Set Up New harmon.ie Email Automation

New harmon.ie’s email automation saves emails to Microsoft 365 automatically, based on rules your users set up. This article shows admins how to get their organization ready to use it.

Before you begin

Email automation runs on top of a working New harmon.ie deployment. If your organization already uses New harmon.ie, most of this is likely done. If you’re new to New harmon.ie, deploy it first.

  • Consent: Grant consent (Microsoft 365 admin).
  • Outlook add-in: Deploy New harmon.ie to your users (Microsoft 365 admin).
  • Desktop app: Deploy it alongside the add-in (Microsoft 365 admin). Automation rules run on a schedule in the background only while the harmon.ie Desktop app is running and signed in. Without it, users run their rules themselves.

Set up email automation

Set up automation in the Admin tab of New harmon.ie’s central configuration, where you manage it for everyone in one place.

  1. Set up central configuration: If you haven’t already, set up New harmon.ie’s central configuration so you can access the Admin tab.
  2. Make sure an email content type exists (highly recommended): Email automation marks emails in the inbox with Outlook categories, to show which were saved successfully (by the automation or by a colleague) and which had issues. These categories are written only where an email content type exists in the save location. Automation still saves emails without it, but users won’t see these categories.
    • If you already use harmon.ie email header mapping (default or custom), this is already in place.
    • If not, in the Admin tab turn on Create the email content type for SharePoint and Teams. harmon.ie creates an email content type and email columns for you, using its default mapping. To use your own content type instead, provision it, and harmon.ie creates the email content type and columns based on your configuration.
    • harmon.ie creates the email content type on the user’s behalf, so the user needs at least Edit permission in the Microsoft 365 location.
  3. Choose who uses automation: Email automation is on for all users by default. To change this, in the Admin tab, set Email automation to Enable for harmon.ie admins only to try it yourself first, or to Don’t allow to turn it off for all users.
  • Email naming under automation: automation always names saved emails with the subject, sender, and date, so that every name is unique. It keeps the order you set in Save email naming, and adds any of the three elements your format leaves out.
  • A name that already exists therefore means the same email: automation skips it, and never asks the user to replace it or keep both. Emails that users save themselves follow your Save email naming configuration as it is.

Start automating

  • Create rules: Users create rules when they save an email, save an Outlook folder, or send an email.
  • Check that rules are running: The Automation Dashboard shows Online when the desktop app is connected, and when the next run is due. If users report that the dashboard can’t reach the desktop app, make sure it is deployed, running, and signed in with the same account.
  • Share feedback: Users can send feedback from within harmon.ie: open the Home view, click More actions (More actions icon) next to All Locations, select Send feedback (Send feedback icon), rate the experience, add any comments, and send.