ndMail Administration

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NetDocuments ndMail is the matter-based intelligent email management application with full cloud architecture built on the NetDocuments Trusted Cloud Platform integrated within Outlook.

NetDocuments in combination with ndMail provides key activities for busy law professionals, automatically filing emails and documents into a unified, matter-based solution.

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Admin Topics

Server-side Configuration

Client-side Push-out and Configuration

Best Practices for ndMail Administration Setup and Configuration

To set up and configure ndMail successfully, you must meet all the administration setup requirements; an administrator must ensure that the Exchange Server is configured correctly for ndMail. On the client side, you need to ensure ndOffice and ndMail are working correctly with the exchange server. 

First, configure the server-side components:

  1. Ensure you have met all ndMail Administration Setup Requirements.
  2. Configure the following before the client-side ndMail installation:
    1. Configure Exchange Web Services for ndMail
    2. Configure Impersonation or Service Account for ndMail
    3. Configure Exchange Connection on the Repository

Second, push out ndMail to client end-points and configure clients. See: 

 

Third, use the ndMail User Help as a resource to provide training to your users. 

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ndMail Administration Setup Requirements

Before installing the ndMail add-in, you must have Visual Studio Tools for Office Runtime (VSTO), Microsoft .NET Framework 4.5.2+, ndOffice application, and all available Windows updates installed on a computer.

Warning: Close Microsoft Outlook before installing, repairing, or uninstalling the ndMail application.

Ensure to meet the following setup prerequisites to install the ndMail successfully.

Setup prerequisites
Comments
Supported Operating System
Windows 7, 10 (64-bit)
Microsoft Office Outlook
2013, 2016 (32- or 64-bit), including Microsoft Office 365 subscriptions
Visual Studio Tools for Office
Version 10.0.50903+
.NET
Version 4.5.2+
ndOffice application
Version 2.1.19.9119+
Microsoft Exchange
2010 SP2, 2013, 2016, Online (Office 365)
Windows Updates
Latest available updates.

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Configure Exchange Web Services for ndMail 

ndMail uses Exchange Web Services (EWS) to interact with user email messages and folders. For best practices, we recommend that you configure the following:

Note:  To find out more about the Exchange Web Services, see https://msdn.microsoft.com/en-us/library/office/jj900168(v=exchg.150).aspx.

Enable Exchange Web Services

Exchange Web Services (EWS) is a foundational access method in the Exchange architecture. Microsoft builds both the Outlook client and the Outlook Web App (OWA) on EWS. To view how EWS fits into the Exchange environment, see the architectural diagram at https://msdn.microsoft.com/en-us/library/office/dn595100(v=exchg.150).aspx.

Configure Ports

ndMail is a cloud-based service. EWS is enabled on the Exchange Server by default. If Exchange is running on-premise, then port 443 is required to allow ndMail to access it.

For more information, see https://technet.microsoft.com/en-us/library/bb331973(v=exchg.160).aspx.

Whitelist Exchange Web Services

(Optional step) If you want to setup ndMail, but not expose Exchange Web Services, so it is not visible to the Internet, you need to whitelist the NetDocuments outbound IP addresses in addition to the normal setup. 

Outbound

US Data Center

192.100.0.196

EU Data Centre

185.83.176.148

AU Data Centre

103.225.142.196

Full Whitelisting article:https://support.netdocuments.com/hc/en-us/articles/205219820-Whitelisting-NetDocuments 

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Configure Impersonation or Service Account for ndMail

ndMail requires the ability to impersonate users in the Exchange domain to retrieve and file email documents for subscribed users. Or in other words, you need to set up a service account that impersonates users on the Exchange domain. Use RBAC (role-based access control) on the Exchange Server to enable impersonation for a service account.

Service Application Access for an Impersonation Role

Exchange integration for ndMail is built and deployed as a service application. Create this account specifically for the ndMail Exchange service account. When correctly configured with impersonation rights, this Exchange user account can read emails to ANY user in the Exchange domain.

Optionally, you can give this user rights to impersonate only those mailboxes in a specific group. Refer to Exchange documentation for additional details, see https://msdn.microsoft.com/en-us/library/office/jj900165(v=exchg.150).aspx#Anchor_3. Keeping this account’s credentials secure is imperative.

To access the service application, you need to do the following:

  1. Create a service account. ndMail uses the basic authentication when creating the service account to EWS with an impersonation role assigned, allowing it to impersonate Exchange users to read folders and emails.
  2. Grant the service account a user impersonation role. For information on how to add impersonation role for a service account.

As an administrator, you can manage EWS access controls using Exchange Management Shell and the following cmdlets:

Get-CASMailbox
Set-CASMailbox
Get-OrganizationConfig
Set-OrganizationConfig

Open the web-based Exchange Admin Center (EAC) of the Exchange Server.

To configure impersonation on Exchange Server 2013, 2016:

  1.  Select the Permissions tab.
  2. To create a new administrative role, select the icons8-plus-math-26.png icon.
  3. In the new role group dialog box:
    a. Enter a name for the new administrative role.
    b. Under Roles, select the icons8-plus-math-26.png icon, and select ApplicationImpersonation.
    c. Under Users, select the icons8-plus-math-26.png icon.
    d. To collect the mailbox data from Exchange Server (SyncUser), select the account > OK.
    e. Select Save.

