Planyear

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 client communications, renewals, RFPs, carrier tracking, and AI-assisted drafting — all from Outlook.

With seamless integration between Outlook and Planyear, brokers can:

• Auto-tag client emails by employer and keep their inbox organized
• Get AI-generated email summaries for every client thread
• Generate AI-assisted reply drafts drawn from employer plan documents
• Draft new outbound emails from scratch with Write for Me
• Surface and accept action items extracted from client emails
• Share client emails to their team workspace automatically or manually
• Process carrier quote documents via Document Intelligence
• Send and track Carrier RFPs (Request for Proposals)
• Mark or unmark carriers as Declined-to-Quote (DTQ)

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 without inbox connection.

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 and task suggestions)
• Employer and renewal data linked to the user's Planyear account

What the Add-in Modifies

• Outlook categories: Adds an [Employer]-PY category label when the user applies a tag
• Email body: Inserts AI-generated draft content or RFP templates only when the user selects Insert Response
• Task pane: Displays contextual employer, renewal, and task data
• Authentication state: Maintains a 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, AI drafting, and task suggestions
• AI models analyze content for contextual drafting and task extraction
• 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

Auto-Tagging & Email Organization

SAGE detects client emails by sender domain and applies Outlook category labels — so your inbox is organized by employer automatically. Nothing is moved or forwarded.

Email Summary

A concise summary of every client thread, generated on open. No re-reading required.

Auto-Drafting

Context-aware reply drafts drawn from employer plan documents. Refine with tone controls (Shorter, Simplify, More Formal, More Detail) before inserting. Compose new outbound emails from scratch with Write for Me.

AI Task Suggestions

Action items extracted from client emails, ready to accept or dismiss with one click. Accepted tasks sync to the Planyear workspace.

Task Management

All broker tasks in one tab — grouped by due date, filterable by employer and task type.

Sharing to Workspace

Auto-share employer emails to your team's Planyear workspace with one toggle. Manual share available per email.

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.

Authentication & Inbox Connection

Secure login via Planyear credentials or Okta SSO. Inbox access requires explicit Microsoft consent and can be disconnected anytime from Settings.

HOW IT WORKS

1. Install the add-in from Microsoft AppSource
2. Open Outlook (reading pane or 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 background features)
6. Open a client email — SAGE auto-tags it and shows Summary, Auto-Drafting, and Task Suggestions
7. Accept task suggestions, insert reply drafts, or share emails to your workspace
8. Use More Tools for Document Intelligence, Carrier RFPs, and DTQ tracking

All workflows begin only after explicit user interaction.

CAPABILITIES INCLUDED IN THIS SUBMISSION

• Authentication & Inbox Connection
• Auto-Tagging & Email Organization
• Email Summary
• Auto-Drafting (Reply Draft + Write for Me)
• AI Task Suggestions
• Task Management
• Sharing to Workspace
• Document Intelligence
• Carrier RFPs
• Mark / Unmark Declined-to-Quote (DTQ)
• Settings

USER CONTROL & CONSENT

• No automatic email sending
• No background processing without explicit inbox connection
• Inbox access requires explicit Microsoft consent
• Users can disconnect inbox anytime from Settings
• AI drafts require explicit insertion before sending
• Task suggestions require explicit Accept action
• All sharing behavior follows user preference settings

BENEFITS

• Eliminate context switching between Outlook and Planyear
• Reduce time spent re-reading emails and drafting replies
• Track RFPs and carrier participation centrally
• Surface action items before they slip through the cracks
• Improve response quality using AI assistance grounded in employer documents
• Maintain secure broker-specific access

REQUIREMENTS

• Active Planyear broker account
• Outlook (reading pane or compose mode)
• Outlook on the 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