MacroView Predictive Email Filing

Transcription

MacroView Predictive Email Filing
(PEF)
Installation and user guide
16 June 2015
Commercial in confidence
Create | Collaborate | Manage
Document automation, email and document management solutions for Microsoft SharePoint® and Office®
Table of contents
1.
Introduction ............................................................................................................................................... 1
2.
Technical requirements ............................................................................................................................ 2
3.
4.
5.
2.1
Workstations................................................................................................................................... 2
2.2
Servers ........................................................................................................................................... 2
Installation and configuration .................................................................................................................... 3
3.1
Server installation ........................................................................................................................... 3
3.2
Activating your MacroView Predictive Email Filing license ............................................................ 7
3.3
Customising MacroView Tracking Tags ......................................................................................... 8
3.4
Defining User Defined Tracking Tags ............................................................................................ 9
3.5
Client configuration ......................................................................................................................11
Using MacroView PEF in Outlook ..........................................................................................................14
4.1
Suggested saving locations .........................................................................................................14
4.2
MacroView Tracking Tags speed up saving emails .....................................................................14
4.3
Where are Tracking Tags visible..................................................................................................16
Considerations when implementing Predictive Email Filing ...................................................................18
5.1
Preventing duplicate emails in your SharePoint store .................................................................18
5.2
Overwriting existing messages ....................................................................................................19
5.3
Automatic or Semi-automatic email filing .....................................................................................20
Appendix 1 – SQL entries .................................................................................................................................21
Database tables......................................................................................................................................21
Table columns ........................................................................................................................................21
Appendix 2 – PEF Server upgrade ...................................................................................................................22
Summary (Checklist) ..............................................................................................................................22
Instructions .............................................................................................................................................22
Appendix 3 – Uninstalling PEF .........................................................................................................................25
From the Server ......................................................................................................................................25
From the Client .......................................................................................................................................26
www.macroview.com.au
MacroView Predictive Email Filing (PEF) - Installation and user guide | i
1.
Introduction
MacroView Predictive Email Filing (PEF) is an optional module for MacroView Message and
MacroView DMF™. MacroView PEF is designed to assist in significantly reducing the effort
associated with email filing.
As you save an email, MacroView PEF checks to see if the Subject contains a Tracking Tag. This
Tracking Tag identifies the area in SharePoint where an earlier email in the same discussion thread
has already been saved.
MacroView PEF can be configured to append and recognise MacroView Tracking Tags or to
recognise User Defined Tracking Tags. MacroView Tracking Tags can have a prefix defined by an
organisation when it implements MacroView PEF. The User Defined Tracking Tags approach
provides an organisation with much more freedom in the way tracking tags are structured.
If no tracking tag is detected, MacroView PEF can suggest locations for saving the email, based on
where other emails from the same sender (incoming emails) or to the same recipient (outgoing
emails) have previously been saved by any user in the organisation.
If it finds a tracking tag in the Subject of an incoming or outgoing email, MacroView PEF can use it to
automatically locate to that same location, so that the new email can be saved with either a minimum
of effort, or no user effort at all (depending on configuration).
The user can also select a different area in which to save the email – by using the MacroView Save
Message dialog in Browse, Favorites or Recent mode. If a different location is selected and
MacroView Tracking Tags are in use, MacroView PEF will update the Tracking Tag in the subject of
the email with a new tag that identifies the new save location that has been chosen. If MacroView
Message / MacroView DMF has been configured so that a copy of the email is saved to SharePoint
(i.e. the email is not deleted from the Inbox or other Outlook folders), the subject of the email in the
Outlook folder is also updated.
This document outlines installation and configuration procedures for MacroView PEF and provides
basic user information.
Legal Notice
MacroView DMF and its components and MacroView PEF are produced and licensed by MacroView
Business Technology Pty Limited (MacroView).
This guide contains material that is copyright to MacroView. It should not be copied or otherwise
reproduced without express permission from MacroView.
Disclaimer
Every precaution has been taken in the preparation of this documentation. However, MacroView
assumes no responsibility for errors or omissions or for damages resulting from the use of the
information contained herein.
Trademarks
MacroView DMF is a registered trademark of MacroView Business Technology Pty Limited in
Australia, Canada, USA and all countries that are signatories to the Madrid convention. MacroView
is a registered trademark of MacroView Business Technology Pty Limited in Australia, Canada and
all countries that are signatories to the Madrid convention.
Key aspects of the operation of MacroView DMF are protected by a US Patent. (Patent US
8,875,057, granted October 28, 2014).
Microsoft, Microsoft PowerPoint, Microsoft Word, Microsoft Excel and Microsoft SharePoint,
Microsoft Office and their logos are trademarks of Microsoft Corporation.
Copyright
© 2015 MacroView Business Technology Pty Limited.
MacroView Predictive Email Filing (PEF) - Installation and user guide | 1
2.
Technical requirements
MacroView PEF requires MacroView Message 7.8 or MacroView DMF 7.8 or later to be installed
on both the Client and Server.
MacroView Message 7.9 or MacroView DMF 7.9, or later versions, requires MacroView PEF v5.2.1
or later is installed.
2.1
Workstations
MacroView DMF Client 7.8 can run on workstations with:
2.2

