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, for filing emails and documents into a unified, matter-based solution.

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Administration Overview

This section outlines the best practices in setting up ndMail for your organization. 

ndMail Product Work Flow Diagram

The ndMail Product Work Flow Diagram shows the components and parts of the ndMail architecture so that you can set up a working environment for your organization. 

Component parts include:

  • ndMail Services. The main ndMail Services component on the cloud interacts between the various ndMail components to provide predictive search and quick filing location recommendations and for filing items (emails, documents, and so forth) to the NetDocuments Content Repository.
  • ndMail Client Plug-in for Outlook. The main location where the user receives predictive filing location recommendations and submits a request to file an item at a certain filing location.
  • Microsoft Exchange (on-premise or online). ndMail communicates using Exchange Web Services (EWS) to between the ndMail Services and Microsoft Exchange.
  • Exchange Web Services. ndMail communicates using Exchange Web Services (EWS) between the ndMail Services and Microsoft Exchange.
  • NetDocuments Content Repository. After interaction with the ndMail Client Plugin for Outlook and communication via EWS to Exchange Services, the ndMail Services checks for already filed copies of an item, and if not already filed (or user doesn't have sufficient rights to view the item already filed), then it uploads an item to the NetDocuments Content Repository. 

ndmail_diagram_contentflow-01.png

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 Client- and Server-side Setup Requirements.
  2. Have a NetDocuments Administrator with Repository and Cabinet rights create an ndMail Service Account.
  3. Configure Exchange Web Services for ndMail
    1. Enable Exchange Web Services
    2. Configure Ports
    3. Whitelist Exchange Web Services
  4. Configure Impersonation Account for Microsoft Exchange
  5. Configure Exchange Connection on the NetDocuments Content Repository

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

  1. ndMail Installation for IT Administration
  2. ndOffice Installation Configuration Steps for ndMail
  3. ndMail Registry Information
    1. ndMail Settings Registry Keys
    2. ndMail Collapse or Expand Registry Keys
    3. ndMail Settings Registry Keys

Third, provide the ndMail Product Page to your users as a resource to help them learn how to use ndMail. 

 

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ndMail Client- and Server-side 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 (32- or 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 SP3, 2013, 2016, Online (Office 365)
Windows Updates
Latest available updates.
NetDocuments
Ensure you have an ndMail Admin Service Account with both Repository and Cabinet rights.

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Download ndMail Add-in Software

The ndMail software is an add-in software to purchase separately. To download the ndMail Add-in and install successfully, contact Sales@netdocuments.com to subscribe to the ndMail add-in:

Create an ndMail Service Account

ndMail runs a backend process as a ndMail Service Account (similar to an internal admin account), which is an Administrative proxy account with both Repository and Cabinet administrative access.

Best practices regarding this ndMail Service Account include:

  • Create a new account with a unique email address named ndMail Service Account and do not associate it with an existing user. If an existing Admin leaves and you remove the ndMail Service account (which is the same as the personal Admin account), ndMail ceases to function.
  • NetDocuments recommends creating a new service account solely for ndMail.  (If you have another service account created for ndThread or another NetDocuments service, do not use that other service account for ndThread.) There is no extra charge for the service account/new internal user. ndThread requires workspace cabinets and ndMail does not so you have greater flexibility without combining them.
  • Have a NetDocuments Admin create this new Service Account like a new Admin:
    • Trigger sending the Welcome email
    • A unique email address (Best practice using the same email domain as your other internal users, but that is not required.)
    • If the internal users in your cabinet authenticate with a username and password, then you need access to this email address to receive the link that is sent via email to create the password for that account.
    • The service account must be a Cabinet Administrator in every workspace-based cabinet in the repository to ensure the service account has access to all the content in those cabinets.
    • The service account must also be a Cabinet Administrator in the cabinet identified if the cabinet where you plan to store direct messages.
    • To make a user a Cabinet Administrator, access the Administration page for every cabinet and on every such page, go to this part of the administration page, selecting the service account user and select Add. Edit the page and select Submit for the changes to take effect. 

 

Server-side Configuration for Admins

Configure Exchange Web Services for ndMail 

ndMail uses Exchange Web Services (EWS) to interact with user email messages and folders. For best practices, ensure to 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. 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 uses port 443. ndMail Services requires access to EWS (Exchange Service).

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

Outlook Client and ndMail Services Interaction

The ndMail Service interacts with the Outlook client using either Transport Layer Security (TLS) 1.1 or 1.2. Previous versions are not supported. 

Whitelist NetDocuments for Exchange Web Services

(If applicable) If you want to setup ndMail, but not expose Exchange Web Services publicly, you must also whitelist the NetDocuments datacenter outbound IP addresses that you use relevant to the NetDocuments service/datacenter. 

Outbound

US Data Center

192.100.0.196

European Data Centre

185.83.176.148

Australian 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

ndMail requires the ability to impersonate users in the Exchange domain to retrieve and file email for subscribed users. Use RBAC (role-based access control) on the Exchange Server to enable impersonation.

Service Application Access for an Impersonation Role

Exchange integration for ndMail is built and deployed as a service application. Create a new 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. Also, use Exchange roles to limit this to certain users, if desired or applicable to your implementation. 

To access the service application:

  1. Create a service account.

    ndMail uses basic authentication with the optional second factor of limiting access to our datacenter IP address for Exchange Web Services 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.

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 2017 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 2010 SP3 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 might have to wait for a minimum one 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.

In order to file your emails using ndMail, configure your NetDocuments repository with your Microsoft Exchange Settings. 

To configure your Microsoft Exchange Settings with ndMail Configuration Settings on NetDocuments:

  1. Log in to NetDocuments web interface, and 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-in. 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. 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.

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

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

    5. To validate the Exchange Configuration settings, select Validate existing configuration.

  4. Select Save > Close.

ndMailConfigurationSteps.png

Authenticate the ndMail Service Account to ndMail for Every Cabinet 

 Log in to NetDocuments Web interface, and on the Home page, select the <your name>.

  1. 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-in. If you are already a ndMail subscriber, contact NetDocuments support.

    ndmail_admin_setting.png

  2. On the ndMail Configuration page, under OAuth, select a cabinet from the drop-down list to generate an OAuth Token for each Cabinet you want to use for filing emails. To view or select a cabinet, you must have cabinet administrative rights.

OAuth.png

4. Select Close.

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Client-side Push-out and Configuration for Admins

ndMail Installation for Administrators

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 on the PC has administrative rights before installation.
  2. Download ndMail Installer, and then follow the steps below to begin the installation. 
  3. Double-click the ndMailSetup.exe, then select Next.
  4. When the NetDocuments Terms of Use dialog box appears, read the license agreement, select that you accept the terms, and select Install.
  5. 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 Configuration Steps for ndMail

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

Note: If ndOffice is already in use by the end-user or end-users, skip this section.

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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