Who is this article for?

Administrators who want to learn to set up email tracking and automation.

Ideagen Mail Manager Tracking & Automation licence and Administrator permissions are required.

This article guides you through setting up email tracking and automation in Azure using the unified setup script, enabling productivity features that show when and where emails are saved in Microsoft 365 and automate email filing.

1. Understanding email tracking and automation

Email tracking boosts productivity by showing when and where emails are saved in Microsoft 365. The included Mail Automation feature automates email filing via Conversation ID tracking or Save Folder settings.

Both features are available to users with an active Ideagen Mail Manager Tracking & Automation licence (formerly Email Tracking licence).

2. Meeting the prerequisites

Before setting up email tracking, ensure you meet the following requirements:

3. Running the setup script

This setup uses a single PowerShell script, EmailTrackingSetup.ps1.

To run the script, follow these steps:

1. Download the script and email tracking code package.
2. Right-click the script.
3. Select Run with PowerShell.

This will launch the setup wizard.

Note: Your browser may display a warning when downloading the EmailTrackingSetup.ps1 file, stating it "could harm your device." This is standard for PowerShell scripts. You may want to validate the digital signature to confirm its authenticity and confidently use the code.

4. Setting up as a new user

If you have not set up email tracking previously, follow these steps.

To run the script with choice "1", follow these steps:

1. Type 1 when prompted.
2. Press Enter.

To create the App Registration, follow these steps:

1. Provide a name for the App Registration or use the default name Ideagen Mail Manager Enterprise Email Tracking.
2. Press Enter.

Important: The name cannot be duplicate to any existing App Registration. If an App Registration exists, it can be reused by providing an existing Client Secret or leave blank and press enter to create a new secret.

5. Setting up as an existing user

If you have an existing Ideagen Mail Manager Tracking & Automation licence and an existing Azure resource group containing an older version of Ideagen Mail Manager Email Tracking service, follow these steps.

To indicate your existing setup, follow these steps:

1. Type 2 when running the script.
2. Press Enter.

6. Deploying via Azure Marketplace

Follow the instructions appearing on the EmailTrackingSetup.ps1 script to deploy the solution via Azure Marketplace.

Important: Creating a new resource group during the Marketplace offer deployment on Azure portal will result in deploying a new instance of Email Tracking and Automation service. If you have an existing older version of Email Tracking service instance and want to upgrade, please select the specific existing resource group.

Before proceeding, ensure you have the following details ready:

Screenshot 1:

Screenshot 2:

To complete the Azure Marketplace deployment, follow these steps:

1. Navigate to the Azure Marketplace.
2. Search for the Ideagen Mail Manager Email Tracking solution.
3. Click Create.

4. Select your subscription.
5. Select or create a resource group.
6. Enter the Application ID when prompted.
7. Enter the Tenant ID when prompted.
8. Enter the Client Secret when prompted.
9. Enter your OnePlaceMail Subscription ID.

10. Review the configuration.
11. Click Review + Create to deploy.
12. Wait for deployment to complete.

13. Return to the EmailTrackingSetup.ps1 script.
14. Enter y to proceed once the Azure Marketplace deployment is completed.

7. Collecting resource information

The script will connect to your Azure subscription and collect information about deployed resources.

To collect resource information, follow these steps:

1. Select your Azure subscription from the list.

2. Select the resource group containing email tracking resources.

The script will detect the email tracking Function App automatically.

8. Validating configuration

The script will validate and set up configurations additional to what is already in the Azure Marketplace offer. These configurations must be set up post deployment, including:

• Validating Service Bus
• Setting HealthCheckKey
• Azure Cosmos Database firewall

This step runs automatically and requires no user input.

Important: Azure Cosmos Database takes longer time to configure the firewall (usually 10 to 15 minutes). By default, the Azure Marketplace offer provisions a database that is publicly accessible on the internet. This step configures the database to stop allowing public traffic and to add the Function App's outbound IP addresses to the whitelisted IPs list.

9. Deploying the application

The script will configure email notifications and deploy the application code.

To deploy the application, follow these steps:

1. Right-click the Email Tracking Code Package.zip.
2. Select Copy as path.

3. Paste the path into PowerShell when prompted.

4. Press Enter to accept the default staging slot name or enter a custom name.
5. Choose whether to swap to production immediately by entering y to activate immediately or n to deploy to staging only (recommended for first-time setup).

6. Wait for deployment to complete.

10. Moving the application to production

To swap slots so the application version moves to production, (depending on your choice above in point 9.5)

Please follow these steps:

1. Open the Function App instance.
2. Switch to the Deployment slots tab.
3. Click Swap.

4. Click Swap in the pane on the right.

11. Configuring clients

The final step requires you to configure your Ideagen Mail Manager clients.

To configure clients, follow these steps:

1. Copy the Email Tracking Service URL displayed in the script (you can also find this URL in the Overview section of the Function App resource instance).

2. Open the Administration Client.
3. Select Central Configuration.
4. Open the profile for customisation.

5. Search for Email Tracking Service configuration.
6. Double-click the row to open it.
7. Paste the copied URL into Email Tracking Azure Service base address.
8. Click OK.
9. Click Save Pending Changes.

The configuration changes sync to Ideagen Mail Manager clients within an hour by default. Once synced, users will be prompted to restart Outlook.

Your clients are now configured to integrate with the email tracking service.