MacroView Auto Numbering and Enhanced Versioning are the result of MacroView’s extensive experience with the development of custom document automation and document management solutions for leading banks, law firms and many other organizations, both within Australia and around the world. This is combined with leading technical skills in Microsoft Office and Microsoft SharePoint. 

MacroView Unique Document Numbering

MacroView Auto Numbering is a companion product to MacroView DMS Pro which assigns a unique Document ID to documents that are saved or uploaded to SharePoint and enables the automatic insertion of a document reference into Word, Excel and PowerPoint documents.

The MacroView Auto Numbering Document ID Provider is available for on-premises SharePoint environments and can be configured to automatically assign the next available unique Document ID across the document libraries in a specific Site Collection or across all Site Collections in the SharePoint environment.  The format of the Document ID provided by the MacroView Auto Numbering Document ID Provider is also configurable.

In a SharePoint Online (Office 365) or Client Side Only environment, MacroView Auto Numbering makes use of the standard Microsoft SharePoint Document ID Provider.

MacroView Advanced Office Integration

MacroView Enhanced Versioning provides additional functionality when saving Word and Excel documents to SharePoint.  Compared to the standard Word / SharePoint experience when closing and saving a document, it:

• Provides users with more granular control over version creation; and
• Minimizes the prompting to end users

Working with Office documents

When MacroView Auto Numbering and/or Enhanced Versioning are installed, the experience when opening documents from, or saving documents to, SharePoint differs from the standard Office functionality. 

Below is an explanation of the enhanced experience when using just Auto Numbering or when using Auto Numbering and Enhanced Versioning together.

MacroView Auto Numbering

Opening documents from SharePoint

When a Word, Excel or PowerPoint document is opened from SharePoint, MacroView Auto Numbering by default displays the documents reference in the application window caption, and inserts the document reference in the documents footer (unless the document reference is already recorded elsewhere in the document, in which case the existing reference is just updated).

The default format of document reference the Document ID followed by the version of the document. For example:

This document reference can be configured to include additional information if required.

After opening the document, its checked out status is determined by the Disable auto check-out on open setting under options in MacroView DMS/DMS Pro.

Saving a new document to SharePoint

When saving a new document to SharePoint, MacroView Auto Numbering automatically updates the document reference in the application window caption and anywhere in the document where the document reference has been inserted.

It then saves an initial version to SharePoint and checks out the document allowing the user to complete further changes before checking in the initial version.  

If the new document being saved was originally a document opened from SharePoint, and it is checked out, the user will be asked to confirm if the check-out on the original document should be discarded before it is closed.

Saving a document that has been opened from SharePoint

When saving an existing document that has been opened from SharePoint, MacroView Auto Numbering will automatically update the document reference in the application window caption and anywhere in the document where the document reference has been inserted.

Closing a document opened from SharePoint

When closing a document that has been opened from SharePoint, the user experience differs depending on whether or not the document is checked out and if there are any unsaved changes.

• If no changes have been made since opening the document and it is not checked out, the document is simply closed.
• If no changes have been made since opening the document and it is checked out the user is asked to confirm if the check out should be discarded before the document is closed
  
  
• If changes have been made since opening the document and any of those changes have not yet been saved, the user will be prompted to confirm if the changes should be saved.
  
  
  
  • Click Save to save the unsaved changes.
  • Click Don't save to discard any unsaved changes.
  • Click Cancel will cancel the close operation.

If the document is checked out, then:

• If all changes are saved the user will be prompted to confirm if the document should be checked in so that others can see the changes.
  
  
  • Click Yes to save the document and check it in.
  • Clicking No to save the document and leave it checked out.
  • Clicking Cancel will cancel the close operation.
    
    
• If changes are not saved, the user will be prompted to confirm if the checkout should also be discarded.
  
  
  
  • Click Yes to discard all the check out and all changes made since opening the document.
  • Click No to leave the document checked out.
  • Click Cancel will cancel the close operation. 

Discarding all changes

When a document is checked out, if changes have been made to a document since it was opened from SharePoint and you want to discard all of those changes and revert to the original version in SharePoint, you can either close the document and select Don't save when prompted to save  unsaved changes, then discard checkout, or you can click the Discard All Changes button in the UDN group on the ribbon.

Clicking Discard All Changes will display a message asking the user to confirm that all changes made to the document since opening it from SharePoint should be discarded and the document closed.

Controlling the document reference position in Word documents

When opening document from or saving documents to SharePoint, if the document does not already contain the document reference somewhere in the document, MacroView Auto Numbering will by default insert it in the document footer.

You can enable or disable this feature using the Automatically insert Reference into document footers setting in Auto Numbering options. 

From this options dialog you can also configure other aspects of the document reference format.