Microsoft Windows Vista, Windows 7/8.x (We recommend 64 bit.)

Microsoft Office 2007, 2010 and 2013 (x86 or x64)

NET Programmability for Microsoft Office (aka PIAs)

Microsoft Internet Explorer 8 or above

Microsoft .NET Framework 3.5 SP1 and 4.0

Visual Studio Tools for Office (VSTO) 4.0 Runtime
Servers
MacroView PEF requires MacroView DMF Server 7.8 or later and supports the following versions of
SharePoint:

Microsoft SharePoint Server 2010

Microsoft SharePoint Server 2013
3.
Installation and configuration
3.1
Server installation
(i)
A WSP solution named MacroView DMF Predictive Email Filing.wsp needs to be deployed to
the SharePoint server:

Log on to the server as a Farm Administrator (N.B. a Domain Administrator may not be a Farm
Administrator).

Run the SharePoint (PowerShell) Management Shell as Administrator.

Unzip the MacroViewDMFServer.zip file to the c:\temp folder on the SharePoint server.

Execute the following command in PowerShell:
‒

Add-spsolution ‘c:\temp\MacroView DMF Predictive Email Filing.wsp’
Go to Central Administration > System Settings > Farm Management > Manage farm solutions
to deploy the WSP package, refer below:
Figure 1: Solution Management for MacroView PEF
(ii)
A WCF service MacroView DMF Predictive Email Filing Service is installed as part of the
package:

Go to Central Administration > Application Management > Service Applications > Manage
Services on Server.

Check that the MacroView DMF Predictive Email Filing Service status is Started, refer below:
Figure 2: Services on Server for MacroView PEF
(iii)
Diagnostic service is added to the Event Throttling categories to write exceptions/warnings to
the SharePoint logs.
Go to Central Administration > Monitoring > Configure Diagnostic Logging and verify that the service
is created.
Figure 3: Event Throttling for MacroView PEF
(a)
New service application creation
To create a new MacroView DMF tracking service, go to Central Administration > Application
Management > Manage Service Applications:

Click on New > MacroView DMF Predictive Email Filing Service.

You need to verify that all the details are entered into this dialog before submitting, i.e. pressing
the OK button.
The Service Application Creation screen is displayed as Figure 4 below followed by a table that
describes each entry in more detail.

