Evaluating MacroView Case and Matter 365

Welcome to MacroView Case and Matter 365

Thank you for choosing to evaluate MacroView Case and Matter 365.

Case and Matter is a cost-effective collection of MacroView software and plugins designed to be used by law firms and legal departments to easily manage documents, emails and matters utilising SharePoint Online (Office 365).

The software and plugins packaged with Case and Matter include:

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 Case and Matter 365 free for 30 days by completing an evaluation form.

You must have a Help Centre account and hold an evaluation or full license for MacroView Case and Matter to proceed with this guide. Click on the sections below to get started.

Step 1: Turn on Document ID Service

MacroView Case and Matter utilises SharePoint's Document ID Service to create unique identifiers for each file you store in SharePoint.

DocIDExample.png

SharePoint Online (Office 365) normally takes between 15 minutes and one hour (on rare occasions up to 24 hours) to fully activate Document IDs after you have enabled the setting in your site collection.

lightbulb.png Tip: MacroView recommend that you enable this setting before starting your installation so the feature has time to activate before beginning Section 3: Setting up your SharePoint environment.

To activate the Document ID Service:

  1. As an Administrator, sign in to your SharePoint Online (Office 365) site collection.
  2. Navigate to Settings (cogwheel) > Site Settings.
  3. Under Site Collection Administration, click Site collection features.
  4. Find the Document ID Service setting and click the Activate button on the right column.

DocIDService.png

Now that the Document ID Service has been enabled, the next step is to define a custom prefix to be added to each unique identifier. The prefix needs to be alphanumeric and should be representative of your organisation.

  1. Go back to Site Settings and click Document ID settings underneath Site Collection Administration.
  2. Tick the checkbox Assign Document IDs and create your own ID prefix in the field below.
  3. (Optional) You can also tick the checkbox Reset all Document IDs in this Site Collection... to rename any existing document IDs with the one you have just entered.
  4. Once you are complete, click OK in the bottom right to save your changes.

DocIDSettings.png

 

Step 1: Download and Install the MacroView Case and Matter client

This section covers installing the MacroView Case and Matter client on your local machine.

  1. Close Microsoft Office applications (Outlook, Word, Excel and PowerPoint) and Adobe Reader.
  2. Download the MacroView Case and Matter Client that corresponds with your Windows installation from the Downloads site.
  3. Double-click the downloaded file and run the MacroView Case and Matter Setup Wizard.
  4. If you have received an additional license to evaluate MacroView ClauseBank you must click the Options button found on the license agreement page and check the box titled MacroView ClauseBank to include it in your Case and Matter installation.

Screenshot1.jpg

 

Step 2: Add your SharePoint Online (Office 365) server

In this step you will enter your SharePoint Online (Office 365) server details to use with MacroView DMF.

  1. First, double-click on the MacroView DMF desktop icon to open MacroView DMF Explorer.
  2. Open the File menu, choose Options and go to the Servers tab. 
  3. Click Add to associate an existing SharePoint site collection with MacroView DMF.

Options-Servers-Tab-1.png

The Server window allows you to enter your SharePoint server location, create a server name and configure advanced settings.

  1. In the Server Name field, enter a display name for your Office 365 Tenancy. This will appear as a new top-level node in the Browse mode of MacroView DMF.  
  2. In the Server Path box, enter the URL path to your SharePoint Online (Office 365) Tenancy.
    • Note: You must have at least read access to the entered Server Path to activate the license.
  3. In the Server Type drop-down, select SharePoint Online (Office 365).
  4. Now that you have entered your server details, License Status will display one of the following: 
    •  - This indicates that your SharePoint server path is valid but not yet licensed for use with MacroView DMF. Please continue to Step 3: Activate your MacroView product licenses.
    •  - This indicates that your SharePoint server path has been verified and licensed with MacroView. Skip forward to the next major section, Section 3: Setting up your SharePoint environment.
    •  - This indicates that MacroView Licensing cannot contact your SharePoint location. As a first step, make sure your Server Path has been entered correctly. If your Server Path is correct and you're still experiencing this error, please see the following knowledge base article for troubleshooting: License status 'Unknown' after entering server path details.

 AddNewServerDialogUnlicensed.png

 

Step 3: Activate your MacroView product licenses

To license MacroView Case and Matter, click the Activate link to open the MacroView Licensing website.

  1. 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.
  2. Click Sign in to load the Activate License page.

 Step2LicensingPage.png

 

  1. After the licensing home page loads, select Licenses > Activate on the left navigation panel.
  2. Now, enter the License Key (supplied by MacroView) in the field provided.
    • Note: Your SharePoint Online (Office 365) server path should be entered automatically. Ensure your License key and server path are accurate, then click Next.
  3. The next window will display the MacroView products associated with your license key. Ensure that all your services are selected, then click Next.
  4. 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.

 Step2ActivateDialog.png

  1. Return to the Server dialog in MacroView DMF Explorer.
  2. Click Recheck to confirm that the newly added Tenancy is licensed. The License Status will display a  indicator if it is.

 AddSNewServer365TenancyLicensed.png

 

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.

If you want to find out more about MacroView licensing visit Managing MacroView 365 and Client Side Only licenses.

Introduction

About the MacroView Case and Matter SharePoint structure

  • Your business projects and/or divisions are each given a SharePoint site collection.
  • Each site collection contains sites relevant to that collection. For example, the site collection 'Clients' will contain a SharePoint site for each of your clients.
  • Each site contains a SharePoint document library containing matters specific to that client.