• Set the reference insertion location to the Start or the End of the footer.  Start places the reference at the beginning of any existing text in the footer.  End places the reference after all existing text in the footer.
• Indicate if a new paragraph should be added when adding the reference. 
  • If the reference position is set to Start the new paragraph is added after the reference and is left aligned. 
  • If the reference position is set to End the new paragraph is added before the reference and is right aligned. 
• Define any additional text required before/after the document reference by checking the Include additional text with footer reference option and enter the required text in the field provided.   Note that this additional text must include at least one non space character.
  • If the reference position is set to Start the additional text is added after the document reference. 
  • If the reference position is set to End the additional text is added before the document reference. 

Using a combination of the three setting above you are able position the document reference in almost any position in the document footer.

MacroView Enhanced Versioning

MacroView Enhanced Versioning provides more granular control over version creation and also includes all the functionality provided by Auto Versioning.

Opening documents from SharePoint

When a Word, Excel or PowerPoint document is opened from SharePoint, MacroView Auto Numbering by default displays the documents reference in the application window caption, and inserts the document reference in the documents footer (unless the document reference is already recorded elsewhere in the document, in which case the existing reference is just updated).

The default format of document reference the Document ID followed by the version of the document. For example:

This document reference can be configured to include additional information if required.

After opening the document, the checked out status is determined by the Disable auto check-out on open setting under options in MacroView DMS/DMS Pro.

Saving a new document to SharePoint

When saving a new document to SharePoint, MacroView Enhanced Versioning automatically updates the document reference in the application window caption and anywhere in the document where the document reference has been inserted.

It then saves an initial version and checks out the document allowing the user to complete further changes before checking in the initial version.  

If the new document being saved was originally a document opened from SharePoint, and it is checked out, the user will be asked to confirm if the check-out on the original document should be discarded before it is closed.

Saving a document that has been opened from SharePoint

When saving an existing document that has been opened from SharePoint, MacroView Enhanced Versioning will automatically update the document reference in the application window caption and anywhere in the document where the document reference has been inserted, then checks the document out if Disable auto check-out on open is not set in DMS options.

Saving Existing Documents

When saving an existing document that has been opened from SharePoint, MacroView Enhanced Versioning automatically updates the document reference in the application window caption and anywhere in the document where the document reference has been inserted, then checks the document out if Disable auto check-out on open is not set in DMS options.

Closing a document opened from SharePoint

When closing a document that has been opened from SharePoint, the user experience differs depending on whether or not the document is checked out and if there are any unsaved changes.

• If no changes have been made since opening the document it is simply closed and if it was checked out, the check out is discarded.
  
  
• If change have been made since opening the document but there are no unsaved changes, the file will be saved automatically and the document closed. 
  
  The version of the document that is saved in this situation depends on the versioning settings in the SharePoint library, whether or not the document was checked out, and if it was checked out, whether or not the previous version had been saved by a different user.
  
  • In a library with no versioning, the file is simply overwritten and if it is checked out then the user is prompted to confirm whether or not it should be checked in after it is closed.
    
    
    
    
  • In a library with major versions only, when the document is not checked out, the file is saved as a new version.
    
    
  • In a library with major versions only, when the document is checked out, the file is saved overwriting the previous version, unless the previous version was created by a different user and the Don't overwrite other users versions option is enabled, in which case the document is automatically saved as a new version.
    
    
  • In a library with minor and major versions, when the document is not checked out, the file is saved as the next minor version. 
    
    
  • In a library with minor and major versions, when the document is checked out, the file is saved overwriting the previous version, unless the previous version was a major version or it was created by a different user and the Don't overwrite other users versions option is enabled, in which case the document is automatically saved as a new version.
• If changes have been made since opening the document and any of those changes have not yet been saved, the user will be prompted to confirm if the unsaved changes should be saved.
  
  
  
  • Click Save to save the unsaved changes.
  • Click Don't save to discard any unsaved changes.
  • Click Cancel will cancel the close operation.

If Don't Save is selected, the file without any of the unsaved changes will be saved automatically and the document closed as it would had there had been no unsaved changes (see above).

If Save is selected the user is presented a dialog with options to save as a new version, save as a new document or overwrite the existing version provided the existing version is not a published major version in a major/minor library and if the existing version was saved by a different user, that the Don't overwrite other users versions option is not enabled.

The options available on the above dialog will vary depending on whether or not the library is a major version only or a major/minor version library.

Discarding all changes

When a document is checked out, if changes have been made to a document since it was opened from SharePoint and you want to discard all of those changes and revert to the original version in SharePoint, you can either close the document and select Don't save when prompted to save unsaved changes, then discard checkout, or you can click the Discard All Changes button in the Auto Numbering/Enhanced Versioning group on the ribbon.

Clicking Discard All Changes will display a message asking the user to confirm that all changes made to the document since opening it from SharePoint should be discarded and the document closed.

Preventing user from overwriting other user's versions of documents

To prevent users overwriting another user's version of a document in a version enabled library, you can enable the Don't overwrite other user's versions on the Advanced tab in Auto Numbering Options.

When this setting is enabled Enhanced Versioning will automatically increment the version number when saving a document if the previous version was not created by the current user and will remove the overwrite version option on the save dialog unless the previous version belongs to the current user.