Note that only the Custom Tag Prefix, Custom Tag Prefix ID, User Defined Tag Rules, Number
of Suggest Locations, Diagnostic Logging and Connection Timeout fields can be modified after
the information is submitted.
Figure 4: Service Application Creation screen
The following table describes the fields in the dialog above.
Column name
Description
Mandatory
Service Application
Name
Name for the new service application.
YES
Custom Tag Prefix
Tracking Tag prefix that will be used to monitor incoming
emails and handle them automatically.
YES
Custom Tag Prefix ID
Counter
Specify the starting count to be used for the custom prefix
tag.
YES
Defined parsing rules
Specify the expression to be used to identify User-defined
tags in email subjects
NO
Number of Suggested
Locations
Specify the number of suggested locations that will be shown
to the client (default is 3, maximum value is 100).
YES
Database Server
Name of content database attached to SharePoint
environment that will be used to monitor the emails.
YES
Database Name
A database will be created to store Tracking Tag IDs,
locations and configuration settings.
YES
It is important to backup the database whenever you delete a
Service Application with the option Delete data associated
with the Service Applications checked and there is an
intention of retaining the tags in a new instance of the Service
Application.
You cannot directly reuse a database with another instance
of the Service Application and it is usually always created as
part of the New Service Application action.
Database
Authentication
Windows authentication is recommended.
YES
Failover Database
Server
Associate a database with a specific failover server that is
used in conjunction with SQL Server database mirroring.
NO
Diagnostic Logging
Writes to the SharePoint logs when enabled (enabled by
default).
YES
Connection Timeout
Database timeout value to be used (default is 60).
YES
Application Pool
Create or choose an existing application pool for the new
service application.
YES
Default Proxy Group
YES – This setting makes the service application available to
web applications in this server farm by default.
YES
NO – Manually specify which web applications should use the
service application.
To confirm there is a Service Connection selected, go to Central Administration > Application
Management > Manage Web Applications > select your Web Application > Service Connections,
refer below:
Figure 5: Proxy settings for MacroView PEF
3.2
Activating your MacroView Predictive Email Filing license
MacroView licenses are managed by a MacroView License Activation web service running on a
central MacroView server. Before it can be used from a client workstation the newly installed
MacroView Predictive Email Filing (PEF) web service must be activated.
You would have been provided with a License Key for MacroView PEF along with the download
details which you must enter in Central Administration. Evaluation License Keys will expire 45 days
from the date the License Key was sent from MacroView. Following payment for licenses or license
renewal you will need to activate your MacroView PEF license again as per this Section. This will
extend this Expiry Date.
Note that the licence must be renewed annually. If the licence is not renewed the software will cease
to operate.
There are different activation methods depending on whether the server has internet connectivity or
not.
(a)
Online License Activation

Open the SharePoint Central Administration console.

Select System Settings on the left and under MacroView Licensing click on Manage product
licensing.

Click Online Activation.

Enter your License Key and click Next.

Select your Product (MacroView Predictive Email Filing) and click Finish.
If your SharePoint server has Internet connectivity, the MacroView Activation feature will
automatically connect to the MacroView License Activation web service, send details of your
installation and collect your unique license activation key.
The MacroView Activation feature will record license key details in the configuration database for the
SharePoint Farm. The license key contains (in encrypted form) your “Customer Details”, “License
Expiry Date” and “Licensed Seat Count”.
(b)
Offline License Activation
If your server fails to activate using the Online Activation method then, on a computer with internet
connectivity, navigate to http://www.macroview.com.au/licensing.
On this page, you will need to enter your License Key and upload the Activation Request file.
You will be prompted to save a License (XML) file. This file can then be uploaded into the “License
Activatio” page in Central Administration to complete the activation process.
Figure 6: MacroView License Activation Page - Upload
3.3
Customising MacroView Tracking Tags
To modify specific fields for the created service, go to Central Administration > Application
Management > Manage Service Applications, select the service and then click on the Properties
button in the Ribbon tab.


