Evaluating MacroView Case and Matter 365

Welcome to MacroView Case and Matter 365

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

Case and Matter 365 includes the following software, plugins and configurations:

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 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.

Preface

For your evaluation, MacroView recommend you create a new site collection to test Case and Matter 365. This allows you to test our pre-configured SharePoint design for capturing and displaying metadata in site columns, content types and views without impacting other users in your organisation.

The following SharePoint permissions are needed to proceed with this guide:

  • Tenancy administrator - To create a new site collection
  • Site collection administrator - To activate a number of site collection features
  • Full control/Owner or Heirarchy manager - To create new libraries, sites and sub-sites using the MacroView Provisioning Tool

 

Step 1: Create a new site collection

  1. Log in to your tenancy administrator account at https://portal.office.com.
  2. Click the App Launcher in the top left corner to open the list of available apps, then select the Admin icon.

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  1. In the left navigation menu, select Admin centers, then SharePoint.

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  1. Under the Site Collections ribbon menu, select New > Private Site Collection.
  2. Enter the details for the new site collection and select the Team site template. When you have finished entering your details, click OK to begin the creation process. This may take a few minutes to complete.

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Step 2: Activate SharePoint site collection features

Now that your site collection has been created, the next step is to access the site collection and activate site collection features.

Case and Matter 365 utilises the SharePoint Document ID Service to create unique identifiers for each file you store in SharePoint.

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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. With your administrator account, go to your newly created SharePoint Online (Office 365) site collection. The easiest way to do this is to copy and paste the SharePoint web site address seen on the site collections list in the admin center. The site collection address should look like this:
    • https://yourtenancy.sharepoint.com/sites/yoursitecollectionname
  2. Navigate to Settings (cogwheel) > Site Settings.
  3. Under Site Collection Administration, click Site collection features.
  4. Find the Document ID Service setting, then click the Activate button on the right column.

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. This prefix will appear at the beginning of all document IDs in your site collection.

The prefix must be 4-12 characters long, alphanumeric and should be representative of your organisation.

  1. Go back to Site Settings.
  2. Underneath Site Collection Administration, click Document ID settings.
  3. Tick the checkbox Assign Document IDs and create your own ID prefix in the field below.
  4. (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.
  5. Once you are complete, click OK in the bottom right to save your changes.

Document IDs have now been activated on your site collection. Remember, you will need to complete this step for each site collection you intend to use with Case and Matter 365.

 

This section covers installing MacroView Case and Matter 365 to your local machine, licensing the software and setting up MacroView DMF to use with your SharePoint Online tenancy.

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

  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 version of Windows from the Downloads site.
  3. Double-click the downloaded file to start 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.
  5. Click Install to begin installing MacroView Case and Matter 365.

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

In this step you will enter your SharePoint Online (Office 365) tenancy details to use with MacroView DMF. Once configured, the tenancy will display in the MacroView tree view allowing you to interact with your SharePoint environment.

  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.

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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.

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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.

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  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.

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  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.

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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.

About the MacroView Case and Matter SharePoint structure

MacroView provide an out-of-the-box SharePoint structure designed to capture metadata important to law firms and legal departments.

If your organisation has an existing SharePoint structure or would like to customise the metadata captured by SharePoint, contact MacroView Services to get in touch with a professional SharePoint consultant.

The out-of-the-box structure contains the following:

  • A site collection for each of your business projects and/or divisions (e.g. HR, Finance, IT, Clients).
  • 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 (e.g. ACME Fire Department).
  • Each site contains a SharePoint document library containing matters specific to that client.

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

 

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

The MacroView Provisioning Tool quickly configures your site collection for use with Case and Matter 365 by creating site columns, content types and views required by MacroView to capture and display your metadata.

This following MacroView Help Centre article will you through downloading, installing and configuring your site collection with the MacroView Provisioning Tool:

How to use the MacroView Provisioning Tool

 

Step 2: Create a new matter

After completing the guide above, you will be ready to create a new matter in MacroView DMF.

To do this:

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

  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.

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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 3: 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 MacroView Services 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 capabilities.

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

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