The following provides the best practice guide for enterprise deployments of the Ideagen Mail Manager Enterprise software and associated applications.

Follow each of the steps in turn for a successful implementation. Use the links in each step for additional resources and detail.

1. Get the software

   • Ideagen Mail Manager Enterprise (previously OnePlace Solutions) - Desktop

     • Download the required .msi files for Ideagen Mail Manager Enterprise & Ideagen Mail Manager Enterprise Docs in preparation for packaging.

   • Ideagen Mail Manager Enterprise App (previously OnePlaceMail App)

     • Ideagen Mail Manager for Outlook web app is deployed centrally via the Admin Center (by Microsoft 365 Admin)

    

2. Create the OnePlace Administration Site (pre-requisite for Steps 4, 5 and 6)

   • The Ideagen Mail Manager Enterprise Administration Client will enable you to configure and customize Ideagen Mail Manager Enterprise via Configuration Profiles and Solution Profiles (if licensed for Solution Profiles). It is only required for this.
   • Note: You do not require the Ideagen Mail Manager Enterprise Admin site connection in the Administration client for the Email Column deployment (refer to Step 3. Add Email Columns).
   • For the Ideagen Mail Manager Enterprise Admin site, it is recommended to use the URL name 'oneplacesolutions' for best practice and minimal configuration changes.
   • Create the Ideagen Mail Manager Enterprise Administration Site

    

3. Add Email Columns

   • To capture and promote email attributes when saving emails and attachments to SharePoint the appropriate SharePoint columns should be created. Please see how you can achieve this via the Administration client.
   • How to add email columns to your SharePoint for metadata capture
   • Using email site columns

    

4. App only: Central Search email properties (Search Schema)

   • The Administration Client includes a tool that configures the SharePoint Search Schema to support email-specific columns through the left navigation in the modern App's Search application. This allows users to view metadata for all saved emails, as well as search, sort (by Sent Date), and filter metadata within the Search application.
   • This article walks you through the process of configuring the SharePoint search schema: Configuring SharePoint search schema

Customize and Personalize

5. Desktop only: Central Configuration
   (Control configuration for your users centrally)

   • Customize your user experience and client settings as required: re-label or hide buttons, deploy sites and turn on/off prompts. Get started here: create-profile
     • Connecting users to a configuration profile
   • Most configuration settings are specific to Ideagen Mail Manager Enterprise Desktop and Ideagen Mail Manager Enterprise Docs Desktop only. For Ideagen Mail Manager Enterprise App, these are also applicable: Shared App & Desktop settings

      

6. Solution Profiles
   (add-on to enable this feature - please check your licensing)

   • Solution Profiles provide powerful options to personalize solutions built in Microsoft 365 to help drive greater adoption.
   • Click here to get started creating dynamic Solution Profiles for users.
   • Creating and managing solution profiles

   • See how Solution Profiles can dynamically deliver content to users:

     • Overview of Solution Profiles
     • Legal Matter Management
     • Project Management Solution
     • Human Resource Solution

Email Tracking & Automation (add-on)

7. Setup 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 license (formerly Email Tracking license).
   • Setup instructions here: Setting up email tracking and automation

License & Deploy

8. Ideagen Mail Manager Enterprise Desktop

   • Ideagen provides msi files for packaging and deploying the desktop software
     • Download the relevant .MSI files for your environment
     • Confirm all pre-requisites have been deployed to your environment
     • Package the .msi files for deployment with appropriate switches
     • Licensing: Licensing is tied to the users Microsoft 365 account. They will be automatically licensed on signing in to the software.
       • Note: The Ideagen Mail Manager Enterprise Administration client software only needs to be installed on Administrator desktops (not to all end users)

   • Provide consent on behalf of users

     • Ideagen Mail Manager Enterprise Desktop requires permission to perform specific tasks in Microsoft 365. To prevent each user from being prompted for these permissions on first use, we recommend using the following link to provide consent to these permissions on behalf of users.

        

9. Deploy Ideagen Mail Manager Enterprise App to users

   • Using the Office Administration Center you can select to deploy the app to 'Everyone' or select specific users or groups.
   • Click here for deployment steps.
     • Licensing: Licensing is tied to the users Microsoft 365 account. They will be automatically licensed on signing in to the software.

   • Provide consent on behalf of users

     • The Ideagen Mail Manager Enterprise App requires permission to perform specific tasks in Microsoft 365. To prevent each user from being prompted for these permissions on first use, we recommend using the following link to provide consent to these permissions on behalf of users.

    

10. Internal Training

    • Getting started with OnePlace solutions | Desktop
    • Getting started with the Ideagen Mail Manager: Enterprise web app