3 Search Panel Features 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. 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 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 (solutions@macroview.com.au) for assistance. Page 52

61 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 A in the metadata value Acme Merger (12345A) will be treated as a whole word 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 Search will find s 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 s addressed to either Will Holmes or Vanessa Williams. will find s with a Subject containing O Mara. DMF Search Panels do not support use of quoted strings 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 s that are addressed to Will Holmes and Vanessa Williams but not to Goodwill. will find s with a Subject containing O Mara. DMF Search Panels do not support use of quoted strings Date Matching Search Panels such as the 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 messages stored in SharePoint. In both SharePoint 2007 and SharePoint 2010 a date range with Page 53

62 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 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. Page 54

63 4.4 Search Results 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) Search Button Click the Search button to run the Search that is specified in the currently displayed Search Panel 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. 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 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. Page 55

64 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 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 Page 56

65 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 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. Page 57

66 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 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 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. Page 58

67 4.5 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 (solutions@macroview.com.au) to discuss your requirements for refiners, or to discuss modifying Search Panels. Page 59

68 4.6 Searching a Selected Site or Library Search This Location 4 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 s 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. Page 60

69 4.7 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 search within the prescribed timeout period 5. In such cases DMF will display a message advising that you should attempt a less complex search. 4.8 Recent Searches Figure 95: Message displayed when the search takes too long to be processed. 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. Page 61

70 4.9 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 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. Page 62

71 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 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. Page 63

72 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 s 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. Page 64

73 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 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. Page 65

74 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 (solutions@macroview.com.au) to discuss your requirements for custom Search Types, or to discuss modifying existing custom search type definitions to be compatible with SharePoint 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. Page 66

75 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. Page 67

76 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. Page 68

77 5. Profiling / Capturing Metadata Document Management systems capture additional metadata about each document or being saved. This additional information extends the number of ways that you can successfully categorize and search for the document or . 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 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 Single Line of Text Multiple Line of Text Choice See 5.9 below Number Currency Date and Time Hyperlink or Picture Calculated Task Outcome Full HTML content with formatting and constraints for publishing Image with formatting and constraints for publishing Hyperlink with formatting and constraints for publishing Summary Links data Rich media data for publishing Yes / No Lookup. See 5.6 below. Person or Group See 5.8 below. MacroView DMF Support Supported Supported Supported except for Multi-select with Fill-In Supported Supported Supported Supported, but only the hyperlink is shown. IE, Description is not editable, and the Picture (2013) is not shown. Supported. Note they appear on the Property Details Tab as they are not editable Not supported Not supported Not supported Not supported Not supported Not supported Supported Supported. Single and Multiple-Select Supported Page 69

78 Metadata Column Type Managed Metadata See 5.9 below. Business Data See 5.10 below. External Data See 5.10 below. Publishing Schedule Start Date, End Date MacroView DMF Support Supported Document Libraries in SharePoint 2010, 13. Supported. Based on MOSS 2007 Business Data Catalog Supported. Based on Business Connectivity Services in SharePoint Server 2010/13. Supported. Document Libraries in Publishing Sites 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 (solutions@macroview.com.au) 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 s are uploaded attachments embedded in the 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 . Contact MacroView Professional Services (solutions@macroview.com.au) for assistance with such customizations. Page 70

79 5.3 Profiling the Saved Document See Section for information on how you can cause the File Name to be displayed for editing in the Profiling dialog. See Section for details of how MacroView DMF names the files that it creates when you save an to SharePoint 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. Page 71

80 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. 5.4 Folder-level Defaults 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 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 Page 72

81 5.5 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. Page 73

82 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 Page 74

83 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. Page 75

84 5.6 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. 5.7 Choice Columns Figure 115: Profiling dialog containing a Lookup column called Color 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+. Page 76

85 Figure 117: Type-ahead filtering of values for a Choice column with over 20 values. Page 77

86 5.8 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. Page 78

87 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. Page 79

88 5.9 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 Page 80

89 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 Page 81

90 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'. Page 82

91 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 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 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 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. Page 83

92 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. Page 84

93 6. 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 (solutions@macroview.com.au) 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 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 for more details of automatic Check Out when MacroView DMF opens documents into Word, Excel or PowerPoint. Page 85

94 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 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 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 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 Page 86

95 6.2 Version Control 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 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 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 Page 87

96 Not supported by MacroView DMF for a required checkout library using major versions only due to issues with SharePoint / Microsoft Office 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 above 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 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. Page 88

97 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 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 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 Page 89

