Planyear

Basic Add-In Information

Connect Outlook with Planyear to process carrier quotes, send RFPs,

track Declined-to-Quote, draft AI-powered responses, and log

communications — all without leaving your inbox.

Planyear for Outlook brings Planyear’s brokerage and AI tools

directly into Microsoft Outlook.

Designed for insurance brokers, the add-in enables users to manage

renewals, RFPs, carrier tracking, client communication, and AI-assisted

drafting — all from Outlook compose mode.

With seamless integration between Outlook and Planyear, brokers

can:

• Process carrier quote documents via Document Intelligence

• Send and track Carrier RFPs (Request for Proposals)

• Mark or unmark carriers as Declined-to-Quote (DTQ)

Log and track client emails through Smart Inbox

• Generate AI-assisted professional email drafts

Important:

• The add-in never sends emails automatically.
• All actions are explicitly initiated by the user.
• Emails are sent only when the user clicks Send in Outlook.

Data Access & Email Modification Disclosure

This add-in accesses and modifies email data only when the user

actively interacts with it.

Nothing runs automatically in the background.

What the Add-in Reads

• Email subject line and body (plain text & HTML)
  
• Sender and recipient addresses (To, CC, BCC)
  
• Sent date and time
  
• Attachments (file names, formats, and content for document identification)
  
• Email thread context (for AI drafting)
  
• Employer and renewal data linked to the user’s Planyear account
  

What the Add-in Modifies

• To field:

  Adds a Planyear-generated alias email address when the user

  processes quotes via Document Intelligence
  

• Email body:

  Inserts RFP templates or AI-generated draft content only when

  user selects insert
  

• Task pane:

  Displays contextual employer and renewal data
  

• Authentication state:

  Maintains secure login session via Planyear credentials or SSO

  (Okta)
  

All modifications occur only after explicit user interaction.

How Your Data Is Used

• Email content and attachments are securely transmitted to Planyear servers (AWS US-East region)
• Used for quote processing, Carrier RFP tracking, and AI drafting
• AI models analyze content for contextual drafting assistance
• Data is not used to train external AI systems
• All transmission encrypted via TLS 1.3
• Data stored using AES-256 encryption
• No data is shared with third parties
• Users can disconnect inbox access at any time

Key Features

Document Intelligence

Forward carrier quote emails into Planyear workflows directly from

Outlook.
Processing begins only after the user sends the

email.

Carrier RFPs

Send RFP templates, track responses, and manage due dates and reminders

— without switching platforms.

Mark / Unmark Declined-to-Quote (DTQ)

Track carriers who decline to quote and manage reminder behavior.

Smart Inbox

Log and track relevant client emails in Planyear.

Users remain in control of logging behavior.

Intelligent Drafting (AI-Assisted)

Generate professional email drafts with optional employer context and

file references.
Includes refinement options:

• Formalize
• Elaborate
• Shorten
• Simplify

Authentication & Inbox Connection

Secure login via:

• Planyear credentials
• Okta SSO

Inbox access requires explicit Microsoft consent and can be

disconnected anytime.

How It Works

1. Install the add-in from Microsoft Marketplace.
2. Open Outlook (Compose Mode).
3. Click the Planyear icon to open the task pane.
4. Log in using Planyear credentials or Okta SSO.
5. Connect your inbox (optional but required for some tools).
6. Choose a tool:

   • Document Intelligence
   • Carrier RFPs
   • Mark / Unmark DTQ
   • Smart Inbox
   • Intelligent Drafting

7. Complete selections (Employer, Renewal Period, etc.).
8. Insert content or send the email manually.

All workflows begin only after explicit user interaction.

User Control & Consent

• No automatic email sending<
• No background processing
• Inbox access requires explicit Microsoft consent
• Users can disconnect inbox anytime
• AI drafts require explicit insertion before sending
• Reminder behavior follows user selection

Benefits

• Eliminate context switching between Outlook and Planyear
• Reduce time spent forwarding quotes and drafting emails
• Track RFPs and carrier participation centrally
• Improve response quality using AI assistance<
• Maintain secure broker-specific access

Requirements

• Active Planyear broker account
• Outlook (Compose Mode)
• Outlook on Web, Windows (New & Classic), or Mac (16.0+)
• Internet connection

Supported Platforms

• Outlook on the Web (Modern)
• Outlook on Windows (New & Classic)
• Outlook on Mac (16.0+)
• Mobile support coming soon