CMap Mail Admin User Guide

Hello, and welcome to the CMap Mail Admin Academy course. This course has been designed for clients using CMap Mail and CMap PSA.

My name is Tom and I'll be your AI trainer today!

Lesson Overview

• What a CMap Mail admin does and what they are responsible for
• How to access the CMap Mail Admin Centre
• How to set up a project using the CMap integration
• How to manage user access to a project
• How to assign confidential filing permissions
• How to unfile an email

Role and Responsibilities

As a CMap Mail Admin, your role is to set up and manage the projects for your organisation, which can be done in the CMap Mail Admin Centre.

Once the set-up of the projects is complete, CMap Mail Admins can assign individual or group access to these projects, grant confidential filing permissions to specific users or groups, and remove user access from projects, if required.

CMap Mail Admins are also responsible for unfiling emails that have been filed incorrectly or into the wrong project, as general users do not have the permissions to do this themselves.

Access Admin Centre

1. Go to admin.cmapmail.com.
2. Log in using the email address linked to your Microsoft 365 account.
3. Once logged in, you will see the CMap Mail Admin Centre.

Set Up Project

CMap Mail uses SharePoint functionalities. Enabling a project in CMap Mail Admin triggers the automatic creation of a corresponding SharePoint site where emails and attachments are stored after being filed.

You do not need to set up SharePoint sites manually, but you must enable projects in the Admin Centre.

1. Log in to the CMap Mail Admin Centre.
2. Use the toggle in the top-right corner to view projects:
   • On: Shows projects without email filing enabled.
   • Off: Shows all projects.
3. Select the project using the tick box in the Project Code column.
4. Click Enable CMap Mail or use the sync arrow button in the Actions column.
5. Project code and title populate automatically from CMap.
6. Once enabled, an envelope icon appears next to the project code.
7. To enable multiple projects, select them using the tick boxes and click Enable CMap Mail.

Manage User Access

1. In the Admin Centre, find the relevant project.
2. Click the person icon.
3. In the Manage Members pop-out, search for the user in the Add Users field.
4. Select the user from the dropdown list.
5. To add Microsoft groups, select the group from the list.
6. To remove access, click the red person icon next to the user or group and confirm removal.

Assign Confidential Filing Permissions

Confidential filing allows users to file emails as confidential and view them in CMap Mail Search and Discovery. Users with these permissions access a restricted area visible only to others with confidential access rights.

1. Find the relevant project in the Admin Centre.
2. Click the person icon to open the Manage Members pop-out.
3. If the user is already assigned, tick Can confidentially file.
4. If the user or group is not added, add them first, then grant permissions.
5. To remove confidential permissions, untick the box next to the user or group.

Unfile an Email

General users cannot unfile emails. Only CMap Mail Admins can do this. Communicate clearly to your team who the designated admins are. Emails are a valuable source of project information, so incorrect filings should be flagged immediately.

Unfiling is permanent. Request clear details from users, such as a screenshot from CMap Mail Search and Discovery showing the email to remove. Emails can be filed to multiple projects, so if an email is filed incorrectly, users can refile it to the correct project if the original email is still in Outlook. Advise users to keep the original email until the incorrect filing is removed.

1. Go to discovery.cmapmail.com.
2. Locate the project using the Select a Project field.
3. Find the email by scrolling or using the discovery tools.
4. Select the email.
5. Click Unfile and confirm by clicking Unfile email.
6. If the email is filed in multiple projects, repeat the process for each project.

Recap

• The role and responsibilities of a CMap Mail Admin
• How to access the CMap Mail Admin Centre
• How to set up a project using the CMap integration
• How to add and remove users from a project
• How to assign confidential filing permissions
• How to unfile an email and best practices

We hope you've found this lesson useful, and we look forward to seeing you again very soon.

Thank you for watching!