98 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 ). 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) 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 ). 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 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. Page 90

99 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 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 Section 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 (solutions@macroview.com.au) 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. Page 91

100 6.5 Compliance 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. Page 92

101 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) 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). Page 93

102 6.6 Document Level Security 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 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. Page 94

103 6.7 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 6.9 Unique Document Numbering 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. 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 Contact MacroView Professional Services (solutions@macroview.com.au) 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. Page 95

104 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 (solutions@macroview.com.au) for assistance. Figure 144: Audit History display - note most recent activity is at the top. Page 96

105 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 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 Page 97

106 7. 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 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. Page 98

107 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 Moving between SharePoint versions (e.g 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 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 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 Page 99

108 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 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 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 attributes (such as To, From, Subject, etc.) but these columns may well not be present in the Document Content Type in the destination library. Page 100

109 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 -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. Page 101

110 Figure 153 Move operation with three successes and one failure (with failure reason indicated) 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 Page 102

111 7.2 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. Page 103

112 7.3 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. Page 104

113 8. Managing the SharePoint Document Store 8.1 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 to SharePoint: To, CC, BCC From SentOn, Received Time Subject, Conversation Topic Importance, Sensitivity Attach(ment) Count, Attachments? Message ID (Exchange ID) Page 105

114 They also contain an s View which is designed for displaying s 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 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. Page 106

115 8.2 Creating a New Folder MacroView DMF provides a convenient means for creating a new Folder in a SharePoint site or area 6. 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 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. Page 107

116 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. Page 108

117 8.3 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 Set in a SharePoint document library 7. 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. Page 109

118 8.4 Viewing and Editing Properties 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. Page 110

119 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 Page 111

120 8.5 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 Page 112

121 8.6 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 Page 113

122 8.7 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 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. Page 114

123 9. 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 s 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 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. Page 115

124 9.2 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 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) 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) 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 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. Page 116

125 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. 9.3 Outlook in Offline Mode Figure 174: Manage Offline Files has uploaded the file(s) in a Document Library 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 should be saved in SharePoint while you are working with that 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 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 s to have MacroView DMF complete the saving of any messages that have been moved to your MacroView Favorites folders while you have been offline. Page 117

126 Figure 176: Upload Offline s 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 s (see Section 5). If you realize during the upload process that you do not wish to upload these s, 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 s to be uploaded. Page 118

127 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 s. In addition to enabling best-in-class 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 MacroView Customizations in Microsoft Outlook MacroView DMF adds customizations into Microsoft Outlook ( ) 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 File List MacroView Pane 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: MacroView Preview Browse displays a tree-view that enables accurate viewing and efficient navigation of all areas of the SharePoint document pr store for which the current user has permission. Favorites displays areas of the SharePoint document / store that the current user has added as Favorites or that have been pushed out to Page 119

128 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 s 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 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. s 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. Page 120

129 MacroView Tab This tab provides a range of functionality described later in this Section. Figure 179: MacroView ribbon in Microsoft Outlook 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 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) 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. Page 121

130 10.2 Browsing the SharePoint Document / 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 message are displayed as hyperlinks. Clicking one of these hyperlinks extracts the attachment from the stored 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 message, with attachment displayed as a hyperlink Views 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. 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 s (e.g. the s 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). Page 122

131 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 s View MacroView DMF ships with library templates that contain an s View, which displays columns corresponding to attributes that are automatically recorded as MacroView DMF saves an to SharePoint. Figure 182: s View of a Document Library. Page 123

132 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. Page 124

133 10.3 Opening an 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 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 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. Page 125

134 10.4 Saving s and attachments to SharePoint MacroView DMF provides a number of ways of saving an 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 s. 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 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 . There are two options Save Message and Save Attachments. Figure 186: MacroView custom ribbon group displayed when a message is open Saving s using Drag and Drop MacroView DMF allows you to save one or multiple s 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 Saving s 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 for more details Saving s from Public Folders to SharePoint MacroView DMF treats Outlook / Exchange Public Folders and Managed Folders in the same way as any other Outlook folder. Page 126

135 Message Save Processing MacroView DMF will name each message saved by drag and drop using the default naming convention see Section 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 s and files stored in SharePoint Bulk Save of s to SharePoint With MacroView DMF v7.7 bulk saving of s has been significantly enhanced. You can select hundreds of s in an Outlook folder and drag and drop to save them to SharePoint. Within seconds of dropping the s 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 s 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 from being created in the destination location in SharePoint. As it saves the s to the destination location MacroView DMF records metadata both the attributes of the (which are captured automatically) and any custom metadata supplied by the user. The saved s are either marked as Saved to SharePoint or deleted from your Outlook environment (depending on MacroView DMF configuration). Page 127

