Enable MacroView DMF Site Collection Features

MacroView Content types can be enabled at each Site collection to allow an organisation to customise their environment. Activating the Columns and Content Types feature, gives each Site collection access to the MacroView Email content type and corresponding metadata.

See more details to install DMF server components

See more details to install Message server components

Site Columns and Content Types

Enable the MacroView DMF Site Columns and Content Types site collection feature on each site collection.

• In your site collection go to Site Settings > Site collection features
• Locate MacroView DMF Site Columns and Content Types and click Activate

For more details about Email content types and columns see-

MacroView Document and Email Management Solution

Sample libraries (optional)

The sample document libraries contain example documents that demonstrate the custom metadata columns used by MacroView DMF for automatic recording of metadata as you save email messages and documents.

To enable the sample libraries:

• In your site collection go to Site Settings > Site collection features
• Locate MacroView DMF Libraries and click Activate

Create Sample Libraries using MacroView Library Templates

There are many approaches that can be taken when creating document libraries in SharePoint. MacroView DMF includes sample list template (STP) files (automatically deployed by activating the MacroView DMF Libraries feature for a site collection) as these provide a simple and intuitive way of demonstrating the capability of MacroView software.

The sample library templates

Included in the MacroView DMF Solution are two sample English document library templates (see section 3.7.4 to activate these features):

• MacroView Library
• MacroView Library – One Content Type

These templates contain the custom columns that MacroView DMF can set automatically as it saves an email to SharePoint. These custom columns are:

MacroView DMF will automatically populate these columns if they already exist in a destination Document Library. These columns can be added at any time directly to a Library or to the Site Columns Gallery.

With regard to the ‘Subject’ column:

• ‘Subject’ automatically displays the ConversationTopic. ConversationTopic is the Subject without any RE: or FW: prefixes. This enables the SharePoint user to group emails by Conversation Topic (discussion thread) when sorting by Subject (same effect as standard Outlook).
• When saving an email MacroView DMF will also automatically set the built-in ‘Title’ column to the Subject of the email.
• ‘Tracking Tag’ stores the tag assigned to emails by MacroView Predictive Email Filing (if enabled).

The last five columns listed above are designed to capture the properties of a file before it was uploaded to SharePoint.

• ‘Original Author’ is set to the ‘Author’ property of the file before it was uploaded or the sender of an email.
• ‘Original Created’ is set to the date and time that the file was originally created.
• ‘Original Modified’ is set to the date and time that the file was last modified before being saved to SharePoint.
• ‘Original Producer’ is only used for PDF files and is set to the program used to create the PDF file.
• ‘Original FileName’ is used for Office documents, PDF files and popular text file formats including TXT, XML and HTML and is set to the original name of the file when it was first saved to SharePoint.

All the columns should be added as ‘hidden’ columns to a content type so they do not appear in the profile dialog along with the other metadata columns.

The MacroView Library templates also contain pre-defined Views for Word Documents, Excel Workbooks, PowerPoint Presentations, PDF Documents and Emails.

The Emails view provides a very user-friendly means of viewing emails that are stored in SharePoint by MacroView DMF. It contains a Subject column, which is a hyperlink to the email (i.e. just click on Subject to open the message) and which also has a right-mouse click menu for editing the properties of the message.

MacroView strongly recommends that any document library that will be used in production be created using site columns and/or site content types. DMF and Message will automatically populate the site columns in your content types that come from the site columns added when activating the MacroView DMF Site Columns and Content Types site collection feature.

One reason for this recommendation is that while the supplied sample libraries will work, their metadata will not be centrally managed. This may create an unnecessary amount of maintenance effort, especially in a large SharePoint environment.