Prudai for Outlook: getting started (users)

This page is for end users of the Prudai Outlook add-in. What the add-in does is covered on Prudai for Outlook; deployment is handled by your administrator via the administrator guide.

Opening the add-in

1. Open Outlook (web or desktop) and select or open an email message.
2. Click Prudai in the ribbon, or via the message’s Apps menu.
3. The task pane opens on the right.

The add-in needs an open message for context. Without a selected message you can still chat, but the email actions (save, summarize, reply) are unavailable.

Don’t see Prudai? Search for “Prudai” in Outlook’s Apps menu and add the add-in. If it isn’t there either, it hasn’t been rolled out to you (yet) — ask your administrator.

Signing in for the first time

1. Click Sign in in the task pane.
2. A separate dialog window opens (SSO logins often cannot run inside embedded frames; hence a pop-up).
3. Sign in with your Prudai account — the same account as for the web app.
4. The window closes and the task pane picks up your session.

You need an active license for a persona the add-in works in: LEO, LEO Fiscaal, ZIA, VERA or BEVER. See also Sign-in & persona selection.

Features

Summarize an email or conversation

Open a message and choose the “Summarize this email” action. The add-in places the email content visibly in the chat and your assistant summarizes it. If your administrator has activated the Microsoft mail connection, the entire conversation is included where possible, ordered chronologically; otherwise only the open message. Very long messages are truncated — clearly marked when it happens.

Draft a reply

1. Open the message you want to answer and choose “Draft a reply”. Your assistant writes a proposal in the language of the received email.
2. Steer via the chat if needed (“shorter”, “more formal”, “mention the deadline from the attachment”) until the draft is right.
3. On the answer, choose “Open as reply in Outlook” (or the reply-all variant). Outlook opens a regular reply window, pre-filled with the text.
4. Review, edit, and send it yourself. The add-in never sends anything on your behalf.

If you are already composing a message (new message or reply), you can choose “Insert as draft reply” on an answer from your assistant: the text is inserted into your draft at the cursor position.

Save an email or attachments to a case file

1. Open the message and choose “Save to project”.
2. Pick an existing case file (project) or create a new one on the spot.
3. Choose what to save:
   • Entire conversation — all messages in the thread (only available when the Microsoft mail connection is active),
   • This message — only the open email,
   • Attachments only — tick which attachments to store as separate documents.
4. Confirm. Afterwards you see exactly what was stored where: in the project knowledge base or — for an ORDO-linked case file — in ORDO.

Attachments whose file type is not supported as a separate document are labelled “file type not supported” and cannot be ticked individually; afterwards the add-in reports how many attachments were skipped. Which formats do work is listed under Files. Such attachments are still included when you save the message itself: they travel along embedded in the email file.

When you save a very long conversation, not all messages may fit in one go. The add-in says so, including how many messages were not saved.

Emails are added to the case file as email files (.eml) and become searchable context for your assistant, just like other project documents. See Projects.

Nothing is ever filed silently: without your confirmation in this dialog, nothing leaves your mailbox.

If your administrator has restricted uploads for your organization, you cannot save emails and attachments to a case file. Which features an administrator can switch off is covered in the quick start.

Troubleshooting

Symptom	Likely cause	Fix
Prudai is missing from the ribbon or Apps menu	Add-in not (or only just) deployed; rollout can take up to 24 hours	Search the Apps menu; otherwise ask your administrator (deployment guide)
Task pane stays blank	Glitchy Office webview or cache	Close and reopen the pane; restart Outlook; clear the Office cache if needed; check that app.prudai.com is reachable
Sign-in fails	Wrong account, or no active license for one of the supported personas	Sign in with your Prudai account (not a personal account); no license → administrator or support
Email actions (save/summarize/reply) are missing	No message was selected when the pane opened	Select a message first and reopen the add-in
”Entire conversation” option is missing	Microsoft mail connection not activated by your administrator	Only the open message is used; ask your administrator about the mail connection
Notice that only the current message was saved	Same — connection inactive or consent missing	Same as above; the open message itself was saved fine
Notice that the full conversation is not in the project, or that some messages could not be saved	The conversation contains more messages than can be saved in one go	What was saved is in the case file; add the missing messages separately by opening them and choosing “This message”
Notice that attachments were skipped	The file type is not supported as a separate document, or the attachment could not be read	Save the message itself, so the attachment travels along inside the email file; the list of supported formats is under Files

More: Prudai for Outlook · Chat · Troubleshooting & support.