136 Figure 187: Multiple s 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 s 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 s are dropped. MacroView DMF v7.7 allows you to configure the number of s that trigger this dialog. Figure 188: Message displayed when you attempt to save more than a trigger number of s Don t Overwrite Existing Messages s 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 to SharePoint, other recipients do not need to save their copy of the . 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 when another recipient attempts to save their copy of the in the same SharePoint location (or when the recipient who first saved the 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. Page 128

137 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 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 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 attributes (e.g. To, From, Subject) will not change Prompting for Metadata during bulk saving Immediately after you drop one or more s 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 s 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 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 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. Page 129

138 When you have captured metadata for all the s and click OK in the profiling dialog, MacroView DMF will start a background task to complete the upload of the s 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 s and their automatic metadata within a few seconds after you drop the s 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 Address Fields is ON (see Fill-In Address Fields ) 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 s. 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 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 s were successfully uploaded, together with details of s that failed to upload successfully. Page 130

139 Figure 191: Summary dialog at completion of save - shows unsuccessful saves Note that the save of an is deemed to be successful if a copy of the is present in the destination library after the upload is completed. It is possible that the was already saved in the destination location by another user (or earlier by the same user) Other Actions after Successful Save If the configuration setting Delete s on Successful Save is ON (see Figure 178 ) MacroView will delete from the Outlook environment all s that were dropped to the destination library, except those for which the save was not successful. Otherwise (the configuration setting Delete s 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 Addendums is ON, MacroView will update s in the user s Outlook environment by inserting addendum text similar to that shown below. This addendum insertion will occur for all s that were dropped to the destination library, except those for which the save was not successful. Page 131

140 Figure 192: Saved to SharePoint category set for s that have been successfully saved in SharePoint. Note: The addendums (along with the Saved to SharePoint indicator) are only added when the s are: saved to SharePoint from within Outlook (or from an open ) dragged and dropped to a library (or folder or document set) in the MacroView DMF tree view pane within Outlook. Note that s can be saved to SharePoint by dragging and dropping them from an Outlook folder to a suitable node in MacroView DMF Explorer. When s 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 in Outlook remains untouched it will not be marked as Saved to SharePoint and no addendum will be inserted Fill-In Address Fields As it saves an 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 Address Fields is ON, MacroView DMF will also automatically resolve these display names into their corresponding SMTP addresses (e.g. jane.citizen@acme.com) 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 (solutions@macroview.com.au) to discuss the best approach for large-scale uploading of s to SharePoint e.g. as part of a migration to MacroView DMF from other management solutions. Page 132

141 10.5 Saved Message Details Save Message Format Regardless of the technique that you use to save your , 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 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_06Apr _License Upgrade.MSG The default file naming format has the benefit of being unique for each , as the SentOn field contains the time the was sent to the second. The default file name also prevents duplication of s within a document library that can occur from multiple recipients within your organization attempting to save the same . MacroView DMF will identify the 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 s in the SharePoint store, see Section 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. Page 133

142 Saved Message Addendums As the is saved an addendum is added to the original similar to the one shown below. Note that the addendum is inserted into the within your Outlook folder it is not inserted into the copy of the that is saved in SharePoint. The addendum includes a hyperlink to the Document Library where the 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 addendums option. See Figure 193. Note: The addendums (along with the Saved to SharePoint indicator) are only added when the s are: saved to SharePoint from within Outlook (or from an open ) dragged and dropped to a library (or folder or document set) in the MacroView DMF tree view pane within Outlook. Note that s can be saved to SharePoint by dragging and dropping them from an Outlook folder to a suitable node in MacroView DMF Explorer. When s 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 in Outlook remains untouched it will not be marked as Saved to SharePoint and no addendum will be inserted. Page 134

143 Retaining the message in Outlook The Configuration setting called Delete s on Save to SharePoint controls whether (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 Saved to SharePoint Indicator If the 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 has been saved to SharePoint. Figure 195: Outlook Inbox with Categories column. The Saved to SharePoint category is also displayed when the is opened. Note that Saved to SharePoint category will also be set when you attempt to save an that has already been saved to SharePoint by another recipient (see also ). Page 135

