Ideagen Mail Manager Reviews & Product Details

Ideagen Mail Manager is email filing and search for project-based businesses, used by 48,000+ users across 2,600+ AEC firms including Arup, WSP and Nitsch Engineering. It works inside Microsoft Outlook and files emails to the project, not the person, so any project email can be found in seconds, years after the team has moved on. Dispute navigation. When a client challenges a scope change, an approval or a decision, firms need the full email trail fast. 47% of project information relating to scope changes sits in email (Ideagen research, 507 AEC leaders). Nitsch Engineering cut e-discovery from weeks to minutes. Information loss. Project teams disband and key people leave, and their inboxes go with them. Mail Manager files to the project rather than the individual mailbox, so when someone leaves, the knowledge stays. How it works Prompt & Predict: machine learning learns filing behaviors and suggests the right location as emails are sent and received. Advanced Search: finds any filed email in seconds across years of project history. At Formation Architects, finding a specific email went from up to a week to seconds. Your data stays on your infrastructure: emails file into Microsoft 365 (SharePoint, OneDrive and Teams), file servers, ProjectWise, Procore, Viewpoint, Synergy and Ideagen Collaboration Portal. Ideagen is the filing layer, not the storage. Works in Classic and New Outlook, with a mobile app for filing and search on the go. Typically up and running in a day. “Most projects don’t go wrong, but if they do, email becomes critical.” Paul Hill, BIM Specialist, Arup Who it’s for. Firms working on significant projects, where a lost email means a dispute that can’t be defended or knowledge that walks out the door. Built at Arup in 2003 to solve Arup’s own email problem, and still used by Arup today. Firms that file only to SharePoint Online are usually better suited to Ideagen Mail Manager Enterprise.

Seller

Ideagen

Discussions

Ideagen Mail Manager Community

Languages Supported

English

Solution Type

Best-of-Breed

Overview by

Maria Aksiantsiuk (Marketing Manager at Ideagen)

Value at a Glance

Averages based on real user reviews.

Time to Implement

1 month

View More Pricing Information

Ideagen Mail Manager Integrations

(6)

Verified by Ideagen Mail Manager

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Garry B.

Mid-Market (51-1000 emp.)

2/8/2024

"Efficient & Compatible"

4.5/5

What do you like best about Ideagen Mail Manager?

Upon installation, I found that Mail Manager blended in perfectly with Outlook without any IT issues. It creates its own tab, etc. and was flawless in its operation. For Projects, it's imperative that we keep an email trail, and linking Mail Manager to the project files takes away the need to drag emails from folder to folder. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

So far, within 4 Months+ of personal use, I've not had any issues with the software. Asking members of the team who have used it more extensively, they also haven't recorded any negative issues Review collected by and hosted on G2.com.

What problems is Ideagen Mail Manager solving and how is that benefiting you?

Reduces time/administration processes. We create a folder within the Project File (e.g. Runway Upgrade), and upon sending an email, we are prompted by Mail Manager as to where we'd like this correspondence stored. We choose the relevant "project" email file, and voila. The best thing is that Mail Manager will recognise terms within the email, e.g. subject, and will automatically suggest the folder corresponding to it. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Garry,

Thank you for taking the time to share your experience with Ideagen Mail Manager. It’s great to hear that you appreciate the Outlook integration and that you’ve had a flawless experience so far. Your point about reducing time and simplifying administration processes through project-specific email storage is exactly what we aim to deliver, and we’re glad it’s working well for you.

It’s also reassuring to know that you and your team haven’t encountered any issues during your usage. Feedback like this helps us continue enhancing the product to match user needs. Should you or your team have any questions or require assistance, our support team and your account manager are always here to help.

We deeply appreciate your review and look forward to supporting you further.

Kind regards,

The Ideagen Team

Verified User in Consulting

Enterprise (> 1000 emp.)