Structure is <Prefix><Sequence Number>:
‒
Custom tag prefix is the prefix of the Tracking Tag.
‒
Custom tag prefix ID counter is the starting value to be used for the sequence number.
Within a Subject the Tracking Tag is enclosed in brackets: e.g. [PEF_237].
Figure 7: Part of Service Application Settings screen showing Custom Tag settings
3.4
Defining User Defined Tracking Tags
To modify specific fields for the created service, go to Central Administration > Application
Management > Manage Service Applications, select the service and then click on the Properties
button in the Ribbon tab.
A Regular Expression is used to define the user defined tracking tag or tags that MacroView PEF
should recognise. Regular Expressions are a standard technique in IT. For more information on their
structure and usage see https://msdn.microsoft.com/en-us/library/ae5bf541%28v=vs.90%29.aspx
Example
Text embedded in the subject of an email:
[MSC-RFQ C456 V1001]
The following regular expression recorded in the Defined parsing rules control within the Service
Application Settings screen dialog would cause the above text to be recognised as a Tracking Tag:
Figure 8: Definition of User Defined Tracking Tag – note /s denotes a space character
Recognising Multiple Tags
As it scans the subject of an email, MacroView PEF can check for the presence of one of multiple
valid tracking tags. The definition of each valid tracking tag is placed on a new line in the Service
Application Settings screen.
Figure 9: User Defined Tag Rules in Service Application Settings screen defining multiple valid tracking tags.
Based on the above definition any of the following embedded texts would be recognised as a
Tracking Tag:
Quote123
Itin#789769
policy: 345
More Complex Definitions
You can use the Regular Expression syntax to specify quite complex User Defined Tag Rules. In
such cases it can be useful to enclode each component of the overall rule in parentheses. By default
multiple conditions are ANDed together, but you can use the | operator to create OR conditions.
((?i)Itin#[0-9]+)((?i)policy\s[0-9]+) recognises email subjects containing Itin#123 AND policy 123
((?i)Itin#[0-9]+)|((?i)policy\s[0-9]+) recognises email subjects containing Itin#123 OR policy 123
Contact MacroView Professional Services (solutions@macroview.com.au) for assistance with
defining complex user defined tag rules.
More Examples
Below are some more examples of user defined tracking tags defined using regular expressions:
Rule Definition
Sample Valid Tags
(?i)POLICY\s[0-9]+
POLICY 12345
POLICY 3
(?i)POLICY\s[0-9]
POLICY 2
(?i)\[Claim\s[0-9]+-[0-9]+\]
(?i)Policy#\s[0-9]+\s[0-9]+
[Claim 12-345]
[Claim 4-6789]
Policy# 12345 67890
(?i)Quote[0-9]+
Quote12345
((?i)Itin#[0-9]+)|((?i)policy\s[0-9]+)
Itin#678
policy 555
Quote XYZ
Quote abcd
(?i)Quote\s[A-Aa-z]+
3.5
Client configuration
There are a number of important things to consider when configuring the client settings for
MacroView PEF which can have bearing on how it functions within your organisation. Refer to
section 5 for more information.
(a)
Enabling Predictive Email Filing
To activate MacroView PEF one of the servers in the list of servers (WebApps) that has been set up
in the File > Options > Servers dialog must be designated to monitor the emails. At the time of
adding the server (WebApp) or when you edit that server tick the Enable Predictive Email Filing
option, refer below:
Figure 10: MacroView DMF Server dialog
A registry key named EnableTracking is enabled indicating that MacroView PEF is active.
A related registry key named TrackingLuggageServer is used to identify the server (WebApp) that
is to monitor the emails. A blank entry means Enable Predictive Email Filing is disabled and normal
operation will be followed for the Send and Save and Save Message(s) commands and when you
drag and drop emails.
Note that only one server (WebApp) is allowed to monitor the emails. If another server (WebApp)
has this option ticked already, the following message will display:
Figure 11: MacroView DMF notification to confirm a server (WebApp) is selected
If No is selected then the server with this setting remains the server to monitor the emails. If you
choose Yes the option is turned off for the other server and the server whose properties you are
editing becomes the server that monitors the emails.
N.B. Office 365 servers and are not supported for monitoring messages.
(b)
Predictive Email Filing Type
MacroView PEF let you choose to either append and recognise MacroView Tracking Tags or to
recognise User Defined Tracking Tags.
Set the desired Predictive Email Filing Type for a user via the File > Options > Office dialog.
Figure 12: MacroView PEF Filing Types
The Predictive Email Filing Type can be set to either:

Tracking Tag: MacroView PEF will find matching MacroView Tracking Tags in the subject of
existing emails and will automatically assign new tags to saved emails that do not already have a
tracking tag assigned

User-defined Tag: MacroView PEF will find matching User defined Tracking Tags in the subject
of existing emails but will NOT automatically assign any new tags to saved emails.
The format of Custom Tags and User Defined Tags are configured on the SharePoint server (refer to
section 3.3 and 3.4 earlier in this document)
(c)
Predictive Email Filing Level
There are three levels of Predictive Email Filing

Fully automatic: Incoming emails that contain a Tracking Tag will automatically be saved to the
location identified by the Tracking Tag.