144 Figure 196: Open 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 addendums (along with the Saved to SharePoint indicator) are only added when the s are: saved to SharePoint from within Outlook (or from an open ) dragged and dropped to a library (or folder or document set) in the MacroView DMF tree view pane within Outlook. Note that s can be saved to SharePoint by dragging and dropping them from an Outlook folder to a suitable node in MacroView DMF Explorer. When s 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 in Outlook remains untouched it will not be marked as Saved to SharePoint and no addendum will be inserted Preventing Duplicate Copies of s in SharePoint As you attempt to save an 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 message from being saved to the same location within the SharePoint document store (e.g. the same document library or folder within a library) Overwriting an already-saved message If an 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 ). 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- files. Page 136

145 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 to SharePoint, MacroView DMF will use the properties of the 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 Properties Greater Than 255 Characters 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 s 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. Page 137

146 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 s. 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 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 s. MacroView DMF will not allow you to save a message if any required field (marked by a red asterisk) have been left blank MessageID As it saves an incoming , 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 s. Page 138

147 10.7 Saving of Sent s Automatic Saving of Sent s MacroView DMF can be configured so that, as an is sent, it is automatically saved to a nominated location in the SharePoint document store. To configure this action tick Automatically file sent s in the Office tab of the File, Options dialog. If this setting is enabled MacroView DMF will check to see if the outgoing satisfies one of the Rules that are recorded in your profile. The rule specifies the URL of a SharePoint library or folder where the 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 s Sent Rules By clicking the Rules button in the File, Options, Office dialog you display your existing Sent 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 may satisfy multiple Sent 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 Rules in the precedence order that you prefer. Page 139

148 Figure 198: Sent Rules for a user There are two types of Sent Rule: Address based on text contained in the To, CC, BCC or From attributes of the . Content based on text contained in the Subject attribute or in the body of the . 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 Rule is currently enabled. You can disable a Sent 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 Rules are stored in the User Registry. They can also be deployed by using Group Policy. Page 140

149 Save on Send MacroView DMF can be configured so that as you send an , you are prompted to save that 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 s and Save on Send are both set, MacroView DMF will first check the Sent Rules (see ). If a Sent Rule is satisfied then the outgoing will be saved into the location specified in that Rule and you will not be further prompted by the Save on Send mechanism Send and Save When you are preparing a new , or forwarding / replying to an , MacroView DMF displays a custom button labeled Send and Save. When you click this button, MacroView DMF will send the current and then prompt you to save the message to SharePoint. Figure 200: MacroView group in Message ribbon for a new - 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 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 s is configured, you will still be prompted to save, even if a Sent 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 you are replying to. To access Send and Save and other items in the MacroView group you need to Pop Out the reply. Page 141

150 10.8 Saving Attachments to SharePoint MacroView DMF provides a number of ways in which you can save one or more attachments to SharePoint. Note that these saved files will be separate to the s. 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 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. Page 142

151 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 . Contact MacroView Professional Services (solutions@macroview.com.au) for assistance with such customizations Saving Attachments that are s If you enable the setting in Options Office Use Outlook Naming Convention for MSG Attachments then attached s will be saved using the Outlook Format naming convention as per Section Page 143

152 10.9 Attaching a File (or files) from SharePoint to a New When you are preparing a new , or forwarding / replying to an , 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 . Click Insert Link to insert hyperlink(s) to the selected file(s) at the current cursor position in the current message. Page 144

153 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 with hyperlinks to file in SharePoint 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. Page 145

154 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 - note DocIdRedir.asmx page 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 Page 146

155 are in an 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 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 for more details 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 Hyperlink Display Text Working Offline in Outlook 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. 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 Saving Other Outlook Items to SharePoint Enabled Libraries MacroView DMF also supports the saving of: Meeting Requests and responses these can be saved in the same way as regular s, 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. If you -enable a Document Library, SharePoint creates an address for that Library that you can include on the To, CC or BCC to save the into that Library. Note that the resulting file will not have the same format or naming as an saved by using MacroView DMF. Contact MacroView Services (services@macroview.com.au) for information about MacroView Handler, an optional module of MacroView DMF which arranges for s saved via the -Enabled Library mechanism to have the same format, naming and metadata treatment as s that are saved manually by drag and drop using MacroView DMF / MacroView Message. Page 147

156 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 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 Office 2007 / Office 2010 MacroView DMF adds an Open from SharePoint customization to the File menu in Word, Excel and PowerPoint 2010 or Figure 208: File menu in Word 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. Page 148

157 By default, MacroView DMF will automatically Check Out the document. See for more details. Figure 209: MacroView Open from SharePoint dialog 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 Page 149

