You can link folders in your shared mailbox to an iManage Work folder. When you link your folder in your shared mailbox, it is appended with the suffix, [Work]—for example, Sales [Work].

After your link your folders, all the emails in the shared mailbox are automatically filed to the iManage Work 10 folder and icon is displayed against the filed email. You can view the filed email in the iManage Work folder using iManage Work Panel.

  1. Right-click the folder under shared mailbox to be linked and select Link to iManage. A dialog box for selecting the iManage location appears.
  2. Select the filing destination folder in iManage Work and click Select. You are redirected to the Link Folder to iManage dialog box, and the folder path is updated in the Filing Locations field. 
  3. (Optional) Select or clear the following check boxes:
    • Leave messages in Outlook after filing: If selected (the default), email messages in the linked shared mailbox folder are moved to iManage Work and automatically deleted from the shared mailbox folder after they are filed. If cleared, messages remain in the shared mailbox folder after being filed. This check box is selected by default. 

    • File messages as Private: Select this check box to apply the private security policy. 

      NOTE:

      By default, emails filed to iManage Work inherit the security policy of the parent folder.

    • Map all sub folders: All subfolders in the selected shared mailbox folder are also linked. That is, the same subfolder structure is created in the iManage folder, and emails are filed to these subfolders.

      NOTE:

      The Map all sub folders check box may not be displayed in some instances even though sub folders are available. This is because at times Microsoft Outlook may not return the sub folder information in a shared mailbox. This is a limitation with Microsoft Outlook.

  4. Select OK. The suffix [Work] is appended as a suffix to the shared mailbox folder name indicating that the folder is linked.

NOTE:

  • You need to have Full access or Read/Write access (shared mailbox and iManage Work folder) to link your shared mailbox folder to an iManage Work folder. 
  • The FilingLocations multi-valued custom property displays all locations that the shared mailbox folder is linked to.
  • The user who has created the shared mailbox is the author and operator. 
  • The functionality is similar to linking a folder in your primary mailbox. For more information, see Linking folders.
  • When you add emails to a linked folder and if you have more than 100 linked folders, the messages may not sync immediately. This is a Microsoft Exchange limitation. If you move emails to a linked folder and if they are not filed soon, use the File Now to sync the linked folder as required. Select Outlook mail folder and then select Linked to iManage to access the File Now option. This option is available when you are using iManage Work Desktop for Windows 10.7.0 or later.