CEF is now Managed Filing. Learn more.
MacroView DMS Managed Filing is an optional module for MacroView DMS and for solutions based on these two products, such as MacroView Legal Solution.
MacroView Managed Filing automatically saves sent and received Outlook emails to areas in SharePoint (including SharePoint Online and OneDrive for Business) based on rules stored in a central location. When used with MacroView Mail it will automatically select the save location when saving emails. (Note that the Managed Filing integration with MacroView Mail is only available if you have purchased a MacroView Mail Corporate license.)
MacroView Managed Filing compliments the personal email filing rules that are already supported by MacroView DMF and MacroView Message.
In addition to the types of filing that are already possible via personal filing rules, MacroView Managed Filing supports automatic filing of emails using special tags it finds in the subject of emails. The definition of these rules is such that in a well designed SharePoint environment new rules are not required as new locations are created. This together with the central storage of the rules means that MacroView Managed Filing is very easy to deploy and administer.
MacroView Managed Filing is an alternative to MacroView Predictive Email Filing (PEF) when the email and document store is implemented with Office 365 / SharePoint Online.
See this blog for more information on Auto email filing using Managed Filing
Types of Email Filing Rules
MacroView Managed Filing supports all the types of email filing rules that are currently available for personal filing rules. Examples include:
- To contains firstname.lastname@example.org
- Subject contains 'macroview' AND From contains 'dennis'
- Body contains 'macroview dmf'
- CC contains any of these words 'bob', 'carol', 'ted', 'alice'
In addition to these, MacroView Managed Filing supports filing rules that use filing tags (aka luggage tags) in the subject of an email to automatically file the email. These rules define both the shape of the filing tag and the general structure of the URL for the save location.
Definition of filing tag based rules
The definition of MacroView Managed Filing tags and associated save locations is generalized such that the same filing rule will cover any number of save locations, provided that the URL for each location has a consistent URL structure. The advantage is that a new Managed Filing rule will NOT need to be created every time a new Client / Project / Case / Matter is created.
Flexible Tag Format
The format of the MacroView Managed Filing tags is very flexible. They can be alphanumeric (i.e. combination of letters and digits) or numeric (i.e. all digits). The tags can have a fixed length or a variable length. There can be characters to break up longer strings of digits (e.g. 123-456-789). The tag itself can be enclosed in special characters (square brackets are a popular choice).
Multiple Part Filing Codes
MacroView Managed Filing can recognize multiple filing codes in a filing (luggage) tag -e.g. Client code 'C1234' and Project Number '5535' in [C1234/5535), or Year '2019' and Matter Number '7768' in [ACME 2019-M7768].
The codes can be used together to identify the save location. This is useful when the email and document store has a site for each client and a document library for each project or document library for year containing a document set for each matter.
Unique Reference Filing Codes
MacroView Managed Filing can recognize a filing code (luggage) tag that is unique across your document store regardless of where the location resides in your SharePoint structure.
This is useful when the email and document store has a site for each client and a document library for each year containing a document set for each matter, and where the matter number is unique across all clients and year.
* Unique reference filing tags are only available in DMF and Message version 8.9.784 or later
Saved emails categorised in Outlook
Save to SharePoint by Managed Filing
MacroView Managed Filing automatically applies a Saved to SharePoint by Managed Filing category to emails that is saved due to a Managed Filing rule so that the user can easily identify which emails have been saved and which have not.
Not Auto Filed by Managed Filing
MacroView Managed Filing will not file an email automatically if that filing would require prompting the user for metadata. This is to avoid disrupting the user and is the same as the behavior for personal filing rules in MacroView DMS.
If MacroView Managed Filing determines that an email has a valid filing tag in its subject, but that saving to the location identified by that tag would result in prompting for metadata, or if the user does not have permission to save to the designated location, Managed Filing will apply a blue Not Auto Filed by Managed Filing category to the email in Outlook.
At a later convenient time, the user can save the emails that have these tags by drag and dropping the email to the desired location.
Tip: MacroView DMS 8.6 introduced support for saving emails without profiling when there is only non-mandatory metadata. When this option is configured, Managed Filing will automatically save emails that do not have mandatory metadata and categorize them as Saved to SharePoint by Managed Filing.