Semi-automatic: Drag and dropping emails to the Drag files here drop zone at the top of the
MacroView Pane will save the email automatically to the location identified by its Tracking Tag.

Manual: Drag and dropping emails to the Drag files here drop zone at the top of the MacroView
Pane will navigate DMF to the location identified by its Tracking Tag by default but allow you to
select any location to save the email.
The Predictive Email Filing Level is set for a user via the File > Options > Office dialog.
Figure 13: MacroView PEF Filing Levels
Note that if the Predictive Email Filing Level in use is Fully automatic and the Delete emails on save
to SharePoint option is ticked the Delete emails on save to SharePoint option is ignored by design.
4.
Using MacroView PEF in Outlook
An optional module available for MacroView Message and MacroView DMF, MacroView PEF further
streamlines the saving of emails from Outlook to SharePoint by suggesting appropriate locations for
saving incoming and outgoing emails and by automating the saving of subsequent emails in a
conversation thread.
4.1
Suggested saving locations
Normally with MacroView Message / MacroView DMF you can save an email by dragging and
dropping it to a specific location in the SharePoint tree display or by clicking Save Message and then
choosing a location in the tree.
When MacroView PEF is active, if the Subject of the email that you are saving to SharePoint does
not contain a MacroView Tracking Tag or User Defined Tracking Tag, MacroView Message /
MacroView DMF will suggest locations where you might want to save the email.
(a)
Incoming emails
The Suggested Locations are locations where other emails from the same sender (i.e. the From
value) have recently been saved, either by you or other users. The locations are listed in the order in
which they have been used, with the most recently used location displayed first.
(b)
Outgoing emails
The Suggested Locations are locations where other emails to the same first addressee (i.e. the To
value) have recently been saved, either by you or other users. The locations are listed in the order in
which they have been used, with the most recently used location displayed first.
Navigates the MacroView tree to
the selected suggested location
so that you can see the emails
and other documents that have
already been saved to that
location, before you commit to
save.
Saves the email to the suggested
location that you have selected –
also if you press Enter.
Ignore the suggested locations
and instead use the intuitive
MacroView Save Message dialog
– in Browse, Favorites, Recent or
Search mode – to choose a
location where you want to save
the email.
Figure 14: MacroView PEF Suggested Locations dialog
Note that suggested saving locations for outgoing email requires that Save on Send in MacroView
Message or MacroView DMF is enabled via the File > Options > Office dialog .
4.2
MacroView Tracking Tags speed up saving emails
When the MacroView Tracking Tags are enabled tracking tags are added to the Subject of emails as
they are saved to SharePoint and the subject on any copy of the email in your Inbox or Sent Items is
also updated.
When the User Defined Tracking Tags are enabled tracking tags are not added to the Subject of an
email as it is saved to SharePoint but MacroView PEF will recognise a user defined tag in the subject
of an existing email.
These tags streamline the saving of subsequent emails in the same conversation thread by
automatically locating MacroView Message / MacroView DMF to the same save location previously
used for the tag.
Figure 15: Sample emails in Outlook containing Tracking Tags
Note that MacroView PEF also supports emails where the Subject contains multiple Tracking Tags,
e.g. when you exchange mails with other organizations that are also using MacroView PEF
(a)
Predictive Email Filing Level
MacroView Predictive Email Filing lets you strike the balance that you prefer between full automation
and full control of your email saving by allowing you a choice of Predictive Email Filing levels – Fully
automatic, Semi-automatic and Manual.

Fully Automatic
Incoming emails that contain a Tracking Tag will automatically be saved to the location identified by
the Tracking Tag. Combining this setting with a fully automatic metadata design means that emails
can be saved to SharePoint with zero user effort.

