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Understanding how filed emails are deduplicated
Who is this article for?
Users and Admins Understanding email deduplication during filing to save storage for admins and users.
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Ideagen Mail Manager encourages filing all emails to prevent loss of valuable information, ensuring they remain searchable. You can file the same email multiple times, but only one copy will be stored.
Note: If multiple people cc'd on an email file it to the same location, Ideagen Mail Manager will de-duplicate and keep only one copy.
1. How does Ideagen Mail Manager de-duplication work?
Ideagen Mail Manager assigns a unique file name to each filed email using the sent time (to the second) and a snippet from the sender and subject. This ensures no duplicates, often cutting storage needs by a third.
Examples of filed email names are shown below:
2. Exceptions to de-duplication
There are exceptions to de-duplication:
2.1 Adding a comment or category
When a custom comment or category is added, Ideagen Mail Manager appends initials to the file name to prevent overwriting.
2.2 Filing from different time zones
Filing from different time zones may result in different sent times, preventing de-duplication. For organisations with multiple offices, we recommend using the "UTC Filing time" setting in Ideagen Mail Manager Admin Preferences to standardise sent times globally.
Ideagen Mail Manager, Tools, User Preferences and Use UTC Filing Time.
3. Bulk filing
When using the Bulk Filing tool (linked below), Ideagen Mail Manager will de-duplicate and provide a report on skipped emails.