Documentation

# Configuration

Use the DMS Config application to configure the DMS 365 webpart.

For each panel/view the columns and refiners can be configured. Click on Initialize with default settings to create default settings, that can be modified after they are created.

The left navigation bar can be configured. Specify max 2 levels. The top level will only be rendered if there are subitems.

Use the localized keys to automatically translate the terms inside the Title and Tooltip.

Currently two types are supported. Based on the url the correct type will be configured.

  • list
  • iframe

To configure an iframe, specify an URL that will be rendered. If it's a relative url, the current sharepoint url will be automatically added.

To configure a list, use the following format list=view with the fixed view names:

  • mydocuments
  • recentdocuments
  • mymattersdocuments
  • favoritedocuments
  • mymatters
  • recentmatters
  • allmatters
  • favoritematters
  • allclients
  • allcontracts.

Icon
Specify the name of the icon. Possible values can be found here (opens new window).

Tooltip
Specify the tooltip

View Sharepoint Group Specify the name of the sharepoint group. If the current user is member of this group, the item will be visible. Use sharepoint groups from the sitecollection where DMSFL is installed.

The Epona DMS 365 app uses search to show all information from Sharepoint. By default there are no managed properties configured to return additional columns from the Matter List. Open the DMS Configu tool, click on Search and add the missing columns from the Matters List. This will take max 24 hours before the columns are crawled by Sharepoint.

# Caching

The settings for Epona365 are stored in the application storage of the browser. A background process will remove obsolete settings when the settings are too old.

Most of the settings are automatically refreshed after a change. In some cases a duplicate reload of the app (browser) is necessary to have the latest settings. Use the menu option Clear local cache to manually clear the Epona365 cache.

# Columns

  • Name
    Specify the column label

  • Managed property
    Specify the name of the managed search property

  • Type
    Title => the shortcut icon menu is shown. The column width will always auto-expand
    Date => only the date part will be rendered
    DateTime => the date value will be rendered with relative labels (like 2 hours ago)
    Size => the value will be rendered with relative labels (like 1mb)
    Teams => a team icon will be rendered if value is true
    HasAttachment => a paperclip will be rendered if true
    Importance => an importance icon will be rendered
    To => rendered value has a fallback to managed property DMSSMTPTo / DMSTo

  • Sortable
    Specify if the property is sortable

  • Sort order
    Specify the default sort order

  • Width
    Only specify a value (> 0) if the column should have a fixed width

  • Fill space
    Only specify a value (>0) if the columns should use all the available width (expand). If more columns have a value the width is spread over the columns with the relative value. If the first column has a value 1 and the second has a value of 2. The total width is divided by 3 and relatively spread over the two columns as configured.

A column that has SharePoint column formatting configured on it (for example a choice column shown as a coloured pill) renders with that formatting in the document list, matching how it looks in SharePoint — no separate setting needed here. Columns without formatting, and formatting using constructs Epona365 doesn't support, continue to show the plain value.

# Refiners

  • Name
    Specify the refiner label
  • Managed property
    Specify the name of the managed search property
  • Type
    Single select => only one refiner can be selected
    Multiple select => one or more refiners can be selected and are used in the search with an OR statement
    Date => pre-defined date values can be selected
    User => one or more users can be selected. The items are rendered with a user image based on possible hit on email address
  • Filter
    See the Microsoft Documentation (opens new window) for possible values.
  • Icon
    Specify the name of the icon. Possible values can be found here (opens new window).
  • Sort order
    If a descending order is specified and a filter specified, the sort is descending based on the frequency.

# Clients

Currently one view is supported. Specify which columns and refiners should be visible.

# Matters

Currently one view is supported. Specify which columns and refiners should be visible. If the MatterName column is used in the MatterList, use that field as Title field. Sorting is not possible on the Title field.

# Content types

When documents are displayed, the view associated with the ‘Default’ content type is shown. If this content type does not exist, the ‘DMS Document’ content type is used as a fallback.

NOTE: Prior to version 25.9.0, the first (topmost) content type was used as the default.

In the Matter view the ClientName and MatterName columns will be automatically removed.

Add a second content type for email named 'DMS Email' to specify the columns and refiners when an email view should be used. The email view is activated based on the foldername, specified in the DMS Config section.

# DMS Config

The following settings that are set via the DMS Config tool are also used in Epona365.

# License

Copy the Client Name and Activation code from the SLM Portal (opens new window) when registering the product DMSfor365 and register/activate the license.

For every user that uses the application a license is automatically registered each time the application is started.

