About Ideagen Mail Manager
Ideagen Mail Manager is the specialist email filing and search tool for project-based businesses. It sits inside Microsoft Outlook, files project emails automatically using machine learning and makes any email retrievable in seconds, however old it is and regardless of whether the person who sent it still works at the firm.
Trusted by 48,000+ professionals across 2,600+ firms for over 20 years.
Built at Arup to solve a real engineering problem
Ideagen Mail Manager was originally built at Arup, one of the world's largest engineering consultancies, to solve Arup's own email problem. Engineers working on complex, multi-year projects needed a way to file correspondence centrally and retrieve it years later when disputes surfaced or project teams moved on. No existing tool did this well enough. So Arup built one.
That tool became Ideagen Mail Manager. Over 20 years of continuous operation and refinement across thousands of firms, it has been stress-tested through countless Outlook versions, Windows migrations and Microsoft 365 transitions. Arup still uses it today.
No other product in this category can claim that origin or that track record.
One problem, solved properly
Ideagen Mail Manager was originally built at Arup, one of the world's largest engineering consultancies, to solve Arup's own email problem. Engineers working on complex, multi-year projects needed a way to file correspondence centrally and retrieve it years later when disputes surfaced or project teams moved on. No existing tool did this well enough. So Arup built one.
That tool became Ideagen Mail Manager. Over 20 years
Ideagen Mail Manager is a point solution. It does one thing, email filing and search for project-based businesses, and it does that one thing better than anything else on the market.
It does not compete against full project information management platforms like Newforma or Deltek. It competes specifically against the email module within those platforms, and it wins that comparison because email filing is its entire focus, not a secondary feature.
Two capabilities drive every purchase decision. Prompt and Predict uses machine learning to learn filing behaviors and suggest the correct project folder for every email sent and received. Advanced Search finds any project email in seconds, across all filed correspondence, from any point in a project's history.
Everything else is context. Those two capabilities are the product.
of continuous operation and refinement across thousands of firms, it has been stress-tested through countless Outlook versions, Windows migrations and Microsoft 365 transitions. Arup still uses it today.
No other product in this category can claim that origin or that track record.
Why firms choose Ideagen Mail Manager
Firms buy Ideagen Mail Manager for two reasons.
The first is dispute navigation. A firm faces legal action or a contract dispute and needs to produce email evidence quickly, completely and in a way that stands up. Without Ideagen Mail Manager, this can take days or weeks of IT resource with no guarantee everything will be found. With it, the same search takes seconds.
The second is information loss. A project team finishes a job, key people leave and their inboxes go with them. Years of client correspondence, agreements and project decisions are effectively lost. Ideagen Mail Manager prevents this by filing emails to the project, not the person. When someone leaves, the knowledge stays.
Proven at scale
Ideagen Mail Manager has been in continuous operation since 2003. It is trusted by 48,000+ professionals across 2,600+ architecture, engineering and construction (AEC) firms worldwide. Named customers include Arup, Ramboll, WSP, Nitsch Engineering, The LiRo Group, KPMG, Kasa Companies and Formation Architects.
AEC is the heritage market and the largest customer segment, but Ideagen Mail Manager serves project-based businesses across many industries including legal, financial services, consultancy, defense, government and property.
Part of Ideagen
Ideagen Mail Manager is part of Ideagen, a global governance, risk and compliance (GRC) software company. Ideagen provides software solutions for regulated industries, supporting the organizations responsible for keeping the world safe, compliant and running.
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