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 Mechanical or Industrial Engineering

Enterprise (> 1000 emp.)

6/23/2023

"Mail Manager"

3.5/5

What do you like best about Ideagen Mail Manager?

Very easy to file all the emails as it auto builds your SharePoint site on it. It saves a lot of time from having to manually do this. I have not come across another system which does this. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

It can sometimes be annoying to continually pop up. I am not sure if there is a way around this as the settings can be quite confusing. If the system was a bit less intrusive when using Outlook that would be better. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Thank you for your feedback on Ideagen Mail Manager back in June 2023. We’re thrilled to hear the tool helped you file emails efficiently and save time—that’s exactly what we aim for!

We also appreciate your honesty about the pop-ups feeling intrusive and the settings being confusing. Since then, we’ve taken similar feedback on board and made several updates to improve notification settings and streamline workflows.

If you’re still using Mail Manager and need help with the latest features or updates, our support team or your account manager is ready to assist. Thanks again for sharing your thoughts—they’ve been invaluable in helping us improve.

Kind regards,

The Ideagen Team

Verified User in Construction

Mid-Market (51-1000 emp.)

5/22/2023

"great app, just occasional issues finding folders via the search. they appear after a few days."

3.5/5

What do you like best about Ideagen Mail Manager?

Keeping correspondence between jobs in one organised folder is amazing, it would be even better if there was a way to check for duplicates. or the same email filed by multiple people that were cc'ed in. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

The occasional disconnect, sometimes it just won't load up with outlook. and also, the folders that go MIA for anywhere from a few hours to a few days. Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Thank you for sharing your detailed feedback about Ideagen Mail Manager back in May 2023. It’s great to hear that you found value in the organized folder structure and ease of referencing old jobs — those features were designed to streamline daily tasks for teams like yours.

We also noted your comments about folder search difficulties, duplication management and occasional Outlook disconnects. Feedback like yours has been instrumental in guiding our improvements over the past couple of years. Since your review, we’ve specifically improved our integration with both Classic Outlook and New Outlook, ensuring a seamless and flawless experience for our customers.

If you’re still using Mail Manager and have any questions or need assistance, please don’t hesitate to reach out to our support team or your account manager. We’d love to hear how things are going!

Kind regards,

The Ideagen Team

Ian P.

Mid-Market (51-1000 emp.)

4/6/2023

"Fantastic time saving and productivity improvement enabler"

5/5

What do you like best about Ideagen Mail Manager?

Simple to use, easy to set up and a superbly effective way to store and retrieve vital information in emails across the organisation. Has saved hundreds of hours and transformed communication flow and customer service Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

The 'New Search' format is dreadful, stick to the 'Classic' search, and all is well Review collected by and hosted on G2.com.

Christopher M.

Small-Business (50 or fewer emp.)

Originally submitted 2/10/2023

"Mail Manager for the win!!"

5/5

What do you like best about Ideagen Mail Manager?

I like that Mail Manager literally manages all the emails you receive. This is perfect for tracking important emails that go out through a company. As a general contractor, we have the rule that we want everything in writing instead of a verbal commitment. With Mail Manager, that is possible. You can manage all your mail and always have the emails you need at hand without losing them. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

There isn't anything in particular that I dislike about Mail Manager. They do everything as advertised. Review collected by and hosted on G2.com.

Verified User in Construction

Small-Business (50 or fewer emp.)

4/6/2023

"A great product that improves workflow, with some limitations"

3.5/5

What do you like best about Ideagen Mail Manager?

Ability to search indexed emails quickly and find a needle in a haystack. Helps users share emails with each other. It's helped us transition away from older technology ie. Outlook public folders. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

It does not work well on SharePoint where many users use many different projects. It takes far too long to index a new location. Needs the ability to be able to search all locations across the company to really harness the power of knowledge sharing. Review collected by and hosted on G2.com.

David F.

Small-Business (50 or fewer emp.)

6/27/2023

"Started using Mail manager 2 years ago and have found it beneficial for our company"

3.5/5

What do you like best about Ideagen Mail Manager?

The triggers to enable automatic filing of emails once sent. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Trouble with filing locations quite often not showing up for unknown reasons Review collected by and hosted on G2.com.

Response from Maria Aksiantsiuk of Ideagen Mail Manager

Hi David,

Thank you for your feedback and for being a valued Ideagen Mail Manager user for over two years! We're glad to hear you find the automatic email filing triggers helpful and that our solution supports your team with company-wide email searches, even for emails sent by others.

Regarding filing locations not always appearing, we appreciate you pointing this out. We'll have our team look into it to improve your experience. If the issue continues, please reach out to our support team or your account manager—we’re here to help.

Your insights help us improve, and we’re committed to providing solutions that support your work. Thank you for trusting us!

Kind regards,

The Ideagen Team

Verified User in Construction

Mid-Market (51-1000 emp.)

4/17/2023

"helpful"

3.5/5

What do you like best about Ideagen Mail Manager?

Nice for my team members to be able to find a bunch of relevant information relating to a project in one location without having to include them on all emails. Especially helpful after people have quit and you can still have access to all their emails! Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

I wish emails filed into Mail Manager would also come up when I search for an email in the general Outlook page, instead of having to open up Mail Manager separately. Makes replying, forwarding, etc. difficult Review collected by and hosted on G2.com.

Cliff R.

Director if Information Technology

Mid-Market (51-1000 emp.)

Originally submitted 2/22/2023

"NO SUPPORT"

2.5/5

What do you like best about Ideagen Mail Manager?

When it works it is great for filing email messages. If you need support you have no one to call and emails them take days to respond. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

NO SUPPORT. CAnnot call or speak to anyone when there is an issue. Review collected by and hosted on G2.com.

Response from Nicola Vass of Ideagen Mail Manager

Hi there, I'm sorry to hear about your current Mail Manager issues. Please could you kindly email me directly at nicola.vass@ideagen.com so I can look into this further? Nicola.

Herolind S.

Small-Business (50 or fewer emp.)

5/22/2023

"simple to use when using pc"

4/5

What do you like best about Ideagen Mail Manager?

Simple to use, easy way to file all the mails in the correct folder Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

Does the job it was made to do, i have only used it for 2 months no errors so far Review collected by and hosted on G2.com.

Verified User in Civil Engineering

Small-Business (50 or fewer emp.)

4/12/2023

"A very easy and comprehensive way of managing emails"

4.5/5

What do you like best about Ideagen Mail Manager?

The search feature makes pinpointing specific emails very easy when searching through a large volumes of emails. The mail pop-up window prompting the user to save the email at the point of sending and not being reliant on the user to file at a later date. Review collected by and hosted on G2.com.

What do you dislike about Ideagen Mail Manager?

There are occasions when it doesn't automatically start with Outlook, but this is the exception, not the rule. The new search feature does not seem as thorough/intuitive as the classic search feature. No ability to file multiple received emails in one go. Review collected by and hosted on G2.com.