See the screenshot below for a visual representation of the design.

NewArea.png

 

Step 1: Provision MacroView Case and Matter Site Columns, Content Types and Views

This step will guide you through downloading, installing and running the MacroView Case and Matter Library Utility.

The MacroView Case and Matter Library Utility quickly provisions your site collection for use with Case and Matter by creating MacroView site columns, content types and views to capture and display your metadata. It also creates a sample document library and matter document set containing sample documents to view your new set up.

exclamationmark.png Important: The MacroView Case and Matter Library Utility only needs to be run once per site collection.

To begin setting up your SharePoint Online (Office 365) environment:

  1. Download the MacroView Case and Matter Library Utility from the Downloads site.
  2. Double-click the downloaded file and run the Setup Wizard.
  3. After the installation is complete, double-click the MacroView Case and Matter Library Utility icon found on your desktop to launch the software.

MVCMUtilityScreenShot.png

Now that the software has been installed and launched, you now need to enter your SharePoint site details to begin the provisioning process.

  1. First, enter the URL of the SharePoint Site you wish to provision with MacroView Case and Matter.
  2. Choose a Title for the sample Document Library that will be created at this location. By default, the Document Library will be named Matters.
  3. Ensure that the Create sample matter checkbox is ticked for the first run (the sample documents provided in this set up have a role to play when configuring search in step 3).
  4. If you wish to have automatic numbering for your Matters, tick the Create Matter Number list checkbox and enter a starting value for your matter numbers in the field below.
  5. Once you have configured these fields, click the Create button to begin the provisioning process - allow a few minutes for the process to complete.

Once finished you will notice a new document library and document set containing sample documents located in your nominated site, along with new columns and views to demonstrate your new MacroView Case and Matter set up.

NewMatter.png

Troubleshooting - If your provisioning failed:

  • Check to see if Document ID Service has been activated
  • Must have edit rights to provision content types, columns, views
  • Must have owner rights to activate site collection features

Step 2: Create a new client

CreateClient1.png

MacroView Case and Matter 365 allows site collection administrators to use a right-click extension Create Client to quickly and easily create new Client areas in SharePoint environments provisioned using the MacroView Case and Matter Library Utility.

The Create Client extension creates:

  1. A new SharePoint site at your specified location, prepared for use with MacroView Case and Matter.
  2. A customised document library named Matters for you to store your Matter Document Sets. This document library contains the additional content types, columns and views provisioned by the MacroView Case and Matter Library Utility in the previous step.

To create a new Client:

  1. Using MacroView DMF Explorer or the MacroView pane in Outlook, right-click on a site collection or site where you wish to create your new client and click Create Client.
  2. The Create Client dialog will appear, prompting you to enter the following fields:
    • Client Name (required) - This will also be used as your site name
    • Client Short Name (required) - An additional identifier, this will be used instead of the Client Name in the SharePoint URL. For example, the site in the screenshot below will be named: http://macroview365.sharepoint.com/sites/jpkbtest/ACME
    • Client Code (optional) - This number will also be added as a prefix in the site name should you include it.
  3. After you have specified information in these fields, click OK to begin creating your new Client SharePoint site.
  4. After the process has completed, a confirmation dialog will appear. Please note that your newly created site will take some time to be indexed by SharePoint and appear in MacroView DMF. This process normally takes up to 10 minutes.

CreateClientDialog.png

After Create Client has finished, you should see a new SharePoint site and 'Matters' document library in your MacroView DMF tree view.

ClientCreated.png

 

Troubleshooting - If Create Client failed:

  • Make sure you have administrator permissions on the SharePoint site collection you wish to create your new Client site.
  • Ensure that you are connected to the internet.
  • Does your site name contain characters illegal in SharePoint? See this article for more information.

 

Step 3: Create a new matter

Your client site and matter document library have been created and you are now ready to create new matters.

To do this:

  1. Right-click on the 'Matters' library created in your new client site.
  2. Select the Create New Matter option.

CreateNewMatter.png

  1. The Create New Matter dialog will appear, prompting you to enter properties for your new matter including, but not limited to:
    • Matter Name
    • Matter Type
    • Matter Status
    • Matter Managed By
  2. After you fill in these properties, click the OK button to create your matter.
  3. You can now use MacroView DMF to drag-and-drop, save, open and store documents and emails in your new matter location.

NewArea.png

You will now be able to see your MacroView Case and Matter SharePoint environment, including:

  • MacroView Case and Matter columns:
    • Document ID
    • Version number
    • Modified
    • Checked out to
    • Email properties SubjectToFrom, Received time and more...
  • Multiple views and content types to filter documents, emails and matters:
    • All documents (seen in screenshot above)
    • Active matters
    • All matters
    • Matter emails
    • Matter documents

 

Step 4: Configure SharePoint search (optional)

Configuring SharePoint search is recommended for experienced SharePoint users only. If you require help setting up search during your evaluation, please contact solutions@macroview.com.au for assistance.

If you do not wish to configure search, want to configure it at a later time or are unsure about how to get started, you are able to end your installation here and evaluate all the features of MacroView Case and Matter 365 without search.

Configuring SharePoint Online (Office 365) search to work with custom metadata columns and content types requires some effort and patience. 

MacroView Help Centre has an index of search configuration articles which include all knowledge base articles related to search. The most relevant articles to learn about MacroView search and configure it include:

 

Start using MacroView Case and Matter

More Information on MacroView DMF

More Information on MacroView ClauseBank

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