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 365 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 365 include:

MacroView Case and Matter 365 is extremely customisable and be configured to meet any specific requirements of your organisation.

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.

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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. 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.

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.

 

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.

 

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.

Now that the you've launched the software, enter your SharePoint site collection details to begin the initial provisioning process.

  1. First, enter the URL of the SharePoint site collection you wish to provision with MacroView Case and Matter.
  2. Click Advanced to display additional options.
  3. Choose a Title and URL path for the sample Document Library that will be created at this location. By default, the document library will be named Matter Documents.
  4. Ensure that the Sample Matter Library 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 5).
  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.

Troubleshooting - If your provisioning failed:

  • Check to see if Document ID Service has been activated.
  • Make sure you have at least Edit level permission to be able to provision columns, content types and views in SharePoint.
  • You must have have owner rights to activate site collection features.

Step 2: Create a new site

Your organisation might already have a design for your information architecture and know how to structure your data, however if you're starting from scratch and need somewhere to begin, MacroView recommend starting by creating a SharePoint site for each of your clients.

With this method you can keep all client information in one central location and allows you to:

  • Have the ability to scale, with support for thousands of large document libraries to store all client documents and correspondence.
  • Easily search and find your client using the MacroView tree view or MacroView DMF search
  • Use the native SharePoint interface to store client information by creating a Contacts list to store all client personal details and the Tasks list to keep track of work items.

To create a new site:

  1. Right-click the site collection node in the tree view, then select Open in Browser to display the native SharePoint browser interface.

Your browser will open and show you one of two SharePoint interface modes:

  1. Classic SharePoint experience
  2. New SharePoint experience

Pictured above: SharePoint classic experience (left), New SharePoint experience (right)

If you're using the SharePoint classic experience:

  1. Click Site contents in the left navigation pane.
  2. Under the Subsites subheading, click the button labeled new subsite
  3. A new window will appear prompting you to enter the details for your new site, fill in the following fields, while leaving the others as default:
    • Title:
    • Description:
    • URL name:
    • Language:

Once complete, scroll down the page and click Create to finish.

If you're using the New SharePoint experience:

  1. Click New in the top navigation pane and select Subsite.
  2. A new window will appear prompting you to enter the details for your new site, fill in the following fields, while leaving the others as default:
    • Title:
    • Description:
    • URL name:
    • Language:

Once complete, scroll down the page and click Create to finish.

exclamationmark.png Important: Your new site may up to ten minutes to appear in your MacroView DMF tree view while SharePoint completes its automatic search index of the new area.

To check if the index has completed, right-click the site collection node in the tree view and select the Refresh option. If it hasn't appeared after clicking Refresh, wait a few minutes and try again. Once the site appears, you're ready to continue.

 

Step 3: Add MacroView columns, content types and views to your site

Earlier, you provisioned your site collection with the columns, content types and views used by MacroView to capture and display your metadata.

This step involves adding that provisioned information to your new site and creating a custom document library ready to display your custom metadata.

  1. In Outlook or MacroView DMF Explorer, right-click the new site node and select Copy as Link - this will copy your SharePoint site address to the clipboard.
  2. Re-open the MacroView Case and Matter Library Utility and Paste the site address into the text field (see example below).
  3. (Optional) Click the Advanced button to change the name and URL of the custom document library that gets created during this process. By default, the document library will be called Matter Documents.

  1. Click Create - the utility will now add the MacroView columns, content types and views to your new site and create the custom document library configured by MacroView.

Your environment should now look like this:

You will notice that your site contains two document libraries. In the example above we have Documents and Matter Documents.

Documents is the default document library that is created when making a new site and contains the default columns (Type, Name, Modified, Modified By).

Matter Documents is the library created using the MacroView Sample Library Utility and contains a range of custom columns, content types and views and a Sample Matter to display them.

Since the Documents library does not contain any custom metadata provisioning, you may want to delete it to prevent accidentally adding documents to it. To do this:

  • Right-click the Documents library in the tree view, and select Open in Browser to open the SharePoint Online browser interface.
  • Click the Library tab in the ribbon, then select Library Settings under the Settings group.
  • Under the Permissions and Management subheading, click Delete this document library.
  • A warning prompt will appear, asking if you're sure you want to delete the document library and its contents. Click OK to proceed.

 

Step 4: 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.

  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 5: 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

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