Managed rules Tab
When MacroView Managed Filing is active a Managed tab will be available in the dialog that that displays when a user clicks Email Filing Rules on the MacroView tab in Outlook.
For each Managed rule the tab will display the status (enabled/disabled) and whether the Managed Filing rule applies to sent emails, received emails or both sent and received emails.
The user's personal rules will be displayed on the Sent Rules and Received Rules tabs.
Inserting Filing Tags
Manually adding a tag
If MacroView Managed Filing is active a user will be able to manually insert a Managed Filing tag in the subject of an email - e.g. an email that the user is drafting.
The user can do this by clicking the Insert Tag button on the MacroView tab of the Message ribbon. A drop down will display showing the tags for save areas that the user has selected recently, with the most recently selected tag / save area at the top of the list.
The selected tag is then inserted in the subject of the email and when the email is sent, MacroView Managed Filing will automatically save a copy of it in the area identified by the tag.
The drop down will also contain a Search option. Clicking Search will display a tree-view of all the areas in the Office 365 tenant for which the user has permission. When the user clicks on an area that is a valid save location defined in an active Managed Filing rule, the OK button will activate.
Clicking OK will cause the filing tag corresponding to the selected location to be inserted into the subject of the email.
Inserting a Tag as part of saving an email
When MacroView Managed Filing is active, the user will be able to click a Tag and Save button, which will allow the user to select a save location that is valid for a Managed Filing rule. Recently used tags / save locations are displayed at the top of the list, followed by the Search button.
The screen shot above shows the dialog box that is displayed by the Search button. It allows a user to select a save location associated with a filing tag and when OK is clicked, the email will be saved to the selected location and the corresponding filing tag will be inserted in the subject of the saved email.
If the tag inserted by Tag and Save is different from the Managed Filing tag(s) that is already in the subject of the email, or there are multiple tags in the email subject, Managed Filing will prompt the user to confirm the replacement of any filing tag with the new tag.
Applying Filing Rules to Existing Emails
MacroView Managed Filing will allow a user to select one or more existing emails in a folder in Outlook and run the currently active Managed Filing rules over those emails using the Run Filing Rules buttons on the MacroView ribbon.
Emails that satisfy a Managed Filing rule will be saved automatically provided metadata is not required and the user has permission to the save location.
When an email is successfully saved it will have a Saved to SharePoint by Managed Filing category applied in Outlook. If the email matches a Managed Filing rule but is unable to be saved it will have a Not Auto Filed by Managed Filing category applied.
Co-existence with Personal Rules
Having both Managed Filing and Personal Email Filing Rules defined allows an email to be saved twice - once to the location specified by a Managed Filing rule and once to the location specified by the personal email filing rule.
The screenshot below shows such an email which has both a Saved to SharePoint and Saved to SharePoint by Managed Filing categories applied to it.
If the personal rule and the Managed Filing rule saved the email to the same location, only one copy of the email will be saved but both categories are applied to indicate that both rules were satisfied.
Multiple tags or rules
In the same way that both Managed Filing and Personal rules can be applied to save an email to multiple locations, you can specify that MacroView Managed Filing look for multiple tags and continues processing remaining rules after finding a matching rule. By default, the rules will stop being checked once a matching rule is found, but to change this you can uncheck the Stop rule evaluation after first matching rule option.
Processing all rules allows an email to be save to multiple locations when there are multiple tags in the email subject.
When an email is saved to two different locations due to a personal and/or Managed Filing rule, the addendum text and/or location category added to the email will reflect the location where the email was last saved. This will generally be the save location identified by the personal rule because personal rules are processed after CEF rules.
Supported versions MacroView DMS 8.9.784 and later.
Filing rules are stored in SharePoint
MacroView Managed Filing rules are stored in a central location which can be a SharePoint document library, document set or folder. Updates to the central rules are picked up by MacroView DMS each time Outlook is restarted.
This central location makes the deployment of filing rules very simple as there is no need to roll out Managed Filing rules to each users computer.
In DMS version 8.8 or later, to set or change the rules file that is used, enter the path to the rules file on the Managed tab of the Email Filling Rules dialog, or click the button to select a file.
For earlier version of DMS the managed rules file path must be set in the user registry.