Semi-Automatic
Activating MacroView PEF adds a Drag files here… drop zone
to your MacroView pane.
To save an email that contains a Tracking Tag you simply drag
and drop it to the Drag files here drop zone that appears at the
top of the MacroView Pane once MacroView Predictive Email
Filing is installed. The email will then be saved automatically to
the location identified by the Tracking Tag.

Manual
If you drag and drop an email that contains a Tracking Tag to the Drag files here drop zone, the
MacroView save dialog will display, already located on the document library, document set or folder
that is identified by the Tracking Tag. You can then see a list of other locations where emails from
the same Sender have been saved, view the existing emails and documents in those locations and
so choose where you want to save the new email. See the screen shot below.
Clicking the Show suggested locations button will display a list of relevant
save locations. The first suggestion will be the location identified by the
Tracking Tag. Other locations where emails from this sender (or to this
recipient, for outgoing emails) have recently been saved will also be
displayed, with the most recently used location shown first.
Data Sheet
Figure 16: MacroView PEF Suggested locations button
You can also drag and drop directly to the Favorite or Browse mode location you want to save to.
When the MacroView Tracking Tags are enabled the Tracking Tag will be updated in the Subject of
the saved email if you choose a save location that is different from that identified by an existing tag.
There are a number of important things to consider when configuring the Predictive Email Filing
Level to Fully Automatic or Semi-Automatic which can have bearing on how it functions within your
organisation. Refer to section 5 for more information.
4.3
Where are Tracking Tags visible
When Tracking Tags are enabled and emails are saved to SharePoint the tags are added to the
subject on any copy of the email in your Inbox or Sent Items in Outlook and to the Title and Subject
properties in SharePoint.
Figure 17: Sample emails in Outlook containing Tracking Tags
The Conversation Topic property may also contain a tracking tag if a tag was already present on the
email that was saved to SharePoint and if the library where the email is saved is based on the
MacroView library template shipped with MacroView DMF 7.9.22 or later, or contains a column with
the internal name mvTrackingTag, the tag will also be added to the mvTrackingTag property.
Figure 18: Properties dialog showing were Tracking Tag are added
If the libraries where email are saved are based on a MacroView library template, the Tracking Tag
will also be visible via the Emails view in Outlook in the Subject, Title or Tracking Tag columns.
Figure 19: Email view in Outlook showing Tracking Tags
Note: If the emails are saved to libraries that are not based on a MacroView library template you will
need to add the Title or mvTrackingTag column to the libraries view in order to see the tracking tag in
the MacroView DMF List View.
5.
Considerations when implementing Predictive Email Filing
MacroView PEF streamlines the saving of emails from Outlook to SharePoint by suggesting
appropriate locations for saving incoming and outgoing emails and by automating the saving of
subsequent emails in a conversation thread.
When implementing MacroView PEF consideration needs to be given to who within the organisation
will use this functionality and what behaviour is desired with respect to saving duplicate emails,
overwriting existing messages and auto filing based on Tracking Tags.
5.1
Preventing duplicate emails in your SharePoint store
When saving emails to SharePoint, MacroView DMF automatically assigns a file name to the
resulting MSG file that is unique to the message. The format of the filename is used to prevent
multiple copies of the same email message from being saved to the same location within the
SharePoint document store (e.g. the same document library or folder within a library).
The format of the filename given to messages saved to SharePoint with MacroView DMF is
configured using the setting called Outlook Format in the File, Options, Office dialog. To ensure
each email is uniquely named the recommended file name format is:
[SenderName]_[SentOn]_[Subject_First20]
If you wish to prevent multiple copies of the same email message from being saved to the same
location within the SharePoint document store MacroView recommends the filename format is set
consistently and the Lock Email File Format setting is enabled across all users of MacroView DMF
within your organisation.
Figure 20: MacroView DMF Options dialog showing Outlook filename format settings
Note: When the Save on Send option is set in the File, Options, Office dialog or when an email is
sent using the Send and Save MacroView ribbon option in Outlook, the timestamp on these emails
will differ from the email received by recipients and as such will not be treated as a duplicate of the
same email when saving to SharePoint.
5.2
Overwriting existing messages
Emails saved to SharePoint using MacroView DMF have their Filed attribute set in the Outlook
folder of the person saving the email. If MacroView PEF is enabled and the Predictive Email Filing
Level is set to Tracking Tag emails saved to SharePoint that do not already have a tracking tag will
also have a tracking tag assigned and appended to the email Subject in the Outlook folder.
When saving emails to SharePoint using MacroView DMF or MacroView Message, if an email with
the same name has been previously saved to the selected SharePoint library, the Don’t overwrite
existing messages setting in the File, Options, Office dialog determines if you are prompted to
overwrite the existing MSG file (or add a new version if the destination Library has Versioning
enabled) or if MacroView DMF or MacroView Message will instead just set the Filed attribute for
that message in your Outlook folder.
Note: Tracking Tags are only be appended to the email Subject in the Outlook folder if the existing
MSG file is overwritten and PEF is enabled
Figure 21: MacroView DMF Options dialog showing Outlook Don’t overwrite existing message setting
The above should be considered when determining the appropriate state of the Don’t overwrite
existing messages setting. If your organisation has a combination of users with and without PEF
enabled MacroView recommend the following client settings to ensure Tracking Tags are not
overwritten:
PEF enabled
Don’t overwrite existing messages = Disabled
PEF disabled
Don’t overwrite existing messages = Enabled
5.3
Automatic or Semi-automatic email filing
When using automatic or semi-automatic email filing, incoming emails that contain a Tracking Tag
are saved to the location identified by the Tracking Tag contained within its subject. The following
should be considered when choosing to set the Predictive Email Filing Level to Automatic or Semiautomatic:

