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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Verified User in Architecture & Planning

Small-Business (50 or fewer emp.)

10/30/2023

"Perfect for companies that need to centralize large numbers of emails"

4/5

What do you like best about Ideagen Mail Manager?

Mail Manager is well integrated within Outlook, so it doesn't feel like a separate tool that you need to learn and maintain. Users are automatically comfortable with using it if they are used to Outlook. Also, the fact that it can be configured to prompt users to file an email upon sending or closing it is indispensable. This means the email filing process is streamlined your daily activities and avoids having to develop a discipline of cleaning up your inbox when you have free time... who has free time these days? Also, once a project is finished, its emails get archived along with the project files because they are saved as individual message files on our server. If we ever needed to refer to them in the future, we could do so without needing to have Mail Manager installed. From an IT perspective, Mail Manager solves way more headaches than it creates. Once the initial implementation is completed with the Mail Manager support team, deploying the customized installer is a breeze. We use Mail Manager every day. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Customer support can seem a little bit disconnected, would prefer a more personal connection with someone in their support department after the initial deployment. Also, users need to be careful about the filing process as it is very easy for someone in a hurry to mis-file an email to the wrong place. This has caused occasional problems because once the mis-filed email is loaded into all users' email cache, it can't be easily removed even if you move or delete the filed message itself. It will eventually disappear but it's not instantaneous. Review collected by and hosted on G2.com.

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

Reduces labour associated with filing emails. Reduces loss of emails due to mismanagement of user inboxes. Reduces IT load from supporting users with full inboxes. All of things these mean we can spend more time serving our clients' needs instead of being bogged down with email management. 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 glad to hear that the integration with Outlook and the streamlined email filing process have been valuable for your team.

We appreciate your feedback on the customer support and the filing process, and we will work to improve in those areas. It's great to hear that Mail Manager has helped reduce the labor and IT load associated with email management, allowing you to focus more on serving your clients' needs.

Kind Regards,

The Ideagen Team

Michael v.

Professional Mechanical Engineer

Mid-Market (51-1000 emp.)

11/9/2023

"Mail Manager - cannot work without it anymore"

4.5/5

What do you like best about Ideagen Mail Manager?

Implementation is seamless and the adoption rate is high. The system is so easy to use and requires very little effort and saves a lot of time. I have access to emails from other team members even if I was not copied in the emails. The biggest advantage though is the powerful search function. To find emails has never been this easy. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Not much, maybe implementing with mobile email and new Outlook. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Michael,

Thank you for your thoughtful feedback on Ideagen Mail Manager! We’re delighted to hear that you found the implementation seamless and experienced a high adoption rate among your team. The fact that the tool saves time and is so intuitive to use is exactly what we strive to deliver. We’re especially pleased to know that the powerful search function is making email retrieval easier — this is truly one of the features we’re most proud of.

We also appreciate your comments regarding mobile email functionality and the new Outlook integration. The team has been actively working on enhancements to meet evolving needs, and your comments are invaluable to that process.

If you have any further questions or need assistance, please don’t hesitate to reach out to our support team or your account manager. We’re always here to support you.

Kind regards,

The Ideagen Team

Verified User in Construction

Mid-Market (51-1000 emp.)

1/11/2024

"Issues not being resolved."

1.5/5

What do you like best about Ideagen Mail Manager?

The one and only thing I like is that it could work very well if issues were resolved. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Nothing works as it should. For example I am continually having to search for emails in 2 different folders within my outlook (appear to be duplicates but are not). 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. We're glad to hear you recognize its potential and appreciate your insights, as they are invaluable in helping us improve.

The challenges you've highlighted, particularly around duplicate emails and searching across multiple folders, are issues we take very seriously. We apologize for any inconvenience these have caused and want to assure you that we are committed to resolving them.

If you’d like to share additional details or require immediate assistance, please don’t hesitate to contact our support team or your account manager. Your input is highly valued as we work to enhance the solution and deliver a better experience.

Kind regards,

The Ideagen Team.

Matthew J.

Small-Business (50 or fewer emp.)

Originally submitted 4/17/2023

"Streamlined mail filing and retrieval system"

5/5

What do you like best about Ideagen Mail Manager?

We used to spend a long time filing e-mails manually into project folder. Now they can be filed direct from Outlook with just a few mouse clicks. Complex searches can be done with ease making finding the correct e-mail easy. This piece of software has saved hours per week in lost productivity. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Nothing. It is a beneficial piece of software that I recommend to anyone working with e-mails. The only reason I can see for not using Mail Manager is if you enjoy having a disorganised mail system or enjoy the wasted time from filing. In the words of Mrs Doyle, "Maybe I like the misery!" Review collected by and hosted on G2.com.

Tom M.

Small-Business (50 or fewer emp.)

10/27/2023

"Seamless Mail Manager"

5/5

What do you like best about Ideagen Mail Manager?

Ease of use and integration into Microsoft Outlook. Use for all project emails. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Difficult to sort emails by subject when looking through them Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Tom,

Thank you for your feedback! We’re glad to hear you find Ideagen Mail Manager intuitive and that its seamless Outlook integration supports your project email needs. Knowing it helps you organize emails into project folders aligns with our mission.

