MacroView Unique Document Numbering Version 5.0 Administration Guide Effective: October 2013 MacroView Business Technology Pty Limited ACN 081 117 777 ABN 29 081 117 777 Level 12, 171 Clarence Street Sydney NSW 2000 Australia GPO Box 5149 Sydney NSW 2001 Australia Telephone +61 2 9249 2700 Facsimile +61 2 9279 4111 Email info@macroview.com.au Web www.macroview.com.au
Purpose of this document This document describes the functionality and intended usage of the MacroView product MacroView Unique Document Numbering (MacroView UDN). Legal Notice Disclaimer Trademarks Copyright MacroView UDN and its components are produced and licensed by MacroView Business Technology Pty Limited (MacroView). This manual contains material that is copyright to MacroView. It should not be copied or otherwise reproduced without express permission from MacroView. 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. MacroView and MacroView DMF are trademarks of MacroView Business Technology Pty Limited. MacroView DMF is subject to a patent application by MacroView Business Technology Pty Limited. Microsoft, Microsoft PowerPoint, Microsoft Word, Microsoft Excel and Microsoft SharePoint, Microsoft Office and their logos are trademarks of Microsoft Corporation. 2004-2013 MacroView Business Technology Pty Limited. Effective: October 2013
Contents 1. Introduction... 1 2. Technical Requirements... 2 2.1 Workstation... 2 2.2 Server... 2 3. MacroView UDN Server... 3 3.1 Summary... 3 3.2 Deploy the solution... 3 3.3 Activate the MacroView Unique Document Numbering Licence... 3 3.4 Create the service application... 3 3.4.1 Start the service... 3 3.4.2 Create a new service application... 4 3.4.3 Configure the service application... 4 3.4.4 Upgrading from earlier versions of MacroView UDN... 4 3.5 Creating a numbering scheme... 5 3.5.1 Numbering Format... 6 3.5.2 Reference Format... 6 3.5.3 Next Number... 7 3.6 Activate the Site Collection features... 7 3.7 Choose a numbering scheme for a Site Collection... 8 3.8 Choose the numbering scheme for a document library... 9 3.9 Displaying the Document ID as a column in MacroView DMF or a SharePoint View... 9 3.10 Upload a document into SharePoint... 10 4. MacroView UDN Client... 11 4.1.1 MacroView UDN Client Installation... 11 4.1.2 MacroView UDN Client Settings... 12 4.1.3 Insert Document ID Ribbon Button... 13 4.1.4 Configuring the Document ID format in Microsoft Word, Excel and PowerPoint... 14 4.1.5 Display information in the Application Window Caption... 14 4.1.6 MacroView UDN dialogs... 15 5. Getting Help... 17 5.1 What Version?... 17 5.1.1 MacroView UDN Server... 17 5.1.2 MacroView UDN Client... 17 5.2 Log Files... 18 5.2.1 MacroView UDN Client... 18 6. Installed Server Components... 19 7. Removing MacroView Unique Document Numbering Software... 20 7.1 Retract the solution... 20 7.2 Delete the solution... 20 8. Upgrading from SharePoint 2007... 21 8.1 Troubleshooting... 21 8.1.1 Upgrade-UdnTo2010... 21 8.1.2 Upgrade-UdnTo2010... 21 Effective: October 2013 Page i
1. Introduction Microsoft SharePoint provides a range of functionality for storing and managing documents, emails and other files. MacroView Document Management Framework (MacroView DMF ) extends the document management capabilities of SharePoint by dramatically improving the integration with SharePoint of Microsoft Office, Microsoft Windows, Adobe Reader and Adobe Acrobat. MacroView UDN is a companion product to MacroView DMF which automatically assigns the next available unique Document ID to each file as it is saved or uploaded to SharePoint. This Document ID can be configured to be unique across the document libraries in a specific Site Collection or across all Site Collections in the organization's SharePoint environment. The format of the Document ID is also configurable. MacroView UDN is 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 is a Microsoft Partner with the Gold Independent Software Vendor (ISV) Competency. Effective: October 2013 Page 1
2. Technical Requirements 2.1 Workstation 2.2 Server Either Microsoft Windows XP, Microsoft Vista, Windows 7 or Windows 8 Either Microsoft Office 2007, Office 2010 or Office 2013 only. Microsoft.Net Framework 3.5 SP1 Microsoft Visual Studio Tools for Office 4.0 MacroView DMF Client Version 7.7 onwards. Microsoft Windows 2008 Server (x64) or Windows 2012 Server Microsoft SharePoint Server 2010 or 2013 MacroView DMF Server Version 7.7 Note: A version of MacroView UDN which supports Microsoft Office SharePoint Server 2007 (MOSS 2007) or Microsoft Windows SharePoint Services v3 is also available. Effective: October 2013 Page 2