If the Tracking Tag is removed from the subject of an email it will no longer be able to be filed
automatically by MacroView PEF and if manually saved a new Tracking Tag will be assigned.

If your organisation has a combination of users with and without PEF enabled, Tracking Tags
may be removed from the message saved to SharePoint if a user without PEF enabled does not
have the Don’t overwrite existing messages setting enabled. Refer to section 5.2 for more
information.

When the same email is saved to multiple locations in SharePoint, and MacroView PEF is
enabled, a new Tracking Tag is assigned for each new location and the subject of the email in
each users Outlook folder will contain only the tracking tag for the last location they used. If your
Predictive Email Filing Level is set to Automatic or Semi-automatic any subsequent emails in the
same conversation will be saved to the location defined by the Tracking Tag assigned to the
senders copy of the email.
Appendix 1 – SQL entries
Database tables
Table Name
Description
TagEntries
Contains the unique email luggage tags that will be generated whenever the
user clicks the Send and Save button when sending a new email.
Location
Contains the field values that are linked to a specified luggage tag and will be
used for handling emails automatically.
ConfigSettings
Custom values that the service will use to provide its functionality.
Table columns
The following columns are created automatically at installation:
Table Name
Columns
TagEntries
Id (Identity)
TagId
LocationId
CreateDate
Location
LocationId
ListFullUrl
LibraryName
ConfigSettings
CustomTagPrefix
EnableLogging
ConnectionTimeout
Appendix 2 – PEF Server upgrade
Summary (Checklist)

Make sure to back up any existing PEF databases.

Retract & Delete/Remove the old version of the MacroView DMF Predictive Email Filing Solution.

Add & Deploy the new version of the MacroView DMF Predictive Email Filing Solution.

System checks
Instructions
(a)
Log onto the server as a Farm Administrator
Note that a Domain Administrator MAY NOT be a farm Administrator.
(b)
Back up any existing PEF databases
(c)
Retract MacroView DMF Predictive Email Filing Solution
Due to new features that have been added to the MacroView DMF Predictive Email Filing WSP, you
are required to fully retract and remove any previous version of the MacroView DMF Predictive Email
Filing WSP prior to adding and deploying this new version. Note that all MacroView DMF clients
must also be updated to version 7 to work with the new Solution.
To retract with Central Administration:

Launch the SharePoint Central Administration Console
‒
For SharePoint Server 2010 or 2013 select System Settings on the left and then select
Manage Farm Solutions under the Farm Management heading.