# Outlook

  • Create Client/Matter
    If enabled, the create client/matter button is visible. If no url is specified, the default URL is used (/Lists/Matters/NewForm.aspx?IsDlg=1)
    If the open in new window option is enabled, Create Client/Matter opens the custom URL — or the default form without IsDlg=1 — in a new browser window/tab instead of the in-app dialog. Use this for tenants whose portal blocks iframe embedding.
  • Search sitecollection
    If no url is specified, the dmsforlegal sitecollection is used. Make sure a subsite Search is available.
    Enter a full URL, for example https://contoso.sharepoint.com. A value of / is stored as empty, so the dmsforlegal sitecollection is used instead.
  • Query text addendum
    A search query (KQL) that is added to every document search: All, Recent, My, My Matters documents, Contracts and Favorites (only when a filter is applied, or when it is sorted and holds more than one page). It is added to the search text itself (the Querytext), so it narrows the results and can affect relevance ranking. Users never see it in the search box.
    To limit the documents to the Epona365 sites, list their site IDs: NormSiteID:{guid1} OR NormSiteID:{guid2}. Use site IDs, not Path:. Sites with Restricted Content Discovery are only returned this way (see below).
    SharePoint limits the length of the search text to about 4,000 characters, enough for about 80 site IDs. When the addendum plus what the user types is longer, the addendum is applied as a hidden constraint for that search instead. Restricted sites can then be missing from the results.
    An addendum longer than 255 characters (about 5 site IDs) needs the Value column of the configuration list to be multi-line text. On older installations it is single-line text, and saving a longer value fails with "Invalid text value". Run the SharePoint configuration validation in DMS Configuration Center and upgrade the Value field to fix this.
  • Hidden constraints
    A search query (KQL) that is added as a hidden constraint (HiddenConstraints) to the same document searches as the Query text addendum: All, Recent, My, My Matters documents, Contracts and Favorites (only when a filter is applied, or when it is sorted and holds more than one page). It is not added to a search inside a matter. Use it for filters that must not affect ranking, for example -FileType:aspx. Until this setting existed, the Query text addendum was applied this way. If a filter in an existing addendum needs the old behaviour, move it here.
    The field is set in the DMS configuration under Advanced search.
  • Maximum Results
  • Include results from all geo locations
    For Multi-Geo tenants, includes search results from every geo location instead of only the local tenant geo. Every geo location's root site must grant Read to all users, otherwise results come back partial.
    Opening a document that lives in another geo location also needs the AllSites.Read SharePoint permission approved — see Multi-Geo Tenants. Without it, search finds those documents but their context menu and details panel fail with an authorisation error.

# Restricted Content Discovery

Restricted Content Discovery (opens new window) (RCD) hides a site from organization-wide search. It is turned on per site with Set-SPOSite -Identity <site url> -RestrictContentOrgWideSearch $true, and turned off again with $false.

SharePoint only returns content from a restricted site when the search names that site in the search text. A site named in a hidden constraint or a result source isn't enough. Epona365 does this as follows:

  • Matters, My Matters and Clients: each search names the matters or clients list and its site. No configuration needed.
  • Inside a matter: a search names the matter's own site. No configuration needed.
  • All, Recent, My, My Matters documents, Contracts and Favorites (only when a filter is applied, or when it is sorted and holds more than one page): these search across sites, so Epona365 can't know which sites to name. Put the site IDs of the Epona365 sites in the Query text addendum, for example NormSiteID:{guid1} OR NormSiteID:{guid2}. A restricted site that isn't in the addendum is missing from these views. Favorites otherwise comes straight from the user's favorites list, so it isn't filtered and restricted favorites are shown.
    The addendum is a filter: these views then only show documents that match it. To add restricted sites to an existing filter, combine them with OR, for example Path:"https://contoso.sharepoint.com/sites/dms*" OR NormSiteID:{guid}. This doesn't work when the other side of the OR matches everything (such as *): SharePoint then doesn't return the restricted site. In that case, list every Epona365 site, restricted or not.

Set the Search sitecollection to the full tenant URL (https://contoso.sharepoint.com).

To check whether a site is restricted: Get-SPOSite -Identity <site url> | Select RestrictContentOrgWideSearch.

The search box in Matters, Clients and Documents searches for the words the user types. Each word must appear in the item; the order doesn't matter. The search box covers the matter's code, name and client, and for documents their title and contents.

Partial words. Every word also matches longer words that start with it, so users don't have to type full names:

Typed Finds, for example
lease Lease agreement Contoso, Leasehold Fabrikam
cont lea Contoso - lease dispute
emp dism Employment (dismissal) Fabrikam

A word of one character, such as the B in Phase B, only matches as a whole word, because a partial match on one letter would find almost everything.

Names with punctuation. Users can type a matter or document name exactly as it is written. Punctuation in it never changes the search:

Typed Finds
Contoso - lease dispute Contoso - lease dispute
Contoso / Fabrikam Contoso / Fabrikam
Contoso/Fabrikam or Cont/Fab Contoso/Fabrikam joint venture
Contoso & Fabrikam merger Contoso & Fabrikam merger
Employment (dismissal) Employment (dismissal) Fabrikam
Project Falcon: due diligence Project Falcon: due diligence
Smith's estate Smith's estate
Merger AND acquisition Merger and acquisition Contoso

Words such as AND, OR and NOT are searched as ordinary words, also in capitals. A - or + at the start of a word doesn't exclude or require anything; it is ignored.

