See how Ideagen Mail Manager files correspondence to the project rather than the person, so a departure stops being an information loss event.
Email continuity when staff leave or are absent
When someone leaves, their inbox goes with them. Years of client correspondence, agreements and approvals become inaccessible, and the business only finds out what it has lost when it needs something from it.
Ideagen Mail Manager files email to the project or matter rather than the person, in SharePoint Online. When people move on, the correspondence stays where the team can still find it.
Correspondence filed to the project, not the person
Filing to a shared structure in the organization's own Microsoft 365 environment means the record belongs to the business rather than to an individual mailbox.
Machine learning suggests the filing location as messages are sent and received, so continuity does not depend on someone remembering to copy things into a shared folder before they go.
Correspondence that leaves with the person
A departure or restructure takes the project history with it, and what remains is whatever happened to be copied to someone else at the time.
Because Ideagen Mail Manager files to the project as the message is sent, the record is already shared by the time anyone hands in their notice. Deactivating a mailbox no longer removes the correspondence from the business.
No cover during absence
When a project lead is on holiday or off sick, the correspondence the rest of the team needs is locked in a mailbox nobody else can open.
Shared access to the filed record means colleagues can pick up a thread without waiting for someone to return or asking IT to open a mailbox. Deadlines stop depending on one person's availability.
Handovers that lose the reasoning
A handover document records the decisions but not the correspondence behind them, so the next person inherits the what without the why.
A complete filed thread shows how a position was reached, who agreed to it and when. New team members can access correspondence from before they joined, which shortens the time it takes them to become useful on a project.
Filing outside SharePoint?
If your team files project email to a file server, network drive, ProjectWise or Procore rather than SharePoint Online, Ideagen Mail Manager handles those destinations directly. See how it fits your setup.
Ready to keep the knowledge when people leave?