3. MacroView UDN Server Note: Ensure that you are a SharePoint Farm Administrator with rights sufficient to deploy solutions. 3.1 Summary 1. Deploy the solution. 2. Activate the licence on your server farm. 3. Configure Unique Document Numbering. 4. Activate the site collection features. 3.2 Deploy the solution Copy the MacroView Unique Document Numbering.wsp file to the c:\temp folder on the SharePoint server. Open the SharePoint Management Shell and execute the following command: Add-SPSolution -LiteralPath "c:\temp\macroview unique document numbering.wsp" Note: If you are upgrading from a previous version of UDN then please refer to the steps outlined in section 7 of this guide. Launch the SharePoint Central Administration Console Select the System Settings and under Farm Management select Manage Farm Solutions. Within the Solution Management page select Macroview Unique Document Numbering.wsp and deploy the solution. 3.3 Activate the MacroView Unique Document Numbering Licence 3.4 Create the service application Refer to section 3.5 of the MacroView DMF Install and Configuration Guide. Select the Unique Document Numbering product when prompted. 3.4.1 Start the service Navigate to the 'Services on Server' page and start the 'MacroView UDN Service'. Effective: October 2013 Page 3
3.4.2 Create a new service application Navigate to the 'Manage service applications' page and select 'New > MacroView UDN Service Application'. 3.4.3 Configure the service application Enter the settings for your service application and press OK when finished. 3.4.4 Upgrading from earlier versions of MacroView UDN Versions of MacroView UDN prior to v5.0 stored numbering scheme information in web application properties. They are now stored in a database table in the service application. When you create the service application, any existing web application property numbering schemes are automatically added to the service application. You must check that the automated upgrade process correctly migrated your numbering schemes and make any changes as necessary. Effective: October 2013 Page 4
3.5 Creating a numbering scheme Navigate to the 'Manage' page of your newly created service application. The Manage Unique Numbering page allows you to define one or more unique numbering schemes that associated with the service application. Select New Scheme to create a numbering scheme or click on the scheme name to edit or delete it. Figure 1. Setting up a numbering scheme When adding a unique numbering scheme you enter the scheme name, numbering format, reference format and set the next number. Effective: October 2013 Page 5
3.5.1 Numbering Format This specifies the format of the Document ID assigned to each file. You can define a prefix, which is essential in cases where multiple Numbering Schemes are in use. E.g. legal\000001, admin 000-001 etc. You can also specify the minimum number of digits that will be recorded, with zero padding to the left (e.g. 00000 specified that at least 5 digits will be displayed in the Document ID 00001, 00002 etc.). You can also specify additional formatting characters (e.g. 000-000-000, specifies a 9 digit number 000-000-001, 000-000-002 etc.). If the number of documents exceeds the number of padding digits, additional digits will be added to the end of the number (e.g. mv 999-999, mv-100-0000, mv-100-0001 etc.). 3.5.2 Reference Format A document reference can be inserted into the footers of your Microsoft Word, Excel and PowerPoint files. This reference can be inserted by the MacroView UDN Client add-ins (see section 4) or by using Microsoft Office Custom Document Properties in the Microsoft Office applications. The value of the document reference is a concatenation of the values of other columns present in the document library, together with special characters and other text. That concatenation is defined in the Reference Format text box. The display name of each document library column entered in the Reference Format text box must be enclosed within square brackets [ ]. Note that both custom columns and built-in columns can be used. Examples of built-in columns are [Created], [Version] and [Content Type]. There are also a number of reserved keywords that can be used to insert information from properties of the relevant file: Key Word [Site Collection Name] Comment Inserts the name of the Site Collection where the file is saved. [Site Collection Inserts the URL of the Site Collection where the file is Effective: October 2013 Page 6
