pEntities-Email

pEntities-Email brings order to email in Outlook. Save emails and attachments where your team works – OneDrive, SharePoint and Microsoft Teams – with the details that make them easy to find, and keep every conversation with the work it belongs to.

Pricing at a glance: the features under “Included for everyone” are free and need no subscription. The features under “With pEntities Premium” require a paid pEntities subscription for your organisation, purchased separately (see “Pricing and licensing” below).

Included for everyone – free, no subscription or license required

• Archive – save one or more emails, with or without their attachments, to OneDrive, SharePoint libraries and lists, or Teams channels, and fill in the destination's columns as you save.
• Find in Microsoft 365 – search SharePoint, Teams and OneDrive from Outlook, then attach a copy or insert a link while you write.
• Pinned & recent – your usual places are one click away.
• From sender – see earlier emails from the same sender and preview them without leaving the message.
• Share in Teams – post saved emails to a Teams channel or chat so colleagues can follow up.
• Send checks – a warning before sending when an attachment is mentioned but missing, or personal data goes outside your organisation (see “Send checks” below).

With pEntities Premium – requires a paid pEntities subscription (for organisations that use pEntities in Microsoft Teams; purchased separately from this add-in)

• File to records – file emails and attachments to the right client, case, project or supplier record, with suggestions and retention labels.
• Data extraction from attachments – read invoices, receipts, contracts and other documents attached to an email with AI (prebuilt models or your organisation's own field mappings), review the values, and write them to the SharePoint columns of the destination or export them as JSON or CSV. Turn it into an automation that does the same for every matching email.
• AI summaries – summarise a conversation into decisions and action items, turn them into To Do tasks, and tag emails.
• Email assistant – draft replies, triage your inbox, find related threads, suggest categories and translate. Nothing is sent without you.
• Tickets – create a ticket from an email, and see a ticket's status and SLA when an email mentions it.
• Automations – acknowledge, file, ticket and follow up incoming email automatically.
• While you write – attach a record's documents, send a PIN-protected link that asks for approval, and file the email once it is sent.

Pricing and licensing

• The add-in itself is free to install and use. The features under “Included for everyone” are free and need no subscription.
• The Premium features require a paid pEntities subscription for your organisation. It is sold separately from this add-in, as the pEntities offer on Microsoft Marketplace: pEntities on Microsoft Marketplace. Plans and prices are shown on that listing and at meta-365.com/solutions/pentities.
• Your organisation's pEntities administrator decides which users and features the subscription includes. Without a pEntities subscription, the add-in shows which features Premium adds and where to get it; nothing is charged through the add-in.

Send checks: event-based activation (LaunchEvent) and Smart Alerts

• When it is used: only when you select Send on an email you are writing in Outlook on the web, the new Outlook for Windows, classic Outlook for Windows or Outlook for Mac. Outlook then starts pEntities-Email's send check (event-based activation on the message-send event), without you opening the add-in. The check runs in Outlook on your device and reads the email's recipients (To, Cc, Bcc), whether it has attachments, the text you wrote (not the quoted earlier messages, your signature or disclaimers), your send-check settings and the contacts of your pEntities records kept in your Outlook settings. Nothing is sent to pEntities or anyone else.
• What you see (Smart Alerts): if something looks wrong, Outlook shows a short message before sending: the email mentions an attachment but has none; it carries personal data (a bank account, card, tax or social security number, passport or ID number, date of birth) and a recipient is outside your organisation; or, with pEntities Premium, a recipient belongs to a different record than the one the email is filed to, or an email to a record's contact is not filed. You choose Send Anyway or Don't Send. If the check cannot finish, the email is sent.
• What is inserted: nothing is added to or changed in your email's text, subject, recipients or attachments. The only exception: if you have chosen to file client emails automatically (pEntities Premium), pEntities-Email adds one internet header to the email, x-pentities-filing, which names the pEntities record so the email is filed there once it is sent.
• Your choice: each check can be switched off in pEntities-Email (Settings → Features → Send checks, or the Send checks section while writing an email).

Who it is for
Teams that work with a lot of email and documents: legal teams and law firms, finance and accounts payable, HR, customer service and IT help desks, and project and client teams – anyone who needs emails kept with the case, client or project they belong to.

Your data stays yours
Emails and files stay in your own Microsoft 365 – Exchange, OneDrive and SharePoint. pEntities-Email works with your own account and permissions, so nobody sees anything they could not already open.

Requirements
A Microsoft 365 work or school account, and Outlook on the web, the new Outlook for Windows, classic Outlook for Windows or Outlook for Mac. For the Premium features: a paid pEntities subscription for your organisation.