Who is this article for?

Users getting started with Suggested Locations.

No elevated permissions are required.

Suggested Locations automatically recommends relevant SharePoint filing locations based on your email's attributes and previously filed content.

Understanding how Suggested Locations works

Suggested Locations works automatically with no configuration required. It analyses the attributes of the email you are filing and searches for related content previously filed in SharePoint to recommend the most relevant filing locations. The more emails that have been filed to SharePoint, the more accurate the suggestions will be.

By default, up to three locations are displayed in minimal view. This can be expanded to show up to six locations via the Admin Client.

Disabling Suggested Locations

To disable the feature:

1. Open the Admin Client.
2. Set the Suggested Locations When Saving visibility to false.

Configuring managed properties

Managed properties are indexed search columns in SharePoint that allow more precise and faster search compared to free text search. Configuring them enhances the accuracy of filing suggestions.

Note: Managed properties need to be set up in SharePoint's search schema by a SharePoint administrator before they can be configured in the Admin Client.

To configure a managed property in the Admin Client:

1. Enter the managed property name exactly as it appears in your SharePoint Search Schema.
2. Ensure the capitalisation matches precisely (for example, EmFromSMTPAddressOffice).

Important: If the name does not match exactly, the search will not be able to use the managed property.

Setting up extraction rules

Extraction rules allow you to define regex (regular expression) patterns to extract specific terms from email properties for use in Suggested Locations search. This is useful for organisations that use structured identifiers in their emails such as:

• CRM numbers
• Project numbers
• Matter numbers
• Invoice numbers

For example, if your organisation prefixes email subjects with a project code like PROJ-2024, a regex rule can extract that code and use it to search for related previously filed emails in SharePoint, surfacing the most relevant filing location as a suggestion.

To configure an extraction rule:

1. Enter the internal column name of Ideagen Mail Manager's list column in the File Property to Extract Text From field (for example, EmSubject not "Email Subject").
2. Define your regex pattern.

Important: You must use the internal column name, not the display name visible in SharePoint. Display names are for readability in the SharePoint UI only and are not recognised by the system. Using a display name will cause the extraction rule to fail.

If no extraction rules match, that configuration is ignored and Suggested Locations falls back to its default search behaviour. If you configure multiple extraction rules, only the first rule with a matching value is applied. Remaining rules are ignored.

Understanding supported locations

Teams locations are supported as Teams document libraries are built on SharePoint. OneDrive locations are currently not supported.