URL] [Site Name], [Site Title], [Web Name], [Web Title] [Site URL], [Web URL] [Library Name], [Library Title] [Library URL] [Modified:dd MMM yyyy] [Version] saved. Inserts the name of the Site or Web where the file is saved (i.e. the lowest element in the folder hierarchy). Inserts the URL of the Site or Web where the file is saved. Insert the name of the Document Library where the file is saved. Insert the URL of the Document Library where the file is saved. Inserts the date on which the document was last modified. The date can be displayed in a large number of formats ( any valid.net DateTime format) (e.g. [Modified: yyyy MMM dd] - Modified: 2011 Jan 28, [Modified: dd/mm/yy hh:mm:ss] - Modified: 25/12/11 12:41:30 ). Inserts the version of the document. When a document is opened in an editable state MacroView UDN will insert a suffix after the version number. The default suffix is a (e.g. mv-001/1.0a). The suffix is removed when the document is checked in, (or closed if the document is not in a library with Required Check Out enabled). The suffix may be customised in the Registry. Please contact MacroView for further details. Please note that the Version suffix is not supported for Microsoft PowerPoint. The following Reference Format specifies a concatenation of the document library title Acme Premises Sale with the unique document numbering column (EUR000-123) with the current Version Number (1.3): [Library Name] : [Document ID Value] / Version: [Version] e.g. Acme Premises Sale : EUR000-123 / Version: 1.3 3.5.3 Next Number Enter a number here if you want your numbering system to start at a given number. This is very useful in cases where you are migrating from a previous system, so that numbering in SharePoint can continue from the point that was reached by the previous system. Alternatively, you can set your numbering scheme to use the number from another scheme. This can be useful if you want two schemes that use the same numbers but format them differently. 3.6 Activate the Site Collection features Note: Ensure that you are the SharePoint Site Collection Administrator. Navigate to the Site Collection Features page of your site and activate the Document ID Service and MacroView Unique Numbering features. Effective: October 2013 Page 7
Figure 2. Activate the Site Collection features The Microsoft Document ID Service will add a Document ID column to the Document content type. This may not happen until the Document ID enable/disable job is next run. You may choose to save the site as a template so that the feature is automatically on when creating new sites. 3.7 Choose a numbering scheme for a Site Collection Navigate to the Site Settings page in your site collection and select Unique Numbering Scheme. Figure 3. Choose the numbering scheme for a Site Collection Select the numbering scheme you wish to use from those that you defined in section 3.4. This numbering scheme applies to all document libraries in this site collection unless a specific numbering scheme has been selected for a document library. Effective: October 2013 Page 8
Figure 4. Choose the numbering scheme for a Site Collection 3.8 Choose the numbering scheme for a document library By default, a document library will inherit the numbering scheme from its parent site collection. You can select a different numbering scheme by navigating to Library Settings > Unique Numbering Scheme and selecting a numbering scheme from the dropdown menu. Figure 5. Choose the numbering scheme for a document library Changing the Numbering Scheme will mean that any documents subsequently added to that Document Library will be assigned the next available number associated with the new Numbering Scheme. 3.9 Displaying the Document ID as a column in MacroView DMF or a SharePoint View A Document ID column may be added to the view of a Document Library by modifying the view and selecting the checkbox to display Document ID (linked to document) column. Effective: October 2013 Page 9