158 (see Figure 209). Clicking on Browse displays the MacroView Open from SharePoint dialog located at its most recent location 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 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 (solutions@macroview.com.au) to discuss your requirements. Page 150

159 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 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 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 Page 151

160 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 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 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 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 above). Page 152

161 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 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 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 Saving to SharePoint from Word, Excel or PowerPoint Office 2007 / Office 2010 MacroView DMF adds a Save As to SharePoint customization to the Office button in Word, Excel and PowerPoint 2007 and Figure 215: File menu in Word 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. Page 153

162 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 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. Page 154

163 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 Clicking Save causes the document to be saved to SharePoint 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 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 to discuss your requirements 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 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. Page 155

164 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) Confirmation Message MacroView DMF can be configured to inform the user when saves to SharePoint are successfully completed Silent Save for Word 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. 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 Contact MacroView Professional Services (solutions@macroview.com.au) to discuss your requirements 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. Page 156

165 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 Page 157

166 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 Page 158

167 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 (solutions@macroview.com.au) 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. Page 159

168 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. Page 160

169 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 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 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. Page 161

170 13. Working in Windows Explorer 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 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 Page 162

171 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 Page 163

172 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 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. Page 164

173 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 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 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 Automatic Capture of Original Metadata 13.3 Blocked File Types 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 13.4 Maximum File Size on Upload 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. 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. 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 (solutions@macroview.com.au) if they need assistance. Page 165

174 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. Page 166

175 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 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 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. Page 167

176 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 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. Page 168

177 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 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). Page 169

178 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. Page 170

179 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 Page 171

180 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. Page 172

181 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 Configuration Options Figure 247: Selecting Medium-sized text 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 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. Page 173

182 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 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 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 (solutions@macroview.com.au) to discuss your requirements. Page 174

183 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 F2 Move focus to next item Rename file dialog displayed Works in most forms within DMF Works in DMF Explorer when a document is selected Page 175

184 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 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. Page 176

185 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 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 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 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 Page 177

186 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 (solutions@macroview.com.au) 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 and Section 10.9 for more information about techniques for inserting such hyperlinks 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 Page 178

187 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. Page 179

188 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. Page 180

189 Matters Tab Client Matter Text Text File List MacroView DMF Client Client Server ADP WSP Matters Tab Support Metadata Update Job Search Masks Business Connectivity Services Document Details Automatic metadata Client, Matter Matters System WSP Matters Search Mask Custom.Net Assembly Matter Library BCS Model CMS Database Client Sites, Matter Libraries 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. Page 181

190 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 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. Page 182

191 16.6 MacroView Handler MacroView Handler overcomes a key frustration of using -enabled document libraries for managing s in SharePoint. By enabling a SharePoint document library you are able to 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 they relate to. When MacroView Handler is deployed, s that arrive in the library via its SMTP address are automatically saved in the same way as s that you drag and drop into that library from Outlook using MacroView DMF or MacroView Message. MacroView Handler saves the complete (including any attachments) in MSG format so that it can be open in Outlook. MacroView Handler names the MSG file to prevent duplicates and automatically records the attributes of the incoming in like-named metadata columns. See the MacroView DMF for more details of how MacroView DMF / MacroView Message stores and names s in SharePoint Other MacroView Products Figure 257: MacroView Handler forms part of a comprehensive Management solution MacroView Standardiser MacroView Standardiser is an STSADM command line utility that is generally useful when you are converting an existing SharePoint-based 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 s 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 s 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 to SharePoint, or as it uploads a file to SharePoint from a Windows folder. Standardize the naming, formatting and metadata for existing messages, so that they are consistent with s that are saved by MacroView DMF. The existing s 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 -enabled library mechanism of SharePoint). Page 183

192 MacroView Standardiser can trawl automatically through a Site or Site Collection, processing all document libraries or s 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 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 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 (solutions@macroview.com.au) to discuss your requirements in relation to migration. Page 184

193 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 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 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. Page 185

194 17. Getting Help 17.1 Resources Documentation MacroView DMF : 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 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 (solutions@macroview.com.au) if you would like assistance to create such a guide for your organization 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: - particularly the product pages for MacroView DMF, MacroView Message and related products. The knowledge base contains a range of articles about MacroView products with topics ranging from user level issues to highly technical notes. 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 Enhancements and Customizations Throughout this 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 management solution for your organization contact solutions@macroview.com.au 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. Page 186

195 17.2 Logging a support call 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: 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 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 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 Page 187

196 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 (or open Paint and paste it into a new picture). Figure 259: Sample error message - unable to connect to the SharePoint server. Page 188

197 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 Page 189