Introduction

MacroView DMS and MacroView DMS Pro capture additional metadata about documents and emails saved to SharePoint. You can then search, sort and filter files based on their metadata to quickly find what you need. The process of capturing metadata items is known as profiling.

SharePoint allows each document library to have its own metadata definition. This definition is made up of the content types that are valid in the document library and the custom metadata columns (also known as properties) that are assigned to each content type.

Different document libraries may have different profile requirements, simply because those libraries contain different metadata properties.

Understanding the DMS Profiling Dialog

Example: DMS Profiling Dialog when saving a document to a Matter area

When you upload or save a new document to SharePoint, MacroView DMS and MacroView DMS Pro will display the DMS Profiling Dialog, prompting you to manually enter metadata that cannot be captured automatically.

The fields presented by the dialog will vary based on the metadata definition of the destination library. In the example above, the user is prompted to enter metadata for the following fields when saving a document:

• Content Type (Choice - based on the definitions available in the current location)
• Author (Person or Group - Required, denoted by *)
• Document Type (Choice)

In addition to entering metadata manually, MacroView DMS and MacroView DMS Pro can automatically capture metadata if the properties have been appropriately defined or shared in your SharePoint area.

The Details tab (screenshot below) lists metadata that is captured automatically when saving a file to a SharePoint destination set up for automatic capture.

Example: Automatic metadata capture allows a document to be easily searchable and retrieveable in the future

MacroView DMS and MacroView DMS Pro respect new and existing metadata definitions defined by SharePoint administrators and will prompt users for information where applicable.

To learn more about different column types, visit the following Microsoft Office Support article: List and library column types and options

Automatically capture email metadata without prompts

MacroView DMS and MacroView DMS Pro can be configured to automatically capture important, non-personal metadata when saving emails to SharePoint, without prompting the user to enter any information.

As an email is being saved or uploaded to SharePoint, DMS and DMS Pro check whether the destination document library contains the Email content type. If any of the columns in the Email content type correspond to email attributes (e.g. To, From, Sent On etc.), DMS will set those columns automatically and not display the DMS Profiling Dialog.