Your organization already pays for SharePoint, Teams and OneDrive. Email is usually the one thing that never made it in, so the correspondence holding your decisions, approvals and client history sits in personal mailboxes instead.
Ideagen Mail Manager files email to SharePoint Online in one click from inside Outlook, filed to the project or matter rather than the person. Correspondence becomes searchable by the whole team, governed like any other record and retrievable in seconds, years later.
Email carries the agreements, the approvals and the version of events that everyone later relies on. When it lives in individual mailboxes, none of that is searchable, governed or safe from a resignation. The cost only becomes visible at the moment someone needs a message and it cannot be produced.
Ideagen Mail Manager connects Outlook, SharePoint, Teams and OneDrive so correspondence is captured where the documents already live. Ideagen does not host or touch the data, and if you stop using the product the filed email stays exactly where it is.
Machine learning suggests the filing location as messages are sent and received, so the record builds without depending on individual discipline. Advanced search then retrieves any filed message in seconds, however old the project and whoever sent it.
Every organization files differently. Ideagen Mail Manager adapts to the structure you already use in SharePoint rather than asking your teams to work somewhere new.
Client correspondence retained, searchable and evidenced against SRA obligations, filed to the matter rather than the fee earner.
Client and engagement correspondence held centrally, so account history survives staff changes and handovers.
Client communications retained and retrievable in line with FCA conduct rules, from a controlled repository.
Project correspondence captured across long-running programs, with a complete record available years after handover.
Advice, scope and approvals filed to the client and engagement, so the reasoning behind a decision is never lost.
Contract and operational correspondence filed centrally, so disputes and claims can be answered from the record.
Records management and freedom of information obligations supported by a complete, auditable correspondence trail.
Transaction and tenant correspondence organized by property or deal, accessible to everyone working on it.
The same problems come up wherever email carries the record of what was agreed.
SharePoint holds the documents but rarely the email that explains them, because filing a message by hand takes eight to ten clicks. One-click filing from inside Outlook puts correspondence and documents in the same place.
Records frameworks usually cover documents and stop at email. Filing correspondence to a controlled repository gives regulated firms an auditable trail that supports ISO 9001, GDPR, FCA and SRA obligations.
Outlook search covers one mailbox, which is no help when the message you need was sent by a colleague. Filing to the project makes the whole team's correspondence searchable from inside Outlook.
When someone leaves, their inbox goes with them and years of client history becomes inaccessible. Filing to the project rather than the person keeps the correspondence with the business.
The licenses are paid for but email never reaches SharePoint, so the investment delivers less than it should. Filing correspondence out of mailboxes reduces storage while making the same email more useful.
When a dispute reaches legal action, the correspondence that settles it is the hardest to find. A complete filed record can be produced on demand rather than reconstructed under pressure.
It’s a great solution. Emails are so prevalent in modern business, so being able to have a digital copy captured in a way that’s searchable and intuitive is a big step in the right direction.
Because of the nature of work I do, I must have every email from the last 10 years at hand. We’ve always been taught and trained that the risk is too big not to have that information.
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.
Whether you manage 5 projects or 500, we’ve seen your project email challenges before. This demo shows exactly how we solve them – from automatic filing to audit-ready records.
What you’ll see in the demo
Includes a personalized walkthrough tailored to your organization.
Not ready to talk? Take the interactive tour and see exactly how Ideagen Mail Manager works – in your own time.
