Evaluating MacroView ClauseBank 365

Welcome to MacroView ClauseBank 365

Thank you for choosing to evaluate MacroView ClauseBank 365. This software is built to help you and your business quickly generate proposals, reports, presentations and other documents using pre-approved text, logos and templates.

This guide contains everything you need to get started with your first installation. Remember to sign into the MacroView Help Centre and have your license key ready before beginning this tutorial.

If you don’t have a MacroView Help Centre account, you can create one right now by clicking Sign in in the top right and selecting Sign up. If you haven’t got a license key you can evaluate MacroView ClauseBank 365 free for 30 days by completing our evaluation form.

You must have a Help Centre account and hold an evaluation or full license for MacroView ClauseBank 365 to proceed with this guide.

 

Step 1: Create your first ClauseBank

This evaluation guide provides two methods of installation:

  1. Fast install - Shows you the basic features of ClauseBank including how to create a ClauseBank and populate it with reusable content. This installation is recommended if you want to start using ClauseBank without needing to customise a SharePoint site collection.
  1. Full install - Provides provisioning for full metadata capture including expiry date, update frequency, content expert and more. This installation is recommended if you want to experience the complete ClauseBank package. A comprehensive guide to the full ClauseBank installation can be found at this knowledge base article.

Preface

MacroView ClauseBank features keyword filters that are designed to display only the sites, libraries and folders that contain material related to ClauseBank - thereby filtering out content that would otherwise clutter your ClauseBank view.

  • SharePoint site names must contain the keyword ClauseBank in the title to be found automatically using the Search for ClauseBank sites option.
    • If you don't adopt the keyword in your site name, you must use the direct site address when configuring your ClauseBank server for the site to be displayed.
  • SharePoint document libraries must contain the keyword Clauses or Slides in the title to be displayed.
    • If don't adopt these keywords in your library names, you must select the Display all document libraries checkbox found in ClauseBank Options > Advanced for your libraries to be displayed in ClauseBank.

Folders inside a document library can follow any naming convention and do not require any specific keyword in the title. ClauseBank only searches the above keywords at a site and document library level.

 

Fast install - Basic ClauseBank using standard SharePoint Team Site

This installation will show you how to create your first ClauseBank site to file content for re-use in documents, emails and presentations.

  1. In your web browser, navigate through your SharePoint Online (Office 365) tenancy to the site collection where you want to store the ClauseBank.
  2. Create a site or team site whose title contains the keyword ClauseBank (e.g. Initial ClauseBank).
  3. In your new ClauseBank site, create a document library whose title contains the keyword Clauses or Slides. (e.g. Legal Clauses or Summer 2017 Slides).
  4. Create some folders inside your ClauseBank document library and populate them with examples of documents containing formatted text and images you wish to re-use.

 

Step 2: Download and install MacroView ClauseBank

Step 2 involves downloading and installing MacroView ClauseBank to your local machine.

  1. Close Microsoft Office applications (Outlook, Word, Excel and PowerPoint) and Adobe Reader.
  2. Download the MacroView ClauseBank Client that corresponds to your Windows installation from the Downloads site.
  3. Double-click the downloaded file and run the MacroView ClauseBank Setup Wizard.

Once the wizard is complete, MacroView ClauseBank will be installed on your system and will add additional ClauseBank options to the ribbon in Microsoft Word, PowerPoint, Outlook and SharePoint.

 

Step 3: Activate your MacroView ClauseBank license

This next step will run you through activating your MacroView ClauseBank license.

  1. Go to the MacroView Licensing Website once you receive your license key from MacroView Services.
  2. Login with your Office 365, Microsoft or Google account by choosing the appropriate icon and entering your details.
    • MacroView recommends using a non-employee specific account (e.g. admin@ or other group account) as the same account will need to be used for all subsequent activations of the license.
    • You will be prompted by the relevant account provider to trust the MacroView Licensing site.  You must grant this access in order to register the account.
  3. After the licensing home page loads, select Licenses > Activate on the left navigation panel.
  4. Enter the Licence Key provided by MacroView and the URL of your SharePoint Online (Office 365) Tenant, then click Next.
  1. The next window will display the MacroView products associated with your license key. Ensure that all your licensed products are selected, then click Next.
  1. The confirmation page will now load displaying your license key, the SharePoint server associated with the license and the MacroView products that will activate. If these details are correct, click Next to proceed to the Licenses Summary Page.
  2. The Licenses Summary page will display the details of your new product license(s).
 

Step 4: Add a ClauseBank content source (or sources)

Before you can use ClauseBank you must have one or more ClauseBank content sources defined. To define a ClauseBank content source you must enter your SharePoint Online (Office 365) URL in ClauseBank options. ClauseBank options can be accessed from Microsoft Office, PowerPoint and Outlook (via the new email window) and are shared across all Microsoft Office applications.

  1. Open Microsoft Word, go to the Home tab, navigate to the ClauseBank group and click Options.
  2. In the Options dialog, choose the Content tab and click Add.
ClauseBankOptions.png
  1. In the Add new source dialog, enter any name to identify the content source (e.g. Approved Content for Re-Use).
  2. Enter the URL address of your SharePoint Online (Office 365) tenant, then click OK.
    • For example: https://testcompany.sharepoint.com/

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  • Note: The Search for ClauseBank Sites checkbox will find all sites in the nominated SharePoint site collection that contain the keyword ClauseBank.
  • Add libraries to ClauseBank Agent: This option allows the ClauseBank Agent to store a local cached reference to your ClauseBank so that the software can source content locally for previews, insertion and expansion. This feature of ClauseBank is useful for deployments that are geographically diverse and have limited bandwidth. To learn more about the ClauseBank Agent please refer to the ClauseBank User Manual, Section 8.

 

Step 5: Start using MacroView ClauseBank

Now that you have created your ClauseBank and set its content source in Microsoft Office, you are ready to create a new document using clauses:

  1. In Microsoft Word click Insert Clause from the MacroView ClauseBank group on the Home or Insert ribbon.
  2. The ClauseBank screen dialog will appear, showing the content items in the library in the ClauseBank site you have created. The available content items are arranged in a tree that reflects the folders that you created.
  3. Select content to see a formatted preview of that item in the bottom pane.
  4. Drag and drop content items you want to use in your document into the selected items pane (right).
  5. Once you have finished entering your clauses, click OK. The selected content items will then be inserted into your document, fully formatted at the current cursor position.

ClauseBankWindow.jpg

 

Add new content items (clauses)

You can add new content items to your ClauseBank directly from Microsoft Word by checking the Enable New Clause button setting found in ClauseBank Options.

EnableNewClauseButton-1.jpg

  1. To create a new content item (clause) in the ClauseBank, select content in Word and click New Clause found in the ClauseBank group on the Insert ribbon.
  2. A profiling dialog will appear to capture details for the new content item.
    • If you completed the Fast install, you will be prompted to enter a name and save location for the new content item.
    • If you completed the Full install, the profiling dialog will provide extra metadata options and look like the screen below.
      • Update Frequency, used to determine an Expiry Date for the clause.
      • ClauseLink, used to create virtual clauses (copies of centrally stored clauses).
      • Content Expert should be specified if Expiry Dates are being used – an alerting email will be sent automatically to the Content Expert when the clause is about to expire.
      • Description for the file used for easy identification.
      • Expiry Date, an initial date for the file to expire and become disabled. Once expired, the chosen content expert must verify and approve the document for use before the file can be used again.
 

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