How to define a set of folders for a DMS library

If you are using the MacroView DMS Provisioning extension (previously MVSP) to create document and email management libraries, you can define a set of folders that are provisioned as part of the library creation process.

Prerequisites

MacroView DMS (formerly DMF / Message) minimum version 8.7.100+;
MacroView DMS Provisioning extension version 3.0.13.0+;
DMS Central Configuration Location pointing to your organisation's Resource Library, for details please see the following article: Setting a Central Configuration (resource) location

Step 1 : Download the Configure DMS Library Folders file

Click the following link to download a zip file which contains a configuration file.

Download Configuration File

Step 2 : Unzip the file and edit SiteListContents.xml

The SiteListContents.xml configuration file contains a section in which to define a folder structure.

As can be seen in the above image, a folder can be defined as follows:

<Folder Name="A" />

Sub-folders can be defined by using a "closing" tag for the parent folder

<Folder Name="Parent Folder"></Folder>

Parent Folder with subfolders

<Folder Name="Parent">
   <Folder Name="Child One" />
   <Folder Name="Child Two" />
</Folder>

Go ahead and delete the placeholder folders in the file and define your own folders.

Step 3 : Navigate to your organisation's resource library

As the Resource library is a central configuration location used by multiple users in your organisation, please contact the person or people who manage updates to the resource library, in order to request this update.

If you are one of the people who can update your organisation's resource library, please navigate to the Resource Library using MacroView DMS.

Tip : Navigate to your Resource Library

An easy way navigate to your Resource library is to open the Options dialog in MacroView DMS.

If using MacroView DMS Pro go to Top Menu > File Tab > Options

If using MacroView DMS go to Outlook > Top Menu > MacroView Tab > Options

In the Options dialog navigate to Support > Central Configuration Location

Copy the URL in the textbox below

Note: click in the textbox and then press Control + A in order to select all of its contents then Control + C to copy.

Then right-click on the tree-view in either DMS and select Navigate to URL and paste in the copied URL.

Step 4 : Upload the configuration file to your organisation's resource library

Upload the SiteListContents.xml file to the following location in your organisation's Resource Library.

Step 5 : Restart MacroView DMF / Outlook / Local Service

In order for MacroView DMS to pick up the new configuration file, please restart DMF Explorer / Message and the Local Service. For details on how to restart the local service please see the following article: How to exit the DMS Local Service

Note: in newer versions of MacroView DMS the Refresh Configuration Data button (see image below) can be used to refresh your local configuration files without the need to restart the DMS Local Service.

Step 6 : Create a new Document and Email Management library using MacroView DMS Provisioning

In MacroView DMS right-click on a site collection or site in the tree-view pane and select Provision > New Library.

The created library will contain the folders defined in the SiteListContents.xml file.

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