Administrators setting up SharePoint to work with the Mail Manager web search.

Search permissions are required.

Enabling Mail Manager web search uses SharePoint's index to let users find emails from any device.

Emails filed before adding metadata columns to SharePoint libraries lack metadata. The process below restores this data.

This article explains how to update missing metadata for filed emails.

1. Prerequisites

Before following the steps outlined, ensure that:

• Managed properties have been created.
• You have access to the SharePoint sites and Document Libraries contained in the settings.json file.

2. Updating EmailFiling.cfg

To update the file:

1. Open Windows Explorer.
2. Navigate to %appdata%\oasys\Mail Manager.
3. Open EmailFiling.cfg using a plain text editor.
4. Add the following lines, replacing the URL with your own:

EnableCloudLocationsSync=1
SharepointMetadataPopulatorEnabled=1
SharepointMetadataPopulatorTenantSite=https://company.sharepoint.com

3. Update and authenticate Mail Manager

1. Ensure the latest Mail Manager version is installed and configured to use SharePoint Locations.
2. If using Mail Manager for the first time, you will be asked to consent to using Microsoft Graph Authentication.
   Sign-in with your Windows credentials when prompted.

4. Install the Sharepoint.MetadataPopulator.exe

1. Request the latest .exe from Ideagen support.
2. Download and Unzip the latest .exe.
3. Navigate to the unzipped folder and run MailManager.Sharepoint.MetadataPopulator.exe.

This will open a new Windows Command prompt which you can close by pressing any key.

5. Configuring the settings.json

To configure the file:

1. Navigate to %localappdata%\Mail Manager\Data\SharepointMetadataPopulator.
2. Open settings.json using a plain text editor.
   The contents will look like this: 
   {"SiteUrls":[],"BatchSize":100,"SkipColumnCreation":false,"SkipCheckForMetadataExistence":false}
3. Edit "SiteUrls":[]," to include the required SharePoint sites
   For example: {"SiteUrls":["https://company.sharepoint.com/sites/Projects"],".
   Make sure multiple sites are separated by a comma.
4. Add “DocumentLibraries” if needed for example (in addition or instead of the sites above - in case you do not want to process a whole site):
   “DocumentLibraries”:[“https://company.sharepoint.com/sites/Projects/DocLib1”,”https://company.sharepoint.com/sites/Projects/DocLib34”]
5. You are able to run the tool in "OnePlace" mode which assumes that the columns in the targetted document libraries have been configured based on the OnePlaceMail specification. To do this  you would make an entry in the JSON “OnePlaceMode”: true. Note that in this mode column creation is automatically deactivated, irrespective of the setting of "SkipColumnCreation". So the contents could look like this:
   {"SiteUrls":[https://company.sharepoint.com/sites/Projects],"BatchSize":100,"SkipColumnCreation":false,"SkipCheckForMetadataExistence":false,“OnePlaceMode”:true}
6. Save the file.

6. Populating missing metadata

To populate the missing data:

• Run MailManager.Sharepoint.MetadataPopulator.exe again.
  This will begin adding the metadata to document libraries that include the Mail Manager metadata columns.
• The command window will show progress in the form of number of processed items, errors.
  Error details can be found in: 
  %localappdata%\28Hands\Mail Manager\Logs\ODL-MailManager.Sharepoint.MetadataPopulator-MetadataPopulator.s3db
• Re-running MailManager.Sharepoint.MetadataPopulator.exe will skip previously added email metadata.

7. Further reading

• Setting up SharePoint indexing
• Creating SharePoint metadata columns
• Creating SharePoint managed properties
• Populating SharePoint metadata when filing
• Using the SharePoint web search