Your questions about email management software, answered

Ideagen Mail Manager is an email filing and search solution for architecture, engineering and construction firms. It embeds directly into Microsoft Outlook and automatically files project correspondence into your existing storage infrastructure: SharePoint, ProjectWise, Procore or network drives at the point of sending or receiving. Every email is then searchable in seconds, by anyone in the team, however old the correspondence and regardless of staff turnover. 

Ideagen Mail Manager appears as a tab in the Microsoft Outlook ribbon. When you send or receive a project email, it prompts you to file it to the correct project location and its machine learning model (Prompt & Predict) learns your team's filing behavior over time to suggest the right location automatically. There is no separate application to open and no change to your existing email workflow. 

Prompt & Predict is Ideagen Mail Manager's machine learning filing engine. It observes how your team files emails and uses that behavior to predict the correct project folder for each new email at the point of sending or receiving. Over time, suggestions become more accurate and filing requires less manual intervention. This is what separates Ideagen Mail Manager from manual filing or basic Outlook folder management. 

Outlook's native search is unreliable across large volumes of historical email and cannot enforce consistent filing behavior across a team. SharePoint without a filing layer requires manual effort and produces inconsistent results across team members. Ideagen Mail Manager adds an intelligent filing layer inside Outlook that files directly into SharePoint or your chosen system combining familiar Outlook usability with the governance and searchability of structured document management. 

Ideagen Mail Manager is used across architecture, engineering, construction, infrastructure, surveying, consultancy, legal, financial services and other project-based industries. Its largest user base is in AEC, where project correspondence records are required for ISO 19650 and ISO 9001 compliance and where email is frequently called as evidence in contract disputes. 

Most firms are up and running within a day. Ideagen Mail Manager installs as an Outlook add-in and connects to your existing storage infrastructure: SharePoint, ProjectWise, network drives without requiring any server setup on your side. 

Operating system: Windows 10 (with latest updates) or above. Windows 8.1 (64-bit) is untested but should work. 

Microsoft Outlook: Licensed Windows versions of Microsoft 365 or Outlook 2019 (32-bit or 64-bit). Outlook should be configured to use Cached Exchange Mode. Outlook for Mac is not supported. 

Email server: Microsoft Exchange Online or Microsoft Exchange Server 2016 on-premise. 

Processor: Intel 2.5 GHz or faster, minimum 2-core. ARM processors are supported as of Ideagen Mail Manager version 15.1. 

Memory: 8 GB RAM or greater. 

Other: Microsoft .NET Framework 4.6 or newer. Minimum screen resolution 1280 x 768. 

Note: Pre-installed Office installations and "The Office app for Windows 10" are not compatible with Outlook add-ins and are not supported. 

After installing Ideagen Mail Manager, open or restart Outlook. You will be prompted to activate your license. Enter the Key ID and password from the purchase confirmation email you received and restart Outlook to complete activation. IT managers can use existing deployment software to install and activate Ideagen Mail Manager across all user machines; a packaging tool is available to embed license details into the installer. 

Ideagen Mail Manager works inside Outlook, the tool your team already uses every day. There is no new application to learn and no change to existing workflows. Ramboll, a 15,000-person global engineering consultancy, achieved consistent adoption across its organization. Firms with lower adoption typically have not configured the filing prompt settings and your implementation team can advise on this. 

Emails are saved directly into your own storage infrastructure. Ideagen Mail Manager supports filing to: 

• Microsoft SharePoint (Microsoft 365) 
• Bentley ProjectWise 
• Procore 
• Synergy 
• Viewpoint for Projects 
• Local and network folders 

Ideagen Mail Manager does not lock you into a single storage system. If your firm migrates from network drives to SharePoint, for example, the product continues to work with your new infrastructure. 

Yes. Emails can be filed in the normal way when offline. They are held as pending and automatically filed once a network connection is restored. No emails are lost during a network outage. 

No. By default, Ideagen Mail Manager prompts you to file at the point of sending but does not require it. Your administrator can adjust settings to enforce the filing prompt or restrict the send-only option if your firm requires consistent filing compliance across the team. 

Drag the message back into Outlook and file it again, or right-click the email in the search window and select "Move to..." to refile it to the correct location. 

Advanced Search allows any team member to find any project email in seconds, across all projects, all team members and all time periods, including correspondence from staff who have since left the business. Search is indexed across all filed emails and is not dependent on individual inbox access. Outlook's native search cannot reliably replicate this across a large, multi-user environment. 

An Ideagen Mail Manager Location is a link to a destination folder that emails can be filed to. Locations represent the project folders or storage areas in your infrastructure where correspondence is saved. 

A Collection is a file that stores a group of Locations. Collections can be shared between users so that an entire project team can access the same set of filing destinations. Shared Collections are managed centrally and pushed out to users via a Shared Configuration folder. 

No. Your emails are saved in your own infrastructure, your network, SharePoint or cloud storage. Ideagen does not have access to your email data at any point. The data belongs to your firm and you control where it is stored. 

Only if you file them to a shared project location. In that case, access is governed by your firm's standard Windows folder permissions, the same permissions that control access to any other file in that location. Ideagen Mail Manager does not change or bypass your existing access controls. 

Your emails remain exactly where they are in your own infrastructure. Ideagen Mail Manager is the filing layer between Outlook and your storage system. If you stop using it, every email that was filed remains organized, accessible and fully yours. Nothing is held in Ideagen's systems. 

Ideagen Mail Manager supports compliance with ISO 19650 and ISO 9001 by maintaining complete, auditable project email records across the project lifecycle. Firms using Ideagen Mail Manager can produce full correspondence histories on demand, a requirement under both standards' information management obligations. The product does not itself certify your firm for either standard but provides the structured email record-keeping those standards require. 

Ideagen Mail Manager is licensed on a per-user, per-month basis. The minimum license count is 5 users. Volume pricing is available for larger deployments. 

Yes. You can try Ideagen Mail Manager for free with no credit card required. Most firms are up and running within a day. Get a free trial

Yes. Additional licenses of the same type are added to your existing license key. Contact the team to discuss adding users.

Yes. For larger deployments, Ideagen offers volume pricing and enterprise agreements. Contact us to discuss your requirements. Request a demo

You can contact us via our demo request page and we would be happy to help you.