Figure 6. Display Document ID Column This will also add a column displaying the Document ID in DMF Explorer. Figure 7. Display Document ID Column 3.10 Upload a document into SharePoint Verify that you have installed MacroView Unique Document Numbering by uploading a document in your SharePoint document library. Open the Properties page for your document, and note that your document has a Document ID. Figure 8. MacroView UDN document properties Effective: October 2013 Page 10
4. MacroView UDN Client MacroView UDN supports the automatic insert and update of Document IDs in Microsoft Word, Excel and PowerPoint through the use of Office Add-Ins. In order to take advantage of this functionality you must install the MacroView UDN Client. 4.1.1 MacroView UDN Client Installation Download and run the macroview.udn.client.x86.msi (or macroview.udn.client.x64.msi if you are using 64 bit Office). This will install Office Add-ins for Word, Excel and PowerPoint. Documents will have the Reference field automatically inserted as they are opened from SharePoint. Figure 9. MacroView UDN Client Installation wizard Figure 10. MacroView UDN Client Installation wizard Effective: October 2013 Page 11
Figure 11. MacroView UDN Client Installation wizard 4.1.2 MacroView UDN Client Settings By default Document IDs are automatically inserted the first time a document is opened from SharePoint or Saved to SharePoint. The Document ID will be updated whenever a document is opened in an editable form, Checked In or Checked Out from SharePoint, or if Required Check Out is not enabled when the document is closed. The settings for each Add-In can be accessed from the Options dialog in a dropdown from the Insert References button in Microsoft Word, Excel or PowerPoint. Figure 12. MacroView UDN Client settings in Word 2007 Figure 13. MacroView UDN Client settings in Word 2010 In this dialog options exist to disable automatic insertion of a Document ID and to control the visibility of the Insert Reference button in Microsoft Word, Excel and PowerPoint. Effective: October 2013 Page 12
Figure 14. MacroView UDN Client settings 4.1.3 Insert Document ID Ribbon Button MacroView UDN supports the manual insertion of references through a custom button on the Office Ribbon. This button is only enabled when the current document is stored in a Document Library which supports MacroView UDN Figure 15. Button Enabled Office 2007 Figure 16. Button Disabled Office 2007 Figure 17. Button Enabled Office 2010 Figure 18. Button Disabled Office 2010 Effective: October 2013 Page 13
4.1.4 Configuring the Document ID format in Microsoft Word, Excel and PowerPoint The format of the Document ID is determined by the Reference Format set in the Numbering Scheme applying to the Document Library where the Document, Workbook or Presentation is saved. Refer to section 3.5.2 for further details. Figure 19. Sample footer of example section 3.5.2 4.1.5 Display information in the Application Window Caption MacroView UDN supports the display of the Reference in the Window Caption for Microsoft Word and Excel. By default this will display the Reference in the same format is displayed in the footer, however this is customisable through the Registry. Please contact MacroView for further information. Figure 20. Custom Window Caption Effective: October 2013 Page 14
4.1.6 MacroView UDN dialogs MacroView UDN replaces the default Microsoft Office dialogs which appear for Check-In and Discard Check Out of a Document, Workbook or Presentation. For a Document or Workbook the default dialogs on Close have also been replaced. These custom dialogs replicate the standard Microsoft Office user experience. Figure 21 MacroView UDN Save on Close Dialog Figure 22. MacroView UDN Check In on Close Dialog Figure 23. MacroView UDN Check In dialog Effective: October 2013 Page 15
Figure 24. MacroView UDN Check In on Close Dialog Effective: October 2013 Page 16
