MacroView Case and Matter is an out-of-the-box SharePoint structure design that captures metadata important to managing case or matter documents and emails.

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

• A single case and matter site collection or a case and matter site collection for each of your business divisions (e.g. HR, Finance, IT, Clients). The example below shows a single site collection for MacroView Clients.
• 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 (e.g. ACME Fire Department). 
• Each site contains SharePoint document libraries containing matters specific to that client.
• Each matter or case is a document set within a matters library which automatically propagates its metadata such as matter name and matter number etc. to all files stored within it.  
• Each matter 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 Case and Matter. 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, matter libraries and matter or case document sets
• Matters or cases are created with a standard set of default folders
• Automatic capture of matter or case, 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 matter or case
• Search panels for locating documents and emails based on matter or case metadata

So let's get started!

If your administrator has not yet deployed the solution click here.

Using MacroView Case and Matter

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

Select an option below for more information:

• Creating a new client site
• Creating a new matter library
• Creating a new matter
• Saving matter documents and emails
• Searching for matters and matter files

Create a client site

Users can can then create new client sites by: 

1. Right-clicking on the case and matter 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.  Alternatively, r/c on the tenant and choose Navigate to URL and enter the full path to the new site

Back

Create a matter library

Users can then create new matter libraries by: 

1. Right-clicking on the client site node
2. Selecting New Matter Library.
3. The New Matter 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 matter libraries.

Back

Create a new matter or case

User can then create new matters or cases by: 

1. Right-clicking on the Matter library node
2. Selecting New Matter 
3. Selecting the required matter type from the fly-out menu
4. The New Matter dialog will now appear, prompting you to enter the matter 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 matter library node and select Refresh to display your newly created matters

Back

Saving matter documents and emails

You can now use MacroView DMF to drag-and-drop, save, open and store documents and emails in your new matter 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 matter where it is saved.   If an email is saved to the Emails folder within a matter, 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 matter 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.

Back

Searching for matters and matter files

Once you have created a matter and saved some files to it, you can locate these files by either navigating to the matter library or an individual matter 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 matters 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 matter or file search criteria.

Back

 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.

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 Case and Matter (with tenant term sets)

MacroView Case and Matter (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 Case and Matter site collections. 

Create the MacroView Case and Matter site collection

Once the Case and Matter 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 Case and Matter 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 Case and Matter site collections by: 

1. Right-clicking on the tenant node
2. Select New Case and Matter Site.
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.

Activating Document ID in Site Collection

1. Go to Site Settings
2. Edit Document ID Settings
   
   
3. Replace the OOB "Begin IDs..." with your chosen document prefix (minimum 4 characters) e.g. Organisation Name/Short Name
   

Back