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About the Mail Manager suggestion engine when filing
Who is this article for?
Users of Mail Manager Users can understand how Mail Manager predicts filing locations when sending and filing emails.
Introduction
When you file your emails, Mail Manager will attempt to suggest most likely filing locations based on your historic filing, along with some additional data points.
Mail Manager will look at where you last filed an email to or from this person, it will also look at the subject line and body of the email to match with any filing location descriptions.
The more emails you file, the better these suggestions will get.
We have outlined below how this works.
2. How does the suggestion engine work?
Everyone's filing location suggestions are individual to themselves.
When Mail Manager presents suggested filing locations based on the email or emails chosen to file, this is pulled from several data points.
These data points are weighted differently:
Mostly weighted on (70-90%)
- Where you have historically filed an email when you received, or sent an email to this person (based on the recipient or sender email address). So, where you last filed an email to or from this person.
- This also looks at the cc field on the email.
- If a colleague filed the same email (eg. you were cc'd) we rank the senders chosen location as very high.
This is why Mail Manager gets better at suggesting filing locations over time as it has more data to learn from.
Somewhat weighted on (10-30%):
- Do any single words in the email subject or body match any single words in the filing location description?
This is more heavily weighted to numbers (for example Job number 233456). - We also mildly weight on data in the outlook conversation thread (recipient/sender etc)
For these reasons we don't recommend people go out of their way to update email subject lines as they file, often the effort to change the subject outweighs the benefit in the suggestions.
Top suggestions are ranked with the stars:
3. How to influence the filing location suggestions
The main way to ensure better filing suggestions is to add job numbers or project numbers to the email subject line, if your project filing location has these same numbers in its description.
However as detailed earlier, this often can be a lot of effort for little gain, just based on the way it works.
4. How to remove suggestions and what this does.
In the Mail Manager filing prompt, there is an option to remove a location suggestion as shown in the screenshot below:
This feature will disassociate the sender (received messages) or the recipient (sent messages) with the filing location. However, suggestions will still take into account the subject, conversation thread and body text.
5. The Future
Mail Manager has AI based smart filing on the roadmap for 2026.