Synopsis

In Mail Manager organisations can store their emails in certain locations. These can be manually entered locations into individual collections but are more likely to be stored in a collection shared amongst other people. Additionally, organisations will typically setup a shared config folder, where all the configuration and locations can be shared amongst the users.

However, sometimes it is necessary to relocate the entire mail store and/or shared configurations to another location. This is something that the Implementation Team can go through with you and that can be arranged with your account manager. However, this article covers the basics of what would need to be done in this situation.

Before the relocation

If it is possible to keep both locations up at the same time, then it would be prudent to backup the shared config folder location on both the old and new locations of this. This can be done by a user who has permission to edit the shared config file by going to Tools > User Preferences and then holding Ctrl + Shift + E to open up the admin (shared) config. This takes a few seconds to appear and you can tell when you are editing it as extra tick boxes appear such as to lock the setting so users can't override them.

If you have admin settings configured for something like SharePoint/Office 365/Teams for filing locations and it is this that is changing then you can update the root locations ahead of the move with the Microsoft 365 options shown here:

If these locations are locked and so as to not allow end users to change them, changing them in advance will allow them to continue to access SharePoint from Mail Manager. 

After the relocation

If the relocation has already taken place so you can no longer update the existing configs. This is not a problem but you nay need to update the shared config.  It is possible to update the shared config files, such as the AdminEmailFiling.cfg file directly, for updating the SharePoint locations, in it, if you are confident and you also update the AdminUpdateDateTime value by incrementing it by 1 so that the others pick this up. If editing the file directly, we recommend making a backup in case this doesn't work. Note that doing it this way won't actually update things for users until their shared config location is updated. See the next section for how to update this for all the users.

The recommended way of updating this file is using the Mail Manager interface. To do that you need access to a machine with Mail Manager installed, which has the correct shared config change in place so you can then use the Ctrl + Shift + E option to load it. To get the get the correct shared config location, you can run follow the steps in the next part.

Shared config folder location update

Note that changing the location of the shared config file is not a change that is made in the shared config file itself. There are a number of ways to update this for all the users.

Registry update

This is a value stored in the registry of the computers so this can be updated in the registry. There's a different registry location depending on whether you have a per user or per machine install so these are broken down below. If you have a mix of users using per machine or per user, you may need to update things accordingly.

Per-User Install

It is a per user install on a 64 bit machine, you can use the following to get this value:

(Get-ItemProperty -Path 'HKCU:\SOFTWARE\Oasys\Mail Manager')."Master Config folder"

So to then update this value it should be possible to have users run the following, where new-location is the new location, on their net login or similar, using some sort of management tool, Active Directory or simply have them run that command:

Set-ItemProperty -Path 'HKCU:\SOFTWARE\Oasys\Mail Manager' -Name "Master Config folder" -Value "new-location"

Per-Machine Install

It is a per machine install on a 64-bit machine, you can use the following to get this value:

(Get-ItemProperty -Path 'HKLM:\SOFTWARE\Wow6432Node\Oasys\Mail Manager')."Master Config folder"

So to then update this value it should be possible to have users run the following, where new-location is the new location, on their net login or similar, using some sort of management tool, Active Directory or simply have them run that command:

Set-ItemProperty -Path 'HKLM:\SOFTWARE\Wow6432Node\Oasys\Mail Manager' -Name "Master Config folder" -Value "n

Users manually updating this

An alternative way for this is for the users to manually update the shared config location in their Tools > User Preferences. However, this does rely on the users doing this correctly and if this greyed out, as it has been locked on the admin preferences (using that setting shown), then this method will not be possible.

Reinstalling

A further alternative would be to uninstall and then reinstall Mail Manager. However, if the installation files provided to users are the ones that include shared location folder, you may need to build a new installer that includes the new shared config folder. This is something that normally the Implementation team cover when you first setup Mail Manager, but it is also documented as the mass installer parts of the installation guides, How to Install Mail Manager (Per-User) and How to Install Mail Manager (Per Machine).

Users could also uninstall and then reinstall it using the direct files from https://www.mailmanager.com/upgrade-mail-manager but this way the users have to add in the license codes and shared config file manually.

Updating locations

Someone who has access to update the collection files needs to do this and it needs to be done by one person only at a time as multiple people trying to edit the file can cause a conflict.

If these are file system locations, manually added to collection files, where everything has moved from say, \\Old-drive\folder\email to \\New-drive\folder\email then updating the locations using the find and replace documented here can be followed here: Changing file system locations

If the locations are SharePoint ones, manually added to collection files, whether the find and replace can be used depends on whether simply updating part of the path works or not. This may be more involved and if so this would really fall under an Implementation Team task. In those situations, you would need to contact your account manager to arrange this.

If the collections are generated using auto discovery, then the auto discovery txt file in the shared config folder will need to be edited accordingly. It should hopefully be fairly straight-forward as to what to change here. This is also something that would normally fall under an Implementation Team task so you may need to contact your account manager to arrange this.

In all cases we would suggest backing up any files you attempt to change, as a precaution.

Note that if users have their own personal collection files, then they would have to be updated on an induvial basis.

Filed Folders

If anyone is using Filed Folders and has been dragging emails to the * prefixed folder as a filing method, whilst the location was incorrect, the following method should get these filed to the correct location:

1. Right click on the folder name and select Move.

2. Move the folder under another folder outside of the Inbox

3. Go to that folder and select all the emails and then select to file them where you need to file them. This should create a new * prefixed folder under the inbox and file them to the correct location now. Mail Manager won't create any duplicates since their names will be the same.

4. This should leave an empty folder that you moved, so if empty, this can now be deleted.