MacroView Managed Filing automatically saves incoming and outgoing Outlook emails to SharePoint (including SharePoint Online and OneDrive for Business) based on business rules defined in a central rule configuration file.

This guide contains everything you need to get your MacroView Managed Filing rules up and running.

Step 1: Install a compatible version of the DMS or DMS Pro client

MacroView Managed Filing is supported on versions of MacroView DMS or DMS Pro or later. 

If you do not already have a license please contact MacroView Services.  If you are already using DMS or DMS Pro and your version is earlier than 8.6 this you will first need to upgrade.  The latest version is of DMS and DMS Pro is available here.

Step 2: Activate your Managed Filing license

A separate license is required to enable MacroView Managed Filing.  If you do not already have a license please contact MacroView Services.

Once your MacroView DMS or DMS Pro license has been updated to include Managed Filing the license needs to be refreshed.

• If you are using SharePoint Online, MacroView Services will have already completed this for you.
• If you are using On-premises SharePoint you will need to first Refresh your MacroView License.

Step 3: Setup a central location for your managed rules

Download the  Managed Filing Rules Template and copy the corporaterules.xml file to a location in SharePoint, then point MacroView DMS or DMS Pro at this file.

In MacroView DMF and Message version 8.8 you can set the rules file to be applied from the Managed tab on the Email Filing Rules dialog.

* From 8.8.520 File shares are no longer available to be selected as a location

For earlier versions open MacroView DMS (Message) or DMS Pro (DMF), navigate to the location where you stored the rules file, right-click on the file and choose Copy as Link. Then close all Office applications, exit the DMF local service, then paste the copied link to the CorporateRulesFilePath value under DMF Options in the registry and restart Outlook.

To check that your rules file is being picked up, select Manage Rules from the MacroView ribbon.  If your rules file is loaded the Managed tab will be displayed on the Manage Rules dialog with the Sample Rule.  

If the Managed tab is not visible, re-check that you have completed steps 1-3 above correctly.

If different groups of users require different Managed rules, you can create multiple rules files and point each user's computer to use the appropriate file. 

Step 4: Start defining your own managed email filing rules

All you need to do now is update the managed rules configuration file with your own filing rules and any changes will be picked up whenever users restart Outlook.

See also

Inserting Managed Email Filing tags in Emails

Defining MacroView Managed Email Filing rules

MacroView Managed Rule Builder

How to tell which emails have been saved