Exact phrases. Text in double quotes is searched as a phrase: the words must appear next to each other, in that order, and are not extended to longer words. "lease dispute Contoso" finds "Lease dispute Contoso" but not "Contoso lease and dispute resolution". Use this to narrow down a long result list.

SharePoint search queries (KQL). Users who know SharePoint's Keyword Query Language can search on specific properties by starting the text with kql:. Everything after the prefix is sent to SharePoint as typed:

Typed Finds
kql:DMSCode:2026-000123 the matter with code 2026-000123
kql:DMSClientName:Contoso the matters of client Contoso
kql:DMSClientName:Contoso AND lease* Contoso's matters with a word starting with "lease"
kql:Contoso NOT Fabrikam items about Contoso that don't mention Fabrikam

Without the prefix, text such as DMSCode:2026-000123 is searched as plain words. Earlier versions treated any text containing : or = as a KQL query; users who searched like that now need to add kql:. A KQL query with a syntax error returns no results.

Limits

  • Partial words only match from the start of a word: lease finds "Leasehold", but hold doesn't.
  • A name written with spaces around a character, such as "Phase 2 + 3", is found by typing it with the spaces. Typing 2+3 without spaces doesn't find it.

# Default ContentTypes

  • File extension msg
    The content types specified are used for the DMS E-mail view.

# Views

  • Folder views
    The DMS E-mail view is used when the name of the folder contains one of the specified foldernames.

# Notebooks

The notebooks settings are used in EponaDMS365

# Terms

The Client and Matter terms can be renamed via the DMS Config.

# Contracts

The Contracts module is active in Epona365 if the Contracts Document library URL or the Contracts ContentType is specified. Configure the columns and refiners for the ContentType in the Epona365 contenttype section.

  • Contracts Document library URL
    If specified, contracts are loaded from this library. Recent-changes is only applied in this mode. Required to create new contracts without prompting for a destination folder.
  • Contracts ContentType
    If specified, contracts are surfaced via SharePoint Search across all libraries the user has access to, filtered by this content type. Results are security-trimmed.

If both are specified, results from both sources are merged and duplicates are removed. If neither is specified, the page shows an empty result set. If the configured ContentType returns no results, the grid shows No contracts found.

# Epona365 Urischeme extender

The Urischeme extended can be configured via the following settings:

  • Disabled, option is not visible in Epona365
  • Enabled, option is visible and enabled in Epona365 (the executable should be installed on all machines)
  • Available, option is visible, but not enabled by default

# Sync to OneDrive

When enabled, a Synchronize with OneDrive option appears in the right-click context menu when right-clicking a matter in the matter view. Clicking it initiates the OneDrive sync via the odopen://sync/ URL scheme, which opens the OneDrive client and starts synchronizing the selected library to the user's local machine.

Configure this setting in DMS Config under Settings → OneDrive → Enable the 'Synchronize with OneDrive'-menuitem in Epona 365:

  • Disabled — the option is not visible in Epona365
  • Enabled — the option is visible and available in the shortcut menu

# Open PDF Files in Default PDF Application

Required Epona 365 WEB version 25.3.* Required DMS Configurator version 25.0.19.0

Inside DMS configurator go to settings - Category Epona365

Enable: Enable odopen (OneDrive open)

In odopen extensions: add Group name with name "PDF"

In extension add PDF and PDFA extension

# Document properties cards

Document properties on the Details panel can be grouped into custom, reorderable cards using DMS Configuration Center.

  • Properties can be grouped into cards, each with its own heading.
  • Cards — including the built-in Properties and Permissions sections — can be placed anywhere on the panel, in any order.
  • Properties within a card can also be ordered.
  • Properties already marked as cards keep showing exactly as before, and are folded into the card list the first time the configuration is saved, so nothing changes visually until an admin actually reorders something.

In the DMS Configuration Center, the Card checkbox on the Document properties grid is replaced with a Details panel cards list for setting this up.

In the document properties, you will then see these as:

# Managed metadata term path

For managed metadata (taxonomy) fields with more than one level, the Details panel of documents, matters and clients can show the full term path, for example Certificate of Malta Registry / Extention, the same way Epona365 Office does.

  • The full path follows the SharePoint column setting Display the entire path to the term in the field (column settings → Display format). When the setting is off, only the term label is shown.
  • Levels are shown top-level term first, separated by a slash with a space on each side (Parent / Child). The term set name is not included.
  • A term at the top level of its term set shows only its label.
  • A term reused from another term set shows the path of its place in this field's term set.
  • Only the Details panel shows the path. Document list columns, exports and quick view still show the term label.
  • After a term is moved or renamed in the term store, the parent part of the path can take up to 12 hours to update (for example, a change made during the day shows the next morning). Reloading the page may be needed if Epona365 has been open all that time.
Last Updated: 10/22/2026, 10:31:59 AM

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