1/14/2025

"OnePlace Solutions"

5/5

What do you like best about Ideagen Mail Manager?

Great support for the OnePlace solutions product Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

nothing, they provide great support for OPS Review collected by and hosted on G2.com.

Verified User in Architecture & Planning

Small-Business (50 or fewer emp.)

10/10/2024

"Mail Manager has transformed the visibility of emails across our practice"

4.5/5

What do you like best about Ideagen Mail Manager?

It allows a quick overview of emails across the business and our projects; very rapid search functionality, as well as encouraging and making filing of emails easy Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Setting up folders for filing to in Sharepoint is quite a manual process - is there a way this could be automated through Mail Manager? Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Thank you very much for your feedback!

It’s fantastic to know that Ideagen Mail Manager helps you quickly see emails and projects and makes filing easy. Thanks for your feedback about setting up SharePoint folders. We’re working on automating it so please keep a look out for product updates coming soon.

Your feedback on filing and integration is valuable! Thank you!

Verified User in Construction

Small-Business (50 or fewer emp.)

2/3/2025

"Ideagen is tempermental - when it works - great! when it doesn't its fustrating"

3/5

What do you like best about Ideagen Mail Manager?

Easy to organise emails when it works and keeping emails tidy Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Does not file email properly or syncing issues Review collected by and hosted on G2.com.

Adrian S.

Small-Business (50 or fewer emp.)

3/18/2024

"Simple, intuitive and slick"

4.5/5

What do you like best about Ideagen Mail Manager?

It allows for a bespoke in house email filing solution in a way that document management platforms do not. I like that it is usually able to identify the correct filing location. It also is great for collaboration in terms of shared access to digital files. There was a lot of onboarding support before we launched. We have been desperate for a simple solution to digital filing of emails and attachments that staff will actually use and this has been transformative for us. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Sometimes the system can be a bit buggy. Select file locations can randomly and occasionally disappear only to reappear on a reboot of the software. I think the automatic identification of file locations could be a bit better too and the user interface could be further polished and simplified. I felt that after we launched it would have been nice to have more follow up support from the initial contact over the following few months until everything had been bedded in. I expect a lot of this will improve with development of the produce though and quibbling really as it has been a game changer for us. Review collected by and hosted on G2.com.

What problems is Ideagen Mail Manager solving and how is that benefiting you?

Legal document management software often introduces a number of features and processes we don't want. The interface for filing and accessing emails is clunky. Mail Manager allows us to go with our own processes and using Windows and Outlook interfaces familiar to our staff rather than another platform which in our experience was generally a much slower and more cumbersome experience. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Adrian,

Thank you for sharing your thoughtful review. We’re pleased to hear that Ideagen Mail Manager has been a transformative solution for your team, particularly in simplifying email filing and enhancing collaboration.

We appreciate your feedback regarding occasional bugs and areas where the user interface and file location identification could be improved. Your comments about follow-up support post-launch are also noted, and we’ll consider this as we continue to enhance our service. Constructive insights like yours are invaluable in driving development.

If there’s anything we can assist with or if you have further suggestions, don’t hesitate to reach out to our support team or your account manager.

Kind regards,

The Ideagen Team

Verified User in Civil Engineering

Mid-Market (51-1000 emp.)

6/13/2024

"Mail Manager Review"

3.5/5

What do you like best about Ideagen Mail Manager?

Search features have made finding emails far easier than Outlook's built-in features. I have also enjoyed the automated email filing for older emails to clean up my inbox a bit more. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

This is not a fault of Ideagen, but getting buy-in at higher levels of our organization has been challenging for such a tool despite mid-level management enjoying the features of the product. Providing some added support in this regard could be helpful. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi there,

Thank you for sharing your feedback on Ideagen Mail Manager! It’s great to hear that the search features and automated email filing have made managing your inbox easier and more efficient. We’re glad our solution helps you save valuable time, especially when locating important notices in your work.

