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How to set up MacroView search for SharePoint Online

James Paola
  • Updated

Introduction

Setting up MacroView search for SharePoint Online is a five step process:

  1. Ensure crawled properties exist for MacroView columns
  2. Create managed properties by mapping crawled properties in SharePoint search for the tenant
  3. Update changes to SharePoint by re-indexing
  4. Set your client side search mask location (not applicable to DMF/Message customers)
  5. Test your search panel

 

Ensure crawled properties exist

A crawled property is created by SharePoint when a new column is indexed by the search indexer for the first time. Note: A column must contain some data to be picked up in the search index.

To ensure that crawled properties exist for your MacroView email and document columns:

  1. Drag and drop some sample documents and emails to a provisioned MacroView library using MacroView DMF or MacroView Message. The objective is to make sure that DMF/Message automatically captures a range of metadata to populate the columns, allowing the SharePoint search index to crawl and add them to the index. Note: You can delete these sample files once the set up is complete.
  1. Once your files have been saved to SharePoint, right-click the library where you saved your files and select Open in browser.

Open_in_browser.png

  1. In the SharePoint browser, click the Settings cog in the top-right navigation bar, then select Library settings.
  2. Under General settings, click Advanced settings.
  3. Scroll down and click the Reindex Document Library button, then click Reindex Document Library again to confirm the reindex.

reindexlibrary.png

  1. Once the window disappears, scroll down then click OK to exit the advanced settings page.

Now that you have scheduled the reindex the library will be included in the next scheduled crawl.

The time taken for the search crawl to complete varies based on the amount of data on your SharePoint Online tenant.

For new tenants, the search crawl will typically take up to 30mins.

For tenants with existing data, the search crawl can more than an hour to complete, in some cases taking up to 24 hours.

Note: An index cannot be forced like it can with SharePoint Server (on-premises) this is because SharePoint Online handles the scheduling in the cloud. For more information, see Manually request crawling and re-indexing of a site, library or a list.

 

Create managed properties

Once the MacroView crawled properties have been created, you can move on to mapping managed properties at the tenant level. This process is also an easy way to see if the search crawl has run over your document library.

  1. Go to office.com and sign in as the tenant administrator.
  2. Under Apps, click Admin.

admin-center.png

  1. On the left navigation pane, expand Admin centers, then click SharePoint.
  2. On the left navigation pane, select Search, then choose Manage Search Schema.
  3. Click the New Managed Property link.

new-managed-property.png

  1. Fill in the following information, then click OK at the bottom of the screen:
    • Property name: mvTo
    • Type: Text
    • Searchable: ✔ (tick)
    • Queryable: ✔ (tick)
    • Retrievable: ✔ (tick)
    • Mappings to crawled properties: ows_mvTo
      • Note: Since there are a lot of crawled properties on the tenant, it is easiest to use the Search functionality to find the crawled property you're looking for. If the ows_mvTo property does not appear on the crawled property selection list, it means that the SharePoint search crawl has not yet discovered your library containing sample emails. Ensure that your sample content contains an email with a To recipient, and then try again later.
    • Note: Leave all other settings on the page at their default values

mapping1.png

mapping2.png

mapping3.png

mapping6.png

  1. After completing this step, you have successfully mapped your first managed property. Repeat the above steps for the remaining MacroView columns:

 

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]

Video - Creating Managed Properties in SharePoint for MacroView DMF

 

Received Time is done in a slightly different way to the others.

  1. On the Managed Properties page, go to the Filter or search bar near the top of the page and search for RefinableDateSingle.

refinabledate.png

  1. Click on RefinableDateSingle00, or if it's already in use, the first non-mapped entry.
  2. Fill in the following information, then click OK at the bottom of the screen:
    • Alias: mvReceivedTime (note: this is case sensitive)
    • Mappings to crawled properties: ows_mvReceivedTime
    • Note: Leave all other settings on the page at their default values.

 

Re-index SharePoint to update changes

Now that you have finished creating your managed search properties, you must re-index your SharePoint environment. To do this:

  1. Using the MacroView tree view, right-click your site collection and select Open in browser.
  2. In the SharePoint browser, click the Settings cog in the top-right navigation bar, then select Site settings.
  3. Under the Search sub-heading, select Search and offline availability.
  4. Click the Reindex site button, then click Reindex site again to confirm the reindex.
  5. Once the window disappears, scroll down then click OK to exit.

This will schedule the site to be updated in the next scheduled search crawl.

Like the crawl we conducted earlier, the time taken for the search crawl to complete varies based on the amount of data on your SharePoint Online tenant.

 

Set your client side search mask location

A search mask is a settings file that defines how your search panel looks and behaves.

By default, MacroView DMF and MacroView Message users will have a search mask that contains two search panels installed by default.

  1. Keyword search
  2. Email search

To learn more about these search panels, visit the following knowledge base articles:

If you have purchased MacroView Case and Matter, MacroView Project or requested a custom search mask to be created for your organisation, you will need to install it. Visit the following knowledge base article: 

 

Test your search panel

Now that your search managed properties have been defined and your search mask has been installed, MacroView search is ready to go!

For further assistance and advanced administration articles, please visit the Search configuration and support section.