Evaluating MacroView ClauseBank (on-premises)

Welcome to MacroView ClauseBank

Thank you for choosing to evaluate MacroView ClauseBank. 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 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 to proceed with this guide.

 

Section 1 - Server-side installation

Step 1: Install MacroView ClauseBank server components

When installing MacroView ClauseBank with an on-premises SharePoint server you should always install or upgrade the server before installing or upgrading the client.

Server prerequisites

MacroView ClauseBank Server requires:

  • Microsoft SharePoint Foundation 2013
  • Microsoft SharePoint Server 2010, 2013, 2016

Server installation

  1. Download the version of ClauseBank Server that corresponds with your version of Microsoft SharePoint from the Downloads site.
  2. Log on to one of the Web Front Ends (WFE) in your SharePoint farm.
  3. Use the account that the SharePoint Farm was setup with or an account with membership to all of the following:
  4. Ensure Anonymous Authentication is turned off on the web application you intend on using with ClauseBank. Should you require Anonymous Access then create a new web application which extends the same content store.
  5. Copy the MacroView ClauseBank solution to C:\ and run the following command to install the solution to all WFE’s in your farm:
    • add-spsolution -filename "c:\macroview clausebank.wsp"
  6. Deploy the solution:
    • Go to System Settings in the SharePoint Central Admin Console
    • Under the Farm Management heading click on Manage Farm Solutions 
    • Deploy the MacroView ClauseBank solution
    • Go back to System Settings
  7. Create a new site called ClauseBank and then a Test Clauses Library. The library's title must end with the word Clauses to be displayed in the MacroView ClauseBank Client.
    • If don't adopt the keyword Clauses in your library name, you must select the Display all document libraries checkbox found in ClauseBank Options > Advanced for your libraries to be displayed in ClauseBank.

 

Step 2: Activate your MacroView ClauseBank license

  1. Activate your License
    • Go to System Settings in the SharePoint Central Admin Console 
    • Under the MacroView Licensing heading click on Manage Product Licensing
    • Click Online Activation
    • Enter your License Key and click Next
    • Tick MacroView ClauseBank and then click Finish
    • For offline activation please see section 3.4.2 in the Installation and Configuration Guide

Understanding your MacroView licence

It's important to remember that your MacroView licence is not tied to an individual user, but to your:

  • Server Farm for SharePoint Server (on-premises), and/or
  • SharePoint Online Tenancy, for SharePoint Online (Office 365)

This means that your SharePoint environment only needs to be licensed with MacroView once, and the amount of users able to connect are limited by the amount of user seats your organisation has purchased.

 

Step 3: Enable the ClauseBank Expiry Notifications web application feature

MacroView ClauseBank generates and sends automatic email alerts when clauses are made subject to expiry. This process is handled by the ClauseBank Expiry Job which is installed as a Web Application Feature.

  1. Launch the SharePoint Central Administration Console
  2. Select the Application Management tab
  3. Under the SharePoint Web Application Management heading, select Manage Web Application features
  4. Select the MacroView ClauseBank Expiry Notifications feature
  5. Activate the MacroView ClauseBank Expiry Job for each Web Application that will contain ClauseBank sites

Step 4: Enable ClauseBank site and site collection features

The MacroView ClauseBank solution contains site and site collection features that support the proper operation of MacroView ClauseBank sites.

These features deploy the following resources to the site collection:

  • Content types: Clause, Word Clause, PowerPoint Clause, Placeholder Clause
  • List definition: Clause Library
  • Clause Expiry Event Receiver

The MacroView ClauseBank Core feature adds content types that are required by ClauseBank and must be activated for any ClauseBank site collection. To activate:

  • Ensure that you are logged in as a site collection administrator
  • Using Internet Explorer, navigate to a SharePoint site collection, e.g. http://SERVERNAME
  • Select Site Actions > Site Settings
  • Click on Site Collection Features
  • Activate the MacroView ClauseBank Core feature

MacroViewCore.png

The MacroView ClauseBank feature adds the Clause Library definition to a SharePoint site and enables the Clause Expiry event receiver. The event receiver automatically sets the expiry date for a clause when an update frequency is specified.

Note: The following steps require the MacroView ClauseBank Core site collection feature to be activated (outlined above).

  • Using Internet Explorer, navigate to the SharePoint ClauseBank site e.g. http://SERVERNAME/ClauseBank
  • Select Site Actions > Site Settings > Manage Site Features
  • Activate the MacroView ClauseBank site feature

MacroViewSiteFeature.png

 

Step 5: Create your first ClauseBank site

Any SharePoint site can be used as a ClauseBank, simply create a new site and add it as a Clausebank Server (see Section 2: Step 2).

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 (see Section 2: Step 2) for the site to be displayed.
  • SharePoint document libraries must contain the keyword Clauses or Slides in the title.
    • If don't adopt these keywords in your library names, you must select the Display all document libraries checkbox found in ClauseBank Options > Advanced (see Section 2: Step 2) 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.


Note: 
This evaluation guide will demonstrate how to create a ClauseBank site in SharePoint 2013 and 2016. For help creating a ClauseBank sample site in SharePoint 2010 please see this knowledge base article.

 

Step 6: Create a new Clause library

The clause library is where you will file content you wish to re-use in documents, emails and presentations.

  1. In your web browser, navigate to your ClauseBank site.
  2. Select Site Actions > Site Settings.
  3. Under the Site Administration heading, select Site Libraries and Lists, then Create New Content.
  4. Find and select Clause Library template.
  5. Ensure that the Name field contains the keyword Clauses or Slides, then select Create.

Alternatively:

  1. Navigate to the ClauseBank site, select Site Contents and Add an app.
  2. Select the Clause Library template and ensure that the Name field contains the keyword Clauses or Slides and then select Create.

After you have created your Clause library, create some folders and populate them with examples of documents containing formatted text and images you wish to re-use.

 

Section 2 - Client-side installation

Step 1: Download and Install MacroView ClauseBank

Step 1 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 2: 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 on-premises address 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 (on-premises) tenant, then click OK. For example:
    • http://intranet
    • https://intranet.contoso.com
    • http://intranet.contoso.com:500

2017-07-20_11-52-32.jpg

  • 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 3: 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.
    • 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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