NetDocuments ndMail is the matter-based intelligent email management application — a game-changer — 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.

When filing multiple copies of the same email, there are often questions about how the service handles duplicate detection.  This document will explain how duplicates are handled in various scenarios.

Filing via ndMail or ndOffice

When filing an email with either ndMail or ndOffice, the process varies based upon which application is being used to do the filing.  In both cases, de-duplication is checked at the workspace level and within all objects of that workspace.

ndMail – De-duplication criteria

ndOffice – De-duplication criteria






To, From, Subject, Date

De-dupe logic

  • If the email does not exist in the target workspace, it will be filed.
  • If the email exists in the target workspace, there is an access check to determine if the filing user has access to it.
    • If the filing user has access to it, then it will not be filed.
    • If the filing user does not have access to it, then it will be filed again.

Note: This means that the user(s) with access to the first email and the second email will see it twice.


Inside of the predictions panel in Outlook, ndMail handles de-duplication before the filing process. If a user selects an email from their inbox and that email is already filed in a workspace, they will see that the location is already “checked” and the “File” button will be disabled.  If the user does not have access to the container in which the existing message is currently filed, then they will not see the location as “checked” and the “File” button will be enabled.

Note: If you select more than one filter or folder within a workspace in the predictions panel, it will override the de-duplication and file in each of those locations. 

With Folder Mapping in ndMail, the de-duplication happens in the background.  The same logic applies as noted above and the Global Filing Indicator will be set on the message, since it is already filed and the user has access to the message.


When filing via ndOffice and a duplicate is detected that has different profile values or security than the email being filed, the user will be presented with a message that includes a link to the duplicate.