We also appreciate your note on the challenge of sorting emails by subject. Feedback like this is invaluable, and we’ll share it with our development team to explore improvements.

If you have any questions or need help, feel free to reach out to our support team or your account manager. We’re here to ensure you get the most out of the solution.

Kind regards,

The Ideagen Team

Verified User in Construction

Mid-Market (51-1000 emp.)

12/3/2023

"Mail Manager"

4/5

What do you like best about Ideagen Mail Manager?

Mail Manager is fairly easy to use and manage. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

It lacks a central database and each computer had to index the storage of emails. This makes it fast, but there are issues where people "lose" emails. 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. We're glad to hear you find it easy to use and manage — usability is always a top priority for us. Regarding the lack of a central database, that’s a helpful insight and much appreciated. Since your review, we've worked on enhancements to address challenges like the ones you mentioned, ensuring smoother email management and improved functionality.

If you have any further questions or need assistance, feel free to reach out to our support team or your account manager — we're here to help.

Kind regards,

The Ideagen Team

Stephen F.

Mid-Market (51-1000 emp.)

2/15/2023

"A Solution long sought after - thank you!"

5/5

What do you like best about Ideagen Mail Manager?

The solution we had been looking for. Thanks! Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

At first some staff found the pop-up window reminders annoying,, but only at first. They get used to it in few months.

Sometimes there is a lag in pop up window response, and staff walk away from their desks, forgetting to Send or Send and File.

And we have had conflicts with our Citrix Sharefile Outlook app. When Citrix is uploading a large file from an email attachment, the delay causes Mail Manager to pause, try again and then crash if there is no response. The result is the email goes into the outbox and does not get sent. Some staff don't notice this and the email never arrives, which can cause problems in a fast working environment.

The workarounds; always check to make sure the email appears in the sent folder...

disable the Mail Manager app, which allows the email to upload the large attachment and send the email. ... OR upload all large files directly to Citrix Sharefile, and email out the sharefile link. In that scenario the attachments do not get filed with the email for the project. Review collected by and hosted on G2.com.

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

We finally are able to file project emails and attachments with the live project in its folder, have it backed up, and make it available to other team members. When a project reaches end of life, all the correspondence with attachments is captured for archiving and future reference. Searching is much more granular so it speeds up finding those difficult to find emails. Review collected by and hosted on G2.com.

Karl S.

Small-Business (50 or fewer emp.)

5/23/2023

"Fantastic product, worth the effort in learning it."

4/5

What do you like best about Ideagen Mail Manager?

Mail Manager is an excellent idea, and very well implemented. Emails are easy to find, very easy to search through and the functionality is all an organisation should need to find the information you would need. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

The new search is a little buggy, and there isn't a way to file an email in two folders without manual messing about. Doesn't always work intuitively, a right click option on email lists would be helpful for copying etc. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Karl,

Thank you for your feedback on Ideagen Mail Manager back in May 2023. We’re glad to hear it’s been effective for organizing and searching emails and boosting your productivity.

We also appreciate your suggestions, especially about the new search functionality and filing emails into multiple folders. Feedback like yours has been key to driving updates and improvements. Since your review, our search functionality has been enhanced significantly and is now one of the features our customers love most. We hope you find these updates helpful as well.

If you’re still using Mail Manager and have more questions, feedback, or need assistance, feel free to reach out to our support team or your account manager. We’d love to hear from you.

Kind regards,

The Ideagen Team

John E.

Small-Business (50 or fewer emp.)

8/9/2023

"Very good overall, needs to be developed to work with Autodesk Construction Cloud as a high priority"

4.5/5

What do you like best about Ideagen Mail Manager?

Encourages staff to file emails properly. The Search tool is great and being able to configure locations via a central config file makes IT management easier. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

It does not work with Autodesk Construction Cloud, this is now mission critical for our business. Your support team are very poor. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi John,

Thank you for taking the time to review Ideagen Mail Manager. It's great to hear that such features like the email filing, search tool and the centralized configuration have such a positive impact on your workflow and IT management.

On the other hand, we’ve taken note of your concerns. The need for Autodesk Construction Cloud compatibility is well understood, and we’ll ensure this priority is shared with our development team. Regarding your experience with our support team, we are sorry to hear it didn’t meet expectations. Your input helps us improve, and we’ll work to address this.

We're always here to help - please contact our support team or your account manager if you need further assistance.

Kind regards,

The Ideagen Team

felix t.

Mid-Market (51-1000 emp.)

11/7/2023

"Quick easy to use"

4.5/5

What do you like best about Ideagen Mail Manager?

Low-faff organization of emails which can be viewed by other colleagues Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Sometimes the SharePoint setup is difficult initially, though simpler once set up Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi Felix,

We're glad to hear that you find Ideagen Mail Manager easy to use and that it helps with organizing emails for projects. We understand that the initial setup of SharePoint can be challenging, but we're constantly working to improve the user experience.

If you have further questions or need assistance with anything, please don’t hesitate to reach out to our support team or your account manager. We’re always here to help.

Kind Regards,

The Ideagen Team