Capturing metadata for a document

Introduction

MacroView DMF and MacroView Message capture additional metadata about documents and emails saved to SharePoint. This additional information extends the number of ways you can categorise and search for documents and emails. The process of capturing metadata items is known as profiling.

SharePoint allows each document library to have its own metadata definition. This definition is made up of the content types that are valid in the document library and the custom metadata columns that are assigned to each content type.

Different document libraries may have different profile requirements, simply because those libraries contain different custom columns.

 

Understanding the DMF Profiling Dialog

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Example: DMF Profiling Dialog when saving a document to a Matter area

 

When you upload or save a new document to SharePoint, MacroView DMF and MacroView Message will display the DMF Profiling Dialog prompting you to manually enter metadata that cannot be captured automatically.

The fields presented by the dialog will vary based on the metadata definition of the destination library. In the example above, the Conveyancing Matters document set is prompting the user to enter metadata for the following fields when saving a document:

  • Content Type (Choice - based on the definitions available in the current location)
  • Author (Person or Group - Required, denoted by *)
  • Document Type (Choice)

In addition to manually entered metadata, MacroView DMF and MacroView Message can also capture relevant information from parent areas such as sites or document libraries if the properties are correctly defined. The screenshot below demonstrates additional automatic metadata captured when saving the same document as above.

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Example: Automatic metadata capture allows a document to be easily searchable and retrieveable in the future

 

MacroView DMF and MacroView Message respect new and existing metadata definitions defined by SharePoint administrators and will prompt users for information where applicable.

To learn more about different column types, visit the following Microsoft Office Support article: List and library column types and options

 

Automatically capture email metadata without prompts

MacroView DMF and MacroView Message can be configured to automatically capture important, non-personal metadata when saving emails to SharePoint, without prompting the user to enter any information.

As an email is being saved or uploaded to SharePoint, DMF and Message check whether the destination document library contains the Email content type. If all the columns in the Email content type correspond to email attributes (e.g. To, From, SentOn etc.), DMF will set those columns automatically and not display the DMF Profiling Dialog.

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