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Enabling email conversation autofiling
Who is this article for?
Users who want to set up email automation via Conversation ID.
Ideagen Mail Manager Tracking & Automation licence is required.
Conversation ID automation allows you to automatically file all future emails in a conversation thread to a designated location in Microsoft 365. Once enabled, you only need to file the first email manually - all subsequent replies will be saved automatically.
This article walks you through the process of enabling the automation for your emails, including limitations to consider.
1. Prerequisites
Below is a list of prerequisites that need to be met before you can set up email tracking.
| Requirement | Details |
|---|---|
| Configured or reconfigured email tracking |
Set up email tracking and conversation automation using a valid Azure subscription with access to Azure Marketplace. If you are using existing email tracking you will need to do the additional steps under "existing users" |
| Email tracking URL | Ensure you have a valid and active email tracking URL configured for your user account. |
2. Limitations
There are a few limitations worth bearing in mind before enabling the automation:
- Forwarding - Automation does not work for forwarded emails, as forwarding breaks the conversation thread.
- Shared mailboxes - Automation is supported for read mode only for shared mailboxes.
- Email actions - If an automated conversation or email is deleted, ignored, blocked, reported as junk, or reported as phishing, it will no longer file automatically. Additionally, if Outlook's filtering rules cause either all future messages or all messages from that sender to be moved to Deleted or Junk folders, automation will stop.
3. Enabling automation
Conversation ID automation works in both read mode (viewing sent or received emails) and compose mode (while drafting a new email).
Once enabled, you can disable the automation at any time.
3.1. Read mode
To enable automation in read mode:
- Select the email to file.
- Open the add-in.
- Choose your filing location.
You will be taken to the Properties page. - Locate the Automation section.
- Tick Save all future emails in this conversation to this location.
- Click Set.
You should see a loading indicator confirming that the automation setup was successful.
All future replies in this conversation will now be automatically saved to your chosen location and tagged with the Transferred to SharePoint category in Outlook.
3.2. Compose mode
To enable automation in compose mode:
- Start composing an email.
- Open the add-in.
- Choose your filing location.
You will be taken to the Properties page. - Locate the Automation section.
- Tick Save all future emails in this conversation to this location.
- Click Set.
You should see a loading indicator confirming that the automation setup was successful.
All future replies in this conversation will now be automatically saved to your chosen location and tagged with the Transferred to SharePoint category in Outlook.