Who is this article for?

Administrators who want to learn about email tracking services.

No elevated permissions are required.

This article explains how to configure the email tracking service to provide visibility across the enterprise for emails saved to SharePoint.

1. What Does the Email Tracking Service Do?

The service ensures that when someone saves an email to SharePoint (using OnePlaceMail Desktop or the OnePlaceMail App), all recipients of that email see it marked as "Transferred to SharePoint" in their mailbox. This prevents duplicate work because everyone knows the email has already been filed.

2. What Components Are Involved?

The modern Email Tracking Service is cloud-based and runs entirely in your own Microsoft Azure environment. Key components include:

• Azure Active Directory App Registration:
  Creates an identity in Azure AD (with delegated mailbox permissions) to update emails.
  The app is granted:
• Mail.ReadWrite – To update email categories.
• MailboxSettings.Read – To read existing mailbox categories.
• User.Read.All & GroupMember.Read.All – To access recipient details.
• Azure Resources Deployed for the Service:
  Installed via the Azure Marketplace as the “OnePlaceMail Email Tracking” application. This creates:
• Azure Function App – Runs the tracking logic and processes email update jobs.
• Storage Account – Stores queued operations for reliability.
• Application Insights – Logs and monitors the health of the service.
• Service Bus – Handles communication between components for performance.
• Client Configuration (OnePlaceMail or Administration Client):
  Your OnePlaceMail clients are told where to send tracking requests using your Azure Function URL.

3. How It Works (Step-by-Step)

1. User saves an email to SharePoint using OnePlaceMail.
2. OnePlaceMail sends a tracking update request to your Azure Function (Email Tracking Service).
3. Service queues and processes the request:

• Looks up recipients & groups in the email.
• Applies the “Transferred to SharePoint” category in each mailbox.

4. Completed updates logged in Application Insights (in your tenant).

4. Setup Process in Short

1. Create an Email Tracking App Registration in Azure AD (via provided PowerShell script).
2. Deploy Email Tracking from Azure Marketplace (creates necessary Azure components).
3. Deploy the application code to the Azure Function via PowerShell script.
4. Configure OnePlace clients in your Admin Profile with the service URL and Publish.

(Full guide: ​Email Tracking Modern Setup Instructions)

5. Troubleshooting Tips

• Check Client Secret Validity: The Azure client secret expires every 2 years. If expired, generate a new one in Azure App Registration → Certificates & Secrets.
• Ensure Deployment Slot Swap: After first deployment, swap the staging slot to production; otherwise, the app won’t respond.
• Confirm App Permissions: Verify the correct Microsoft Graph permissions are still in place.
• Check Service Logs:
• Use Application Insights in Azure for errors.
• Verify function endpoints are showing under the Function App in Azure Portal.
• Check OnePlace Admin Settings: Make sure the Email Tracking Service URL is correctly applied to the Configuration Profile.

6. Further Reading

Setting up email tracking and automation – Ideagen Mail Manager • Enterprise | Help | Ideagen Luminate