Installing CMap Mail

Introduction

In this guide, we will cover the step-by-step process of how to install CMap Mail. There is also an accompanying video that you can watch if you would prefer. If this is the case, please reach out to your CMap Mail Consultant to request the link from them. 

Install Preparation

Here we have highlighted some prerequisites that you might want to action or review ahead of installing CMap Mail.

Microsoft 365 Global Admin

Ensure you (or the account carrying out the install) has Global Administrator permissions for your Microsoft 365 tenant.

CMap Mail Hubsite Name

When installing CMap Mail, you'll need to choose a name for your CMap Mail Hubsite. We suggest deciding on this before starting the install. 

SharePoint Tenant Name 

You'll need to know the name of the SharePoint tenant you're installing CMap Mail on.

CMap Mail Version

There are two versions of CMap Mail: Original and (S).CMap Mail (S) has the file on send feature. Make sure you know which version you want to deploy. 

CMap Mail (S) is not compatible with mobile devices.

24-Hour Wait

Remember to wait at least 24 hours between install steps 3 & 4. Factor this into your deployment timeline accordingly. 

Import Consent

If you are going to be doing an email import after installing CMap Mail, you'll need a Microsoft 365 Global Admin to approve the import consent. Click here to access the consent. 

Step 1: Consents & Hubsite Set-Up

Consents

Now the prerequisites have been covered, let's now start the CMap Mail install, starting with approving the consents.

Head to the CMap Mail install webpage.

Once here, click on 'Install CMap Mail'

This will take you to the Consent to the CMap Mail App Registration page.

Now click on 'Consent to CMap Mail'.

You will be promoted to sign into your Microsoft 365 account. Make sure you login with the account that has Global Admin permissions. 

Once logged in, read over the permissions listed in the Permissions Requested box.

Select 'Accept' in order to proceed.

When you see the 'CMap Mail registered successfully' notification, you can now set-up your Hubsite. Click on 'Create Management Site' to start this

Hubsite Set-Up

Before we set-up our Hubsite, let's quickly discuss some best practices when it comes to your CMap Mail Hubsite name. 

The most common name choices for a CMap Mail Hubsite are CMap Mail or CMap Mail Hub. 

It is very unlikely that anyone except your CMap Mail admins will see this Hubsite name, or know what it is. 

However, there are a few scenarios where this is not the case and so you might want to use a different name:

1. If you are considering setting up multiple CMap Mail Hubsites for different purposes, then you might want to be more specific with your Hubsite naming. When multiple Hubsites are set up, users of the plugin will need to select which Hubsite their project has been created under, so they will see a list of Hubsite names when they go to file an email. More specific names will make it easier for users to know which Hubsite their project aligns to. 
2. If you are considering implementing CMap PIM in the future, we would suggest you use a different name to CMap Mail or CMap Mail Hub, and instead use something more generic, such as your 'organisation name Hub'. With CMap PIM, the Hubsite is used more actively and end-users will interact with it directly to access their project documentation. Therefore, removing 'Mail' from the Hubsite name will avoid future confusion.

Once you have decided on your Hubsite name, let's move onto the next part of the Hubsite Set-Up. 

The Hubsite set-up is an important part of the CMap Mail install process as the Hubsite will host both your projects and filed emails in SharePoint. 

For this part of the install, you will need to your SharePoint tenant name and the name you have chosen for your Hubsite. Make sure you have these before you proceed. 

In the 'Management Site Path' field, type out for the full site URL:

https://yourSharePointtenantname].SharePoint.com/sites/[yourHubsiteName]

Remember to add the information within the square brackets and remove [ ] 

Then click on 'Create Site' to kick off the Hubsite creation. 

The installer will then run through the set-up steps automatically.

Once everything has been applied successfully, you will see the 'CMap Mail Install Completed!' message.

We suggest you check if the Hubsite has been set up on SharePoint by going to the URL you have just configured. 

Once your check is complete, you can move onto the next stage of the install process by clicking on 'Configuring User Groups' button. 

Step 2: Configuring the Security Groups

In this part of the install, we will configure and validate the Security Groups. These Security Groups provide members with specific access or permissions for CMap Mail. 

So, let's quickly run through what these Security Groups are:

• CMap Mail Admin: Anyone added to this Security Group can set up projects in the CMap Mail Admin Centre, they can add users to these projects and  they can also unfile emails on behalf of users.  
• CMap Mail All Confidential Users: Anyone who is added to this Security Group will be able to file emails as confidential and view emails that have been marked as confidential when filed. 

• CMap Mail All Users: Anyone who is added to this group will get basic filing and viewing access to projects. 

  Do note that the CMap Mail All Users & Confidential Users Security Groups are automatically added to projects when they are created on CMap Mail, so any users within these groups will have instant access to the projects.

Okay, so let's get back to the install. 

The installer will automatically carry out the system verification to ensure the Security Groups have been created. When this has finished, you'll see the 'All verifications checks passed' message.

Next, you can start adding users to the Security Groups. To do this, just search for their name and select their profile.

Once all the users have been added to the relevant security groups, click on 'Validate' then click on 'Start Validation'.

The installer will then validate the information provided and attempt to apply the changes. 

The green tick indicates the changes have been applied successfully. Any errors will be indicated with a red exclamation mark. If you expand the selection, you can see a further breakdown of the issue and what you can do to resolve it. 

Make sure to resolve all the issues before moving onto Step 3.

Step 3: Deploying the Plugin

For this part of the install, we will need to use the Microsoft 365 Admin Centre.

Before we do this, let's copy the Plugin manifest link. Head back to the install page and click on the 'Install CMap Mail Plugin' button. 

You'll be taken to the Add-in Installation page. You'll see there's three location options: Europe, United States and Asia-Pacific. 

The Add-ins are location-dependent so make sure you scroll down to the right location. 

Then, select whether you want to deploy either the original/standard plugin or the File-on-Send version by clicking on the relevant 'View Installation Instructions' button. 

In step 7 of the instructions, you'll see a manifest link. Hover over it, right-click and select 'Copy link address. 

Now, let's head over to the Microsoft 365 Admin Centre.

Click on 'Show All'

Click on 'Settings'

In the expanded selection, click on 'Integrated Apps'

Next, click on 'Upload Custom Apps'.

Click on the down arrow next to the 'App type' field and select 'Office Add-in'

Click on the circle next to 'Provide link to manifest file' to make it editable. Then paste in the Plugin manifest you copied earlier. 

Click on 'Validate'. Once validated, click on 'Next'.

Now you can select which users you want to deploy the Plugin to. 

You can either deploy it to your own account, your entire organisation or to a specific set of users or groups. 

Click on 'Next'

Then 'Accept Permissions' 

Then click 'Accept'

Click on 'Next'

Then 'Finish Deployment'

Then, finally click on 'Done'

Now, wait at least 24 hours...

Let's give the Plugin some time to deploy. You'll know if the Plugin has been deployed successfully because it will appear in your Outlook ribbon. After 24 hours check your Outlook. If you can see the CMap Mail Plugin, move onto the next part of Step 4. 

Step 4: Deploying Search & Discovery 

For the final part of the install, we will deploying CMap Mail Search & Discovery.

Head back to the install page & click on 'Install CMap Mail Search'.

You need to login again. Remember to log in with the account that has Global Admin permissions. 

When you get to the 'Deploy Search Schema' page, enter your SharePoint tenancy URL.

It will look something like this:  https://[yourSharePointtenantname].sharepoint.com.

Then click on 'Deploy Search Schema'.

You will see the 'Search Schema Deployment Successful' once Search and Discovery has been deployed.

Finished

You have now successfully installed CMap Mail!