The MacroView Project Solution is an out-of-the-box SharePoint structure design that when used in conjunction with MacroView DMF Plus captures metadata important to managing project documents and emails.

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

• A single project site collection or a project site collection for each of your business divisions (e.g. HR, Finance, IT, Clients). The example below shows a single site collection for MacroView Projects.
• Each site collection contains a sites for each client. 
• Each client site contains one or more SharePoint document libraries containing groups of projects specific to that client (perhaps one per year).
• Each project is a document set within a 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. 

The image below shows a visual representation of the design.

The above is the default design for MacroView Project. Your administrator may have configured your solution be be slightly different.

The solution also includes the following features:

• Right-click functions to create new client sites, project libraries and project document sets
• Projects are created with a standard set of default folders
• Automatic capture of project, email and document metadata
• Standard views with quick and easy filtering and sorting of files based on their metadata
• Email filing rules to automatically save sent and received emails to the correct project
• Search panels for locating documents and emails based on project metadata

So let's get started!

If your administrator has already deployed the solution click here.

Deploying the solution (for administrators)

To deploy the solution you first need to download the solution files and use them to create a resource library in SharePoint.

Select and download the appropriate solution files from the list below.

MacroView Project (with tenant term sets)

MacroView Project (with site collection term sets)

Then follow the instruction for deploying the the solution files before continuing the steps below to create one or more MacroView Project site collections. 

Create the MacroView Project site collection

Once the Project solution has been deployed and your MacroView DMF Client has been configured to point at the solution resource library, you are ready to begin creating your Project site collection(s).

To create site collections the account you are signed in with must have tenant administrator permissions and you must have also have installed the MacroView Solution Provisioning extension.

You can then create new MacroView Project site collections by: 

1. Right-clicking on the tenant node
2. Select New Project Site Collection.
3. The New Site Collection dialog will now appear, prompting you to enter the details of your site collection. Once you have entered your details, click OK to start the creation process.
   
   
   
4. This normally takes a few minutes to complete. Once the process has finished, go to your tree-view, right-click the tenancy node and select Refresh to display your newly created site collection.

Using MacroView Project

Once your administrator has deployed the MacroView Project solution and created the MacroView Project site collection, users with appropriate permissions can create new client sites, project libraries and projects by simply right clicking in the tree view in MacroView Project and selecting the required option.

Select an option below for more information:

• Creating a new client site
• Creating a new project library
• Creating a new project
• Saving project documents and emails
• Searching for projects and project files

Create a client site

User can can then create new client sites by: 

1. Right-clicking on the project site collection node
2. Selecting New Client.
3. The New Client dialog will now appear, prompting you to enter the client name and possibly the client number or reference (see Refining your solution).
   
4. Once you have entered the details, click OK to start the creation process.
5. Once the process has finished, go to your tree-view, right-click the site collection node and select Refresh to display your newly created client sites.

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Create a project library

User can then create new project library sites by: 

1. Right-clicking on the client site node
2. Selecting New Project Library.
3. The New Project Library dialog will now appear, prompting you to enter the library name and possibly the library URL (see Refining your solution).
   
4. Once you have entered the details, click OK to start the creation process.
5. Once the process has finished, go to your tree-view, right-click the client site node and select Refresh to display your newly created Project libraries.

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Create a new project

User can then create new projects by: 

1. Right-clicking on the Project library node
2. Selecting New Project 
3. Selecting the required project type from the fly-out menu
4. The New Project dialog will now appear, prompting you to enter the project details.
   
5. Once you have entered the details, click OK to start the creation process.
6. Once the process has finished, go to your tree-view, right-click the project library node and select Refresh to display your newly created projects.

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Saving 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.

When saving an email, all of the emails non-personal metadata such as To, From, Subject etc. will be captured automatically as well at the properties of the project where it is saved.   If an email is saved to the Emails folder within a project, a tracking tag will be added to the emails subject so that any subsequent forwards or replies are automatically saved to the same folder.

When saving a document then project metadata is automatically recorded and the user is prompted to provide the Document Author and Document Type which will have default values based on the user saving the document and the folder the document is being saved to.

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Searching for projects and project files

Once you have created a project and saved some files to it, you can locate these files by either navigating to the project library or an individual project in the MacroView DMF tree view and selecting a suitable view. To narrow down the files in the file list you can filter and sort the file list using the views column headers and/or search for files based on their metadata and content using the Find Files function.

You can also customize any existing view and save it as your own personal view so that you can then sort and filter on whatever metadata columns you need.  See Personal View for more information.

To locate projects or files across your entire Sharepoint Online environment, you can right-click anywhere in the MacroView DMF tree view and select Search Site Tree or go to Search Mode and Select a search panel then enter the project or file search criteria.

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 More Information on using MacroView DMF

• Using MacroView DMF 365 - Series of short videos that briefly demonstrate how you can use MacroView DMF 365 to manage documents and emails.
• Getting started with MacroView DMF - List of articles that show how to complete common tasks such as capturing metadata, automatic email filing and more. Recommended for beginners and existing users needing a refresh.
• Blog: Managing Documents and Emails in Office 365 with MacroView.
• Browse the MacroView DMF product page.