Applies to: DMS Next DMS Administrator ⸱ DMS User

The DMS Next tree view is your window to the SharePoint and OneDrive locations where your emails and documents are saved. To help you focus on the locations that are important and relevant to you, users and administrators can control which nodes are displayed using the Node Visibility options in DMS Next. This is useful if your organisation has many locations, making it hard to find what you need, or for administrators to control which locations users can see in the tree view.

How does it work?

DMS Next 2511 introduced tree view node visibility options, allowing you to select which location types appear in your tree view. Each location type can be configured to be visible, conditionally visible based on property values, or hidden.

To see which location types are hidden or conditionally visible, go to DMS Next and switch to the Options tab, then select TreeView > Node Visibility. Any location types that are hidden or conditionally visible are displayed under Node Visibility.

Configure node visibility

Node visibility options can be configured by an administrator or an individual, with administrator configuration taking precedence.

To configure which location types are shown in the tree view, follow these steps.

1. Click Edit/Customize. The Customize Node Visibility modal is displayed showing all the available tree view location types and their current visibility.
2. Configure the visibility of each location type by selecting one of the following options.
   • Visible: The location type is never hidden. Whenever tree view nodes are expanded such that the location type could be visible, it is visible.
   • Hidden: The location type is never shown.
   • Conditionally visible: The location type is visible only if specified conditions are satisfied. To learn how to define these conditions, see Configure a conditionally visible location type.
3. If you change the visibility of any location types, a Save changes button appears. To save your changes, click Save changes.
4. Click Close. If you didn’t click Save Changes in the previous step, your changes are discarded.

While configuring location type visibility, you can click Reset to defaults at any time to restore the default visibility configuration for all location types.

Configure a conditionally visible location type

The visibility of a conditionally visible location type is controlled by one or more property-based filters, and each filter consists of one or more conditions that compare a SharePoint property to a value or set of values. Additional qualifiers modify the comparison, with options to make the comparison case-insensitive and to test its inverse.

To see the filters defined for a conditionally visible location type, click Conditional visibility next to the location type you want to configure. The Location Filters modal is displayed, where Location is the tree view location type you’re configuring. For example, when you configure conditional visibility for the SharePoint List location type, the SharePoint List Filters modal is displayed.

Here, you can see the SharePoint List location type has been configured with two visibility filters – Hide “hidden” SharePoint Lists and Show SharePoint Lists with BaseTemplate, and there are options to create a new filter or add an existing filter.

Add an existing filter

To add an existing filter, follow these steps.

1. Click Add Existing Filter. The Location Filters modal is displayed, showing any existing filters that are not currently applied to the current location type.

   

2. Click one of the existing filters to apply it to the current location type and return to the Location Filters modal.

   Alternatively, you can click Back to return to the Location Filters modal without applying any filters to the current location.

Add a new filter

To add a new filter, follow these steps.

1. Click New Filter. The Edit Filter modal is displayed.

   

2. In the Description field, enter a name describing the new filter.

3. Define the filter conditions. DMS Next provides a simplified filter condition builder to make defining filter conditions easy.
   1. Select a property type, one of the following.
      • DataProperty
      • ContainerProperty
   2. Select a property field. The available list items change depending on the property type selection.
   3. Select a comparison operator, one of the following.
      • Contains
      • Equals
      • Begins With
      • Ends With

   4. Enter a value to compare against the property field.

      Click Add to add more values to compare against the property field. When comparing against multiple values, the condition is satisfied if any of the values match (a logical OR operation).

   5. For a case-insensitive comparison, select Ignore Case.

   6. To test the opposite filter condition, select Inverse.

      For example, if a filter condition tests for:

      The Title data property begins with MacroView

      then selecting Inverse changes the filter condition’s test to:

      The Title data property DOES NOT begin with MacroView

4. To add more conditions, click Add Condition and repeat the procedure in the previous step.

5. Click OK to return to the Location Filters modal.

   Alternatively, if you decide to discard the new filter, click Cancel.

The filter conditions are tested using a regular expression. To learn more about regular expressions in filter conditions, see Define conditions using a regular expression.

Modify or delete a filter

You can modify or delete an existing filter from the Location Filters modal.

To modify a filter, follow these steps.

1. On the Location Filters modal, click the filter you want to modify. The Edit Filter modal is displayed, populated with the existing filter values.
2. Modify the filter details as required. To learn more about the filter details, see Add a new filter.
3. Click OK to return to the Location Filters modal.

To delete a filter, click the Delete Filter button in the top-right corner of the filter you want to delete.

