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MacroView Project 365 Solution

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Colin Titmuss
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The MacroView Project Solution is the ideal document and email management solution for any organisation where activity is organised into projects, such as engineering departments.

When used in conjunction with MacroView DMF which is part of MacroView Project users can quickly and easily create projects in SharePoint that are configured to automatically capture useful project, document and email metadata when storing files. 

About the Project SharePoint structure

The MacroView Project Solution is an out-of-the-box SharePoint structure designed to capture metadata important to managing project documents and emails.

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). The example below shows a single site collection for Demo Project Site Collection.
  • Each site collection can optionally contains sites relevant to each site collection. For example, there could be a site for each of your clients (e.g. ACME Fire Department).
  • Each site collection or site contains one or more SharePoint document libraries containing groups of projects specific to that client.
  • Each project is a document set within the project library which automatically propagates its metadata such as project name and project number etc. to all files stored within it.  
  • Each project document set can optionally contain any number of folders and sub folders. 

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

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

 

Provisioning a MacroView Project site collection

Download MacroView Solution Provisioning 

The easiest way to provision MacroView Project site collections is using the MacroView Solution Provisioning plug-in for MacroView DMF and MacroView Message.

   Download the MacroView Solution Provisioning plug-in now

 

Creating a Project site collection

You can either create new MacroView Project site collections or apply the solution to any existing site collection, OneDrive for Business site or Microsoft Teams site. 

There is a single site collection design available: 

  • MacroView Project  Default design for managing project documents and emails with Project Type and Project Document Type metadata recorded in managed metadata columns.

New Site Collection

Simply right-click on the SharePoint Online tenant node and select Provision > New Site Collection

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Select the required site collection type, complete the other details then click OK.

If you want to include and Project List in the site collection to manage the automatic allocation of unique project numbers as they are created within this site collection, check the Create List option.  If you do not check this option when creating a site collection you can always add the Project List later using the Add Site Collection Components option on the Provision menu.

Note: For on-premises SharePoint the site collection must be created in the browser and the MacroView Project components then added using the Add Site Collection Components option on the Provision menu (see below).

Existing Site Collection

To apply the MacroView Project Solution to an existing site collection or add solution components right-click the site collection and select Add Site Collection Components

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Select the required site collection component and click OK.

 

Creating a site

Once the MacroView Project Solution is applied to a site collection users with appropriate permissions can create new sites by right clicking on the site collection and selecting Provision > New Site. 

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Select the required site type, complete the other details then click OK.

 

Creating a Projects library

You can create one or more project libraries to group your projects to suit your needs (e.g. you might have a separate project library for reach year or groups of project numbers)

To create project libraries, simply right click on the client site and select Provision>New Library. 

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Select the required Library Type, complete the other details then click OK.

If the site collection already contains the MacroView Project Solution components and you want to update an existing library to make it a projects library, simply right-click on the library and select Provision > Add Library Components

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Project Library Views

Each project library will include a number of standard views. 

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Creating a Project List

MacroView Project can be configured to assign a unique project number to each new project document set that is created.   Where you create the project list will determine if the numbering is assigned sequentially for each site or site collection.

To assign sequential project numbers across the site collection check the Create List option when creating the site collection or add the list later using Provision > Add Site Collection Components.   To assign the numbering separately within each site, add the project list to the site using Provision > Add Site Components

 

Creating a New Project

To create a new project within projects libraries, right-click on the library and select Create New Project

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If you have project sub folders configured, select the required project sub folder structure from the sub menu.   If they are not configured there will be no sub menu, simply select Create New Project.

For more information on configuring sub folders for different project types see this article: Add sub folders to newly created matters

The Create New Project dialog will appear, prompting you to enter properties for your new project.

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Fill in these properties and click the OK button to create your project document set. 

If you have a project list configured, the next available project number will be automatically assigned and added to the beginning of the project name.

 

Setting up search

MacroView Project includes a few standard search panels designed to search for documents and emails based on the the metadata that MacroView Project automatically assigns.  These include:

  • Keyword Search
  • Email Search
  • Project Documents
  • Projects

If this is the first MacroView Project site collection you have created and you have not previously configured the SharePoint search properties, you will need to have your SharePoint administrator setup search to work with the MacroView Project properties before you can use these search panels to search for files.

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 saving and working with project documents and emails

You can now use MacroView DMF to drag-and-drop, save, open and store documents and emails in your new project location.

 More Information on MacroView DMF

 

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