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

Install the add-in from Microsoft Marketplace.

Open Outlook (Compose Mode).

Click the Planyear icon to open the task pane.

Log in using Planyear credentials or Okta SSO.

Connect your inbox (optional but required for some tools).

Choose a tool:
- Document Intelligence
- Carrier RFPs
- Mark / Unmark DTQ
- Smart Inbox
- Intelligent Drafting
Complete selections (Employer, Renewal Period, etc.).

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

Planyear

από Planyear