5. Getting Help 5.1 What Version? 5.1.1 MacroView UDN Server Navigate to Central Administration -> Service Application -> MacroView UDN Service Application. This page displays the version number of the MacroView UDN Server which you are running. 5.1.2 MacroView UDN Client Navigate to the UDN Options dialog referred to in 4.1.2 and select the About tab. This displays a screen similar to the following, which shows what release of MacroView UDN you are running. Figure 25. MacroView UDN About Dialog It also shows; the URL of the MacroView website, which contains extensive information about MacroView UDN, including a Support Form and Knowledge Base. the email address and phone numbers for MacroView Support. Note that contact with MacroView Support may need to be coordinated through your central IT Department or Helpdesk Effective: October 2013 Page 17
5.2 Log Files 5.2.1 MacroView UDN Client As it runs, MacroView UDN logs to a file, which can be very useful for diagnosing and resolving usage issues. The log file can found in the following folder location: %AppData%\MacroView Udn\log-file.txt. Effective: October 2013 Page 18
6. Installed Server Components The following components are installed when you deploy the solution MacroView Unique Document Numbering.wsp to your SharePoint Farm. Most of the below items can be in \Program Files\Common Files\Microsoft Shared\Web Server Extensions\14 or 15 (for SharePoint 2013 Server), with the remainder being located in \Windows\Assembly \Template\Admin\UDNServiceApplication\Create.aspx \Template\Admin\UDNServiceApplication\Settings.aspx \Template\Admin\UDNServiceApplication\EditNumberingScheme.a spx \Template\Layouts\macroview.udn\Library.aspx \Template\Layouts\macroview.udn\SiteCollection.aspx \Template\Layouts\macroview.udn.service.asmx \Template\Features\ MacroView.SharePoint.UniqueNumbering.2010_UDNServiceApplica tion \Template\Features\MacroView.SharePoint.UniqueNumbering.201 0_Site \Template\Images\macroview.udn\DMFLogo32.png \Template\Images\macroview.udn\Feature.gif \Template\SQL\UDNServiceApplication\UDNServiceApplication.s ql \WebClients\UDNServiceApplication\client.config \WebServices\UDNServiceApplication\UDNServiceApplication.sv c \WebServices\UDNServiceApplication\web.config Windows\Assembly\MacroView.SharePoint.UniqueNumbering.dll Windows\Assembly\macroview.udn.common.dll Effective: October 2013 Page 19
7. Removing MacroView Unique Document Numbering Software 7.1 Retract the solution 7.2 Delete the solution Running the following command on a SharePoint server located in a SharePoint 2010 Server Farm will deactivate the Solution on all Web Front End servers in that Farm: Uninstall-SPSolution -Identity "MacroView Unique Document Numbering.wsp" Running the following command on a SharePoint server located in a SharePoint 2010 Server Farm will remove the Solution from all Web Front End servers in that Farm: Remove-SPSolution -Identity "MacroView Unique Document Numbering.wsp" Effective: October 2013 Page 20
8. Upgrading from SharePoint 2007 Configure your numbering scheme using the steps in the Administrators Guide. Set the Offset value to the ID of the last document you created. Ensure that the Unique Numbering Site Collection features are active Ensure that the settings are correct for the built-in SharePoint numbering http://[server]/_layouts/docidsettings.aspx Wait at least half an hour after the following two SharePoint jobs have run (you can check progress at (http://centraladmin/_admin/timer.aspx): DocIDAssignment DocIdEnable 8.1 Troubleshooting Open a command prompt and execute the following command: C:\WINDOWS\Microsoft.NET\Framework64\v2.0.50727\InstallUtil.exe c:\windows\assembly\gac_msil\macroview.udn.powershell\1.0.0.0 6f7d66a3bb7de652\macroview.udn.powershell.dll Open the SharePoint 2010 Management Shell and execute the following commands: Add-PSSnapin macroview.udn.powershell Upgrade-UdnTo2010 -NumberingFieldName "Doc ID" -scope "WebApp" -url " " NOTE: replace Doc ID with the one in your scheme. Valid values for scope are Site, Web, List, Farm, WebApp 8.1.1 Upgrade-UdnTo2010 Invalid field name. {ae3e2a36-125d-45d3-9051-744b513536a6} Enable features on site collection and run the job DocidEnable, then wait. 8.1.2 Upgrade-UdnTo2010 The file you are attempting to save or retrieve has been blocked from this Web site by the server administrators. View all files without folders and order by ID, find first not having Document ID, add the extension in central admin Effective: October 2013 Page 21