Search configuration for SharePoint Online (Office 365) and On-Premises (Client Side Only)

Setting up MacroView columns in SharePoint Online for search

MacroView DMS support for search in SharePoint Online was introduced in April 2016 (version 8.2) with the same out-of-the-box search masks used for SharePoint 2010 and 2013. The ability to customise and define your own search masks for SharePoint Online was introduced in version 8.4.

Setting up MacroView search in SharePoint Online involves five steps:

Ensuring crawled properties for MacroView columns exist
Mapping the MacroView crawled properties to managed properties in SharePoint search
Reindexing your SharePoint area to update changes
Creating a search mask XML definition based on the newly created managed properties
Linking the search mask XML definition with MacroView DMF in order to view and use your search panel(s)

Step 1: Ensuring crawled properties exist

Crawled properties are created by SharePoint when a new column is indexed by the Search Indexer for the first time. As a general rule a column needs to have been assigned data to be picked up in the search index.

The MacroView standard columns can be created using the MacroView sample library utility - see Step 4: Install MacroView Sample Libraries on the MacroView DMS 365 Evaluation page

You can ensure the columns are populated with data by dragging some files and emails into the sample library. Note that your emails should include attachments and ideally be of high importance to ensure the mvImportance and mvHasAttachments columns are populated.

To force the library to be indexed as soon as possible, go to Library Settings > Advanced and click on Reindex document library.

SharePoint Online Search indexing / reindexing is usually done within 15 minutes, and almost always within an hour. However there have been occasions where it can take a number of hours so don't panic if it seems to be taking a while.

Step 2: Mapping managed properties

MacroView DMS works with a standard set of MacroView columns which are then mapped to associated managed properties in search.

Managed properties must be defined at the Office 365 tenant level and be mapped correctly for the search panels to work. To find out more, read an Overview of crawled and managed properties in SharePoint Server 2013 at Microsoft TechNet.

The required managed properties are listed below along with how to define them.

The managed properties fall into two groups:

Those of type Text which can be created manually (or by scripting)
Those of type Date and Time which must be set up manually (and may be able to be scripted).

Standard managed properties

Creation of managed properties is done from the Manage Search Schema page in SharePoint. To get there, log into SharePoint Online as an admin user and navigate to SharePoint Admin Center > Search > Manage Search Schema.

To create a new managed property click on New Managed Property.

Note: At the time of writing Microsoft were looking to change the SharePoint Online management interface so these instructions may become inaccurate.

The following properties should be created and defined as type Text. Their properties are as follows:

Search Panel Control	Name (Case sensitive)	Properties	*Mapped crawled properties **
To	mvTo	Type: Text (Search, Query, Retrieve, Multi)	ows_mvTo
From	mvFrom	Type: Text (Search, Query, Retrieve)	ows_mvFrom
Subject	mvSubject	Type: Text (Search, Query, Retrieve)	ows_mvConversationTopic
Importance	mvImportance	Type: Text (Search, Query, Retrieve)	ows_mvImportance
Received Time	mvReceivedTime	Type: Date and Time (Query, Retrieve)	RefinableDateSingle00 [or if it's already in use, the first non-mapped entry]
Has Attachments?	mvHasAttachments	Type: Text (Search, Query, Retrieve)	ows_mvHasAttachments
Checked out to me	mvCheckoutUser	Type: Text (Search, Query, Retrieve)	ows_CheckoutUser
My Document	mvMyDocument	Type: Text (Search, Query, Retrieve, Multi)	Office:4, Office:8, Mail:6** [leave include content from all crawled properties ticked]

*Note 1: The crawled properties will appear after the columns mvTo, mvFrom, etc have been created, assigned data, and a search crawl run. See below for more details.

**Note 2: Office:4 is not the same as Office4. The easiest way to find these crawled properties is to type in just the number – eg type in “4” and “Office:4” will be returned.

Special properties - configuring mvReceivedTime

In SharePoint Online it is not possible to create a number of types of managed property. Instead Microsoft has provided sets of managed properties of the relevant type for us to use. Most of the settings for these are not alterable so typically we map the necessary crawled properties to them and give them an alias.

Inbuilt managed property: RefinableDateSingle00
Type: Date and Time
Map crawled property: ows_mvReceivedTime
Alias (Case sensitive): mvReceivedTime

YouTube Video - Creating Managed Properties in SharePoint for MacroView DMS

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MacroView legal solution (configurable) Managed Properties

If you are configuring MacroView Legal you will also need to map the following Matter specific crawled properties in addition to the ones detailed above. If you are not using MacroView Legal, you do not have these crawl properties to define.

Search Panel Control	Name (Case sensitive)	Properties	*Mapped crawled properties **
Matter Name	mvDocSetName	Type: Text (Search, Query, Retrieve)	ows_mvDocSetName
Matter Number	mvDocSetNumber	Type: Text (Search, Query, Retrieve)	ows_mvDocSetNumber
Matter Type	mvDocSetType	Type: Text (Search, Query, Retrieve)	ows_taxId_mvDocSetType
Matter Status	mvDocSetStatus	Type: Text (Search, Query, Retrieve)	ows_taxId_mvDocSetStatus
Matter Manager	mvManagedBy	Type: Text (Search, Query, Retrieve, Multi)	ows_mvManagedBy
MVCaseAndMatter IGNORE	mvSolution	Type: Text (Search, Query, Retrieve)	ows_mvSolution
Document Type	mvDocumentType	Type: Text (Search, Query, Retrieve)	ows_taxId_mvDocumentType
Author	mvDocumentAuthor	Type: Text (Search, Query, Retrieve)	ows_mvDocumentAuthor
Document ID	dlcDocIdOWSTEXT	Type: Text (Search, Query, Retrieve)	ows_q_TEXT__dlc_DocId
Version	Version	Type: Text (Search, Query, Retrieve)	OWS__UIVERSIONSTRING

*Note 1: The crawled properties will appear after the columns mvDocSetName, mvDocSetNumber, etc have been created, assigned data, and a search crawl run. See below for more details.

YouTube Video - Creating Managed Properties in SharePoint for MacroView Legal

Managed Properties for Legal (configurable)

Step 3: Re-index your SharePoint area to update changes

It is recommended that you reindex your site once you have mapped your crawled properties to managed properties. This ensures that SharePoint will recognise the changes you have made and will start the process to get them ready for use with MacroView DMS.

To do this:

Navigate to your SharePoint Online site
Open the Settings menu (cogwheel) and select Site Settings
Under the Search subheading click Search and offline availability
Click the Reindex site button. A popup will appear asking if you are sure about initiating the reindex - click Reindex site to proceed
Click OK in the bottom right to finish