How to use the MacroView Provisioning Tool

About the MacroView Provisioning Tool

The MacroView Provisioning Tool makes it easy for you to get your site collection ready to use with MacroView DMF and MacroView Case and Matter.

This tool allows you to:

  1. Add MacroView site columns and content types to a nominated site collection.
  2. Easily create a new SharePoint Team site, Document centre or Project site without needing to enter the SharePoint browser interface. The new site will also contain a MacroView Library (DMF) or Matters Library (Case and Matter) configured with MacroView columns ready to start capturing metadata. 
  3. Create additional MacroView configured document and matter libraries.

If you would like to add your own custom columns to capture specific metadata or alter content types in order to meet specific business requirements, please contact MacroView Services to get in touch with a professional consultant to design, create and implement your custom design.

The MacroView Provisioning Tool is included with evaluations of DMF and Case and Matter. If you require another download link please contact MacroView Services.

Prerequisites

  • You must have Administrator or Owner rights to the site collection you wish to use with this guide.
  • If you do not have these rights, you will not be able to successfully use the MacroView Provisioning Tool.

 

Step 1: Launch the MacroView Provisioning Tool

  1. Go to your desktop and double-click the MacroView Provisioning Tool shortcut to open the application.
  2. Once the tool is open, click the Options tab and select the Settings set that applies to your MacroView installation. These options include:
    • MacroView Default for MacroView DMF customers
    • Case and Matter for MacroView Case and Matter customers only
  3. After selecting your settings set, click Update to launch the settings. You must click the update button for the MacroView Provisioning Tool to open and launch your custom solution. Do not forget this step!

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Above: The MacroView Provisioning Tool options menu also allows you to change the display options of each of the menu tabs, providing a way to 'brand' the tool to meet the language and style of your organisation

(Optional) If your organisation has worked with MacroView to create custom design configuration, a MacroView consultant will have provided you a custom .zip file along with this guide. If so, you will need to import this file into the MacroView Provisioning Tool for it to appear in the Settings set list. To do this:

  1. In the Upload settings file box, click the ... button to browse your Windows machine
  2. Navigate to the location containing the custom .zip file, select it and then click Open.
  3. Click the Upload button to upload it to the tool.
  4. Next, click the Change settings set drop down menu and select your custom settings set.
  5. Finally, click the Update button to complete the process. You must click the update button for the MacroView Provisioning Tool to open and launch your custom solution. Do not forget this step!

 

Step 2: Provision site collection with site columns and content types

exclamationmark.png Important: If you are new to MacroView DMF or MacroView Case and Matter it is highly recommended that you create a new site collection for the purposes of this tutorial.

  1. Using MacroView DMF Explorer or the MacroView pane in Microsoft Outlook, right-click the site collection you wish to provision, then select Copy as Link.

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Above: MacroView DMF provides a simple way to capture the direct URL of your site collection

  1. Go back to the MacroView Provisioning Tool and click the Configure site collection tab.
  2. Paste the site collection link into the text field, then click the 1. Create columns button. The column creation process will now begin. You must wait until it is finished before proceeding. Once it's finished, you will see a Completed at... description in the bottom information box.
  3. Click the 2. Create content types button to begin creating MacroView content types. You must wait until it is finished before proceeding. Once it's finished, you will see a Completed at... description in the bottom information box.

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Above: Provisioning your site collection with MacroView in three simple steps

After successfully completing the steps above, your site collection will contain MacroView site columns, content types and views.

These will then be used during the creation of new sites and libraries in the following steps.

 

Step 3: Create a new site 

Now that your site collection has been provisioned, you may now create a new SharePoint site. Each of the fields below are required, except for Description which is optional.

  1. Select the Site type you wish to create from the drop down menu. The default selection will be a Team Site.
  2. Enter the URL of the location you want the site to be located. For the purposes of this guide, enter the URL of the site collection you provisioned in Step 2 above.
  3. Enter the Title you wish to give to your new site. This title will be displayed in the SharePoint browser and MacroView tree view.
  4. Enter the URL part for your new site. This will be appended to the URL of the parent site and will form the direct URL link to your new site after you create it.
    • In the example below we have given the URL part the name Atlas. This will mean the direct URL link to the site '200 - Atlas Funds Management' will become: https://macroview365demo.sharepoint.com/sites/mvcm2017/Atlas
  5. Enter the Description of the site if you wish to add one. This description will appear in the SharePoint browser interface.
  6. Once you are satisfied with your entries, click Create to begin the site creation process. This may take some time to process. Once it's finished, you will see a Completed at... description in the bottom information box.

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Above: The Create site window allows you to create a new SharePoint site and corresponding document library without needing to enter the SharePoint browser UI

 

To view your newly created site:

  1. Open MacroView DMF Explorer or Microsoft Outlook and go to the MacroView pane.
  2. Find the site collection you have recently provisioned, right-click it and select the Refresh option. This will ensure that your tree view is up-to-date with the provisioning you have just completed.
  3. Your new site will now appear, along with two folders:
    1. Matters (Case and Matter) or MacroView Documents (DMF) - One of these libraries will be present, depending on which product you have purchased. They are both configured with all the site columns, content types and views applicable to your software and ready to use straight away to capture metadata with MacroView.
    2. Documents - the standard Shared Documents library created with all standard SharePoint sites. This library does not contain any MacroView provisioning. If you don't plan on using it, go to Site contents in the SharePoint browser and delete the library as normal.

lightbulb.png Tip: If you're a MacroView Case and Matter customer, you will find that the Matters library is ready to use with the Create New Matter feature.

 

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Above: The new team site and Matters library is displayed in the MacroView tree view

 

Step 4: Create additional MacroView libraries (optional)

Now that your team site has been created, you may choose to make additional MacroView provisioned document libraries in that location.

To create additional libraries:

  1. Right-click the location you wish to create a new library and select Copy as Link.

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Above: Copy as Link makes it easy to capture the direct URL of any SharePoint location in the tree view

  1. Open the MacroView Provisioning Tool and select the Create or Update library tab.
  2. Select the Library type you wish to create from the drop down menu. The default selection for DMF users will be Sample Library, and Matters Library for Case and Matter users.
  3. Enter the URL of the location you want the site to be located. Here you can paste the link location copied in DMF earlier.
  4. Enter the Title you wish to give to your new library. This title will be displayed in the SharePoint browser and MacroView tree view.
  5. Enter the URL part for your new site. This will be appended to the URL of the parent site and will form the direct URL link to your new library after you create it.
    • In the example below we have given the URL part the name othercorrespondence. This will mean the direct URL link to the library 'Other Correspondence' will become: https://macroview365demo.sharepoint.com/sites/mvcm2017/Atlas/othercorrespondence
  6. Enter the Description of the library if you wish to add one. This description will appear in the SharePoint browser interface.
  7. Once you are satisfied with your entries, click Create to begin the library creation process. This may take some time to process. Once it's finished, you will see a Completed at... description in the bottom information box.

 

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Above: The library creation interface

To view your new library, simply return to MacroView DMF Explorer, right-click the parent site and click Refresh to update your tree-view. 

 

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Above: The new document library will appear in the MacroView tree view after refreshing your view

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