Define conditions using a regular expression

When you define visibility filter conditions, DMS Next uses a regular expression (regex) to evaluate the conditions in a visibility filter. You don’t need to understand regular expressions to use the filter condition builder in DMS Next. However, if you need to define more complex visibility conditions, you can do this with a regex.

It’s a good idea to start by defining a visibility condition as described in Add a new filter. This provides a starting point with a valid regex that you can develop to meet your needs.

To view or edit a filter condition’s regex, click Show Regex. The Location Filters modal changes, revealing the regex input and hiding the filter condition builder components. Modify the regex to meet your needs.

If the value in the Regex field is a valid regular expression in the format required by DMS Next, the Hide Regex button appears. To hide the Regex field and restore the default filter comparison fields, click Hide Regex.

Default visibility conditions

All location types are visible in the DMS Next tree view initially except for the following location types which are conditionally visible.

The filters used by the default visibility conditions are defined as follows.

Deploy a tree view configuration

As an administrator, you want to control which locations users can access. For example, you might want to restrict which users can access locations where sensitive documents are stored or hide specific SharePoint location types from certain users. DMS Next provides the flexibility for you to create one or more Node Visibility configurations and share them with your users to meet your needs.

Start by configuring the Node Visibility options as described in Configure node visibility. By default, this configuration is stored on your computer in the file ONE_DRIVE\MacroView\treeConfig.json.data where ONE_DRIVE is the location of Microsoft OneDrive on your computer. For example, for a user logged in with the username mike, the tree view configuration file might be:

C:\Users\mike\OneDrive\MacroView\treeConfig.json.data

The tree view configuration file path corresponds to the URL shown as the Remote path for TreeView configuration in DMS Next.

When your tree view configuration is ready, you can deploy it to your users manually or push it out automatically. Either way, start by making the configuration available in a shared location that users can access. The next step depends on whether you want to deploy the configuration manually or automatically.

• Manual deployment: Change your users’ Remote path for TreeView configuration to refer to the shared location. For step-by-step instructions, see Manual deployment of a shared tree view configuration.

  If you need to, you can click Restore Default Location to restore the default value for Remote path for TreeView configuration.

• Automatic deployment: Create or update a Remote path for container configuration configuration in MacroView Settings. For step-by-step instructions, see Automatic deployment of a shared tree view configuration.

Hereafter, you can update the tree view configuration in the shared location, and it will take effect automatically within 24 hours. If you need it to be applied sooner, click Reload Options at the bottom of the Options modal.

Share a tree view configuration

To share a tree view configuration, follow these steps.

1. Open DMS Next, and switch to the Options tab.

2. In the TreeView card, click Open location.

   DMS Next switches to the Browse tab and opens the location shown in Remote path for TreeView configuration. The tree view configuration file is called treeConfig.json.data.

3. Copy the tree view configuration file, then browse to the location where your shared configurations are stored and paste the configuration file there. Don’t change its file name.

Automatic deployment of a shared tree view configuration

To deploy a shared tree view configuration automatically, share the tree view configuration then follow these steps.

1. Copy the URL for the location where the tree view configuration is stored.

   If you’ve stored your configuration in a SharePoint location, you can easily copy the location in DMS Next.

   1. Browse to the location in DMS Next.
   2. Click the overflow menu.
   3. Select Copy Link.
2. Follow the steps to create a new configuration in Centrally configure and deploy user options with MacroView Settings using the following configuration options.
   • Application: Select DMS Next.
   • Settings: Select Remote path for container configuration then paste or enter the path to the location where your shared configurations are stored.
   • Users: Select the relevant Assign users option according to your needs. If you select Specific users or Specific users/groups, type in the search box and select the users or groups you want to apply this configuration to.

Once you have created this MacroView Settings configuration, you can change it later if you need to move the tree view configuration to another location.

Manual deployment of a shared tree view configuration

While it’s generally recommended to deploy a tree view configuration automatically, in some scenarios it may make sense to use manual deployment. Here are some examples.

• Smaller sites where the effort to create and maintain automatic deployment outweigh the ease and simplicity of manual deployment.
• As an administrator preparing a configuration to share, manually deploying a configuration lets you test that it works as expected.

To deploy a shared tree view configuration manually, share the tree view configuration then follow these steps.

1. In DMS Next, switch to the Options tab and click Change Location.

   

   The Select Item modal is displayed showing the MacroView tree view.

2. Browse to the location where the shared tree view configuration is stored. Select the location then click OK.
3. The Select Item modal closes, returning to the Options tab. The selected location is displayed as the Remote path for TreeView configuration.