Note: Configure Exchange 2013 and 2016 using the Exchange Management Shell cmdlets to control access management for EWS applications and the RBAC for impersonation. For more information, see the following table, which includes steps and links on how to use Exchange Management Shell - a PowerShell-enabled command-line processor with command handlers for Exchange.

Exchange Server version Link
Exchange 2007 https://msdn.microsoft.com/en-us/library/bb204095(v=exchg.80).aspx
Exchange 2010 https://msdn.microsoft.com/en-us/library/office/bb204095(v=exchg.140).aspx
Exchange 2013/2017 https://msdn.microsoft.com/en-us/library/office/dn722376(v=exchg.150).aspx

Note: Do not install the New-ManagementRoleAssignment cmdlet in your Exchange Management Shell. To add the cmdlet, type Add-PSSnapin Microsoft.Exchange.Management.PowerShell.E2010 in the Exchange Management Shell, and then press Enter.

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Configure Exchange Connection on the Repository

Important: After setting up the impersonation service account, you have to wait at a minimum of at least an hour before you can use the account to log in at the Exchange Configuration. The error returned is vague that you are unable to connect, but the account is not quite set up.

Before you can file your emails using ndMail, you need to configure your repository with your exchange settings. 

To set up ndMail Configuration on NetDocuments:

  1. Log in to NetDocuments Web interface, and on the Home page, select the <your name>.
  2. Select Admin > Repository > ndMail Configuration.

    If you do not see the option for ndMail Configuration, your repository administrator needs to enable your repository. Contact Sales@netdocuments.com to purchase the ndMail add-on. If you are already a ndMail subscriber contact NetDocuments support.

    ndmail_admin_setting.png

  3. On the ndMail Configuration page, under Exchange Configuration, fill in the following fields:
    1. On the ndMail Configuration page, under Exchange Configuration, fill in the following fields:

        1. Enter your Exchange Server Host information.

    Provide DNS name or the IP address of your Exchange host. For example, outlook.office365.com or em-exchange2016.netdocuments.com.

    2. Enter an active Exchange Admin Email Address on the Exchange Server. 

    Provide SMTP address <user@domain> for a user on your Exchange system. This user's email address is required for a one-time verification to confirm the successful configuration of the Exchange service account with the necessary permissions to impersonate Exchange users.

    1. 3. Enter the Exchange User for Impersonation that you configured for impersonation.

      4. Enter the Exchange User Impersonation User's Password.

      5 and 6.

  1. To validate if these settings for the Exchange Configuration information, First, select Save, then select Validate existing configuration.

    7. Select a cabinet from the drop-down list to generate an OAuth Token for Cabinet for each cabinet you want to use for filing emails. To see or select a cabinet, you must have cabinet administrative rights.

    4. Select Close.

2018-02-26_12_41_52-NotificationsForm.png 

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ndMail Administration Installation

Before installing the ndMail add-in, ensure you have all the ndMail Administration Setup Requirements.

To install ndMail on the individual client:

  1. Ensure the account has administrative rights before installation.
  2. If there is no account, create a new NetDocuments user called ndMail Administrator and grant this account a repository and cabinet administrative rights.
  3. Download ndMail Installer, and then follow the steps below to begin the installation. 
  4. Double-click the ndMailSetup.exe, then select Next.
  5. When the NetDocuments Terms of Use dialog box appears, read the license agreement, select that you accept the terms, and select Install.
  6. In the Completed the NetDocuments ndMail Setup Wizard dialog box, select Finish.

To install ndMail from the command line:

  1. As an administrator, open a command prompt.
  2. In the command prompt, navigate to the installation folder.
  3. To install from the command prompt, enter the following command: 
    msiexec /i ndMailSetup-1.0.0.X.msi

  4. To install ndMail silently, type
    msiexec /i ndMailSetup-1.0.0.X.msi /qn

  5. To perform the all-user installation, add
    ALLUSERS=""'

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ndOffice Installation Configuration Steps for ndMail

Ensure to install ndOffice before configuring ndMail because ndMail shares the network and user-related settings with ndOffice. 

To configure ndOffice Settings to use ndMail:

  1. After installing ndOffice, log in your corresponding credentials, and then select a host.
  2. On the taskbar, select the nd.png icon.
  3. In the ndOffice Activity dialog box, select and then select Settings.
  4. In the ndOffice Settings dialog box, select the Network tab.
  5. From the Host drop-down menu, select one of the following hosts:
    • vault.netvoyage.com – United States Data Center.
    • eu.netdocuments.com – European Data Center.
    • au.netdocuments.com – Australian Data Center.
    • preview.netdocuments.com – For previewing the new functionality before the beta release of NetDocuments.
    • ducot.netdocuments.com – For testing purposes (restricted access to the DUCOT system).
  6. Under Proxy, select one of the following:
    • No proxy
    • System proxy
    • HTTP proxy

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ndMail Registry Information

The ndMail install within the registry HKEY_LOCAL_MACHINE\Software\NetVoyage\NetDocuments hive either adds or changes the following values to False: ShowExtOutlookFeatures and PromptFileEmails.

Thus, the install suppresses the following ndOffice features in Outlook:

  • The ND Send group (contains Send & File).
  • The Suggested Locations and Private Access button on the ND Save group. The ND Save button and Suggested Locations still exists in the dialog box.
  • ND COLUMN – If this value appears from an earlier version, you must remove it manually.
Note: Registry changes take effect after exiting the ndOffice application. For more information about these registry settings, see ndOffice User Settings and Registry Settings.
 

For a list of ndMail Registry Keys, see the following:

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