Within the Solution Management page select ‘MacroView DMF Predictive Email Filing.wsp’ and
retract the MacroView DMF Solution.

Select a convenient time to retract the solution.
To retract with the SharePoint Management Shell.
Running the appropriate command below on a SharePoint server located in a SharePoint Server
Farm will deactivate the MacroView DMF Predictive Email Filing Solution on all Web Front End
servers in that Farm:

stsadm -o retractsolution -name "MacroView DMF Predictive Email Filing.wsp" –immediate
or

(d)
Uninstall-SPSolution -Identity "MacroView DMF Predictive Email Filing.wsp"
Delete or Remove MacroView DMF Predictive Email Filing Solution
Running the following command on a SharePoint server located in a SharePoint Server Farm will
remove the MacroView DMF Predictive Email Filing Solution from all Web Front End servers in that
Farm:

stsadm -o deletesolution -name "MacroView DMF Predictive Email Filing.wsp" –override
or

(e)
Remove-SPSolution -Identity "MacroView DMF Predictive Email Filing.wsp"
A WSP solution named MacroView DMF Predictive Email Filing.wsp needs to be
deployed to the SharePoint server:

Log on to the server as a Farm Administrator (N.B. a Domain Administrator may not be a Farm
Administrator).

Run the SharePoint (PowerShell) Management Shell as Administrator.

Unzip the MacroViewDMFServer.zip file to the c:\temp folder on the SharePoint server.

Execute the following command in PowerShell:
‒

Add-spsolution ‘c:\temp\MacroView DMF Predictive Email Filing.wsp’
to deploy the WSP package, refer below:

(f)
Note: may need iisreset and/or Services > SharePoint timer job restarted
System checks

Central Admin > Application Management > Service Applications > Manage services on server.
Make sure that the “MacroView DMF Predictive Email Filing Service” has “Started”.
Start the service if it is not running.
If the service is not showing in the list, do an iisreset.

Central Admin > Application Management > Service Applications > Manage service applications.
Click on the existing PEF service application instance and click the “Properties” button in the
toolbar. Make sure that the page loads correctly with the existing values.

Central Admin > Upgrade and Migration > Review database status. The SQL instance for the
PEF service application instance should show “Database is too old and upgrade is required”.

Close any instances of the powershell command line.

Open a powershell command line and run the command:
upgrade-mvPEFServiceApplication

Supply the PEF service application instance name at the “Identity” prompt

Wait until the upgrade is finished ie, “100.00% WebTrackingServiceApplication Name=PEFMV”

Confirm in the PEF database, a table called “Versions” matches the current version number.
Appendix 3 – Uninstalling PEF
From the Server

Go to Central Administration > Application Management > Service Applications > Manage
Services on Server.

Stop the MacroView DMF Predictive Email Filing Service, refer below:
Figure 23: Services on Server for MacroView PEF

Click on PEF Service and choose Remove

A dialog will display with the option to delete the database tables used by PEF, tick the checkbox
and OK to remove the Service and database
Figure 24 Service and Database Deletion

to retract the WSP package, refer below:

Then remove the Solution.
From the Client
Edit the server (WebApp) that you nominated to monitor the emails and untick the Enable Predictive
Email Filing option, refer below:
Figure 26: MacroView DMF Server dialog
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Sydney NSW 2000
Australia
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Sydney NSW 2001
Australia
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About MacroView
MacroView is a leader in document automation, email and document management solutions for Microsoft
SharePoint® and Microsoft Office®.
Our solutions use the latest technologies across desktop, mobile and the cloud. MacroView software is
licensed and used by hundreds of organisations globally across a diverse range of industries. Key features
of the software include deep integration with Microsoft Office ®, comprehensive document management
functionality and efficient support for large volume SharePoint document stores.
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All rights reserved.
Document automation, email and document management solutions for Microsoft SharePoint® and Office®

MacroView Predictive Email Filing

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