You’ve brought up a thoughtful point about gaining buy-in at higher levels of your organization. While this can sometimes be a challenge, we appreciate you letting us know. We’re always here to provide resources or support to help showcase the value of Ideagen Mail Manager to others in your team.

We’re committed to making your experience even better. If you have any questions or would like further assistance, our support team or your account manager is ready to help.

Kind regards,

The Ideagen Team

Alex R.

Commercial Director

Mid-Market (51-1000 emp.)

3/26/2024

"A great solution to filing and sharing mail regarding ongoing and archived projects."

4/5

What do you like best about Ideagen Mail Manager?

Central storage location.

Quick search facility.

Reviewing communication across all contracts without being cc'd.

Quick and easy to use. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Due to our IT systems, we have a physical server which means we are unable to use the Mail Manger App / WebApp - if compatibility issues could be resolved this would help. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Alex,

Thank you for taking the time to share your experience with Ideagen Mail Manager. It’s great to hear how features like the central storage location, quick search functionality, and seamless communication review have proven valuable to your work.

We appreciate you bringing up the compatibility challenges related to your physical server setup. For further discussion and assistance, we encourage you to get in touch with your account manager — they’re happy to help.

If you have any additional questions or need support, our team is always here to ensure you get the most out of Ideagen Mail Manager.

Kind regards,

The Ideagen Team

Verified User in Consulting

Small-Business (50 or fewer emp.)

3/18/2024

"A fantastic tool, that really helps productivity"

4/5

What do you like best about Ideagen Mail Manager?

This product really helped the efficiency of our business from the minute it was deployed. The manual process of dragging and dropping email is gone, and mail manager fits effortlessly into your standard processes, before long you don't even notice it's there. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Ideagen need to look at how this process works in the background because once or twice a day it becomes very memory hungry, and bring my laptop to a standstill. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi there,

Thank you for sharing your positive experience with Ideagen Mail Manager! We're happy to hear that it has improved your business efficiency. We appreciate your feedback regarding the memory usage issue and will certainly look into optimizing the background processes to prevent any disruptions to your laptop's performance.

If you encounter any further issues or have additional suggestions, please feel free to reach out to our support team or your account manager. We're here to ensure that Ideagen Mail Manager continues to benefit you hassle-free.

Kind Regards,

The Ideagen Team

Kaushik M.

Senior Analyst

Mid-Market (51-1000 emp.)

7/30/2024

"Excellent"

5/5

What do you like best about Ideagen Mail Manager?

We can prioritise the important emails.. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Nothing basically. Everything looks great Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Kaushik,

Thank you for sharing how Ideagen Mail Manager is helping you prioritize important tasks. We're committed to providing solutions that make your work easier.

Kind Regards,

The Ideagen Team

Matthew S.

Small-Business (50 or fewer emp.)

1/2/2024

"Functional and easy"

4/5

What do you like best about Ideagen Mail Manager?

The helpful prompts and automatic folder discovery make the software very easy to use and understand. The ability to have "master" preferences is also useful to have company-wide policies. The setup was easy and post-intergration support has been good. We use the software daily in our professional services role. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

It would be helpful to have an email tagging system so that emails received are automatically filed rather than having to manually move / file them. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Matthew,

Thank you for your thoughtful review and for highlighting some of the key strengths of Ideagen Mail Manager. It’s great to hear that the helpful prompts, automatic folder discovery, and master preferences are proving valuable in your daily professional services work. We’re also pleased to know the setup process and post-integration support have met your expectations.

Your suggestion regarding an email tagging feature is very insightful, and we truly appreciate you bringing it to our attention. Feedback like this helps us refine the solution to better meet user needs and align with your workflows.

Should you have any further thoughts or need assistance, our support team and your account manager are always here to help. Thank you for being a valued user of Ideagen Mail Manager, and we look forward to continually supporting your success.

Kind regards,

The Ideagen Team