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This guide is for IT administrators who are ready to give Draftable Clean to their users. It covers a pilot, the settings to decide before users see anything, a staged rollout, an email you can send, and a one-page guide for users.

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Prerequisites

  • You have worked through Before you deploy: IT checklist and chosen your installer.
  • You have a product key, and Microsoft 365 administrator access to deploy the add-in.
  • An administrator who can grant tenant-wide admin consent, such as a Global Administrator or Privileged Role Administrator, is available to approve the Draftable Clean app in Microsoft Entra ID.
Do not switch the Outlook add-in on for users before the desktop application is installed and licensed on their computers, and before they know it is coming. The add-in checks attachments when users press Send, so people who were not told can find an email held at the worst moment.

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Step 1: Set your defaults first

Decide these before anyone in the pilot sees the add-in, and deploy them by Group Policy or Intune so the pilot tests what everyone will get. Each send protection choice can be locked so users cannot change it. Skip Cleaning applies only when every recipient matches a skip rule; one recipient that does not match a skip rule means the attachments are cleaned. See Metadata cleaning profiles and Configuring preferences for your organization.

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Step 2: Run a pilot

1

Choose the pilot group

Pick a few people who send attachments every day, from more than one team. Include at least one person on each Outlook version you use (Classic Outlook, New Outlook, Outlook on the web), anyone who saves to iManage, NetDocuments or SharePoint, and a shared computer if you have them.
2

Install the desktop application

Install and license Draftable Clean on the pilot computers. Open it once on each to confirm it shows as licensed in Settings > License.
3

Assign the add-in to the pilot only

In Integrated apps, assign the add-in to Specific users or a pilot Group, then approve Draftable Clean in Microsoft Entra ID. Allow up to 72 hours for the add-in to appear.
4

Brief the pilot users

Send them the email below and the user guide.
5

Check the results

Run the pilot for 2 to 3 weeks, making sure each person sends several emails with attachments to both internal and external recipients. Then work through the checks below.

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What to check during the pilot

  • The Manage Attachments button appears in the Draftable Clean group when writing an email.
  • Attachments show Cleaned, or Skipped where a Skip Cleaning rule applies, and the right profile is used for internal and external recipients.
  • In New Outlook and Outlook on the web, the version line at the bottom of the pane shows Graph ok. If users are asked to confirm every send, check the app approval in Microsoft Entra ID and the Graph status in the pane; see the troubleshooting guide below.
  • Classic Outlook users have pinned the pane.
  • Users understand each send protection message and know what to click.
  • Large files behave as expected. Attachments over about 24 MB that need cleaning cannot be cleaned in Outlook and should be shared another way.
  • Saving to your DMS works, if you use it.
If users hit problems, see Troubleshooting: Outlook Add-in and collect diagnostic logs before you contact support. Adjust your defaults and recheck them with the pilot before you go further.

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Step 3: Expand in stages

1

Install the desktop application for the next group

Install and license it before the add-in is assigned to them.
2

Add the group to the add-in assignment

Add them to your pilot group, or assign another group in Integrated apps. Each change can take up to 72 hours to reach users.
3

Send the email and guide

Send them a day or two before the add-in is expected to appear.
4

Repeat

Move to Entire organization only once every user has the desktop application installed and licensed.
If you need to take Draftable Clean away from a group, remove them from the add-in assignment first and uninstall the desktop application only once the add-in has gone from their Outlook.

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Email to send before the add-in appears

Copy this email, fill in the parts in square brackets, and send it to each group before the add-in reaches them. Subject: Draftable Clean is coming to Outlook on [date] Hello, From [date], Draftable Clean will remove hidden information from the files you attach to emails, such as author names and document properties, and tracked changes and comments where our rules require it. This protects you and our clients when documents leave the organization. What you will notice:
  1. A Manage Attachments button in Outlook when you write an email. It opens the Draftable Clean pane, which shows each attachment and whether it has been cleaned.
  2. If you use Classic Outlook, open the pane once and click the pin icon at the top so it opens every time you write an email. Attachments are only cleaned while the pane is open.
  3. Draftable Clean also runs on your computer, usually in the system tray. Outlook tries to start it if it is not already running. If you see “This site is trying to open Draftable Clean.”, tick “Always allow dl.draftable.com to open links of this type in the associated app” and click Open.
  4. If you press Send before an attachment has finished cleaning, Outlook stops the email and asks you to review it. Click Review to open Draftable Clean, let cleaning finish, then send again.
  5. If an attachment still contains tracked changes or comments, you may be asked to confirm before it is sent.
IT has already set up Draftable Clean on your computer, so you do not need to install anything. If Draftable Clean asks you to accept its terms, enter a product key or acknowledge a telemetry notice, [follow these instructions: … / contact IT contact]. If the button has not appeared by [date], or you are unsure about a message, contact [IT contact]. Thank you, [Your name]

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One-page user guide

Share Draftable Clean: one-page user guide with your users before the add-in appears.

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Need help?

If you need help planning your rollout, contact support@draftable.com.