Email Intelligence

Overview

SeaSquad's email intelligence has two parts: an add-in that runs inside Outlook so you can see analysis alongside an email as you read it, and automatic analysis that runs on emails synced into SeaSquad — classifying them, extracting action items and reminders, drafting a suggested reply, and linking the email to the right vessel where possible.

Installing the add-in

Your administrator provides the add-in's manifest URL or file. Installation depends on which version of Outlook you use.

Outlook on the web, and the new Outlook for Windows

Both use the same flow:

1. Click the ... (More actions) on any email, or the gear icon → View all Outlook settings → Mail → Customize actions, and choose Get Add-ins.
2. Select My add-ins, scroll to Custom Add-ins, and choose Add a custom add-in → Add from file... or Add from URL..., depending on what your administrator gave you.
3. Confirm the install when prompted.
4. Open any email — you'll see the add-in in the ribbon or message toolbar.

Outlook Classic (desktop)

Your administrator will typically distribute the add-in through a centrally managed catalog, so it appears automatically under My Add-ins without any action from you. If you're asked to add it manually, your administrator will provide the specific steps and manifest location for your organization's setup.

What automatic analysis produces

When an email is analyzed, SeaSquad produces a structured result:

• Category — one of maintenance, certificate, inspection, survey, vendor, delivery, promotional, safety, manning, QA, or general.
• Priority — high, medium, or low.
• Action category — what kind of action, if any, the email needs from you specifically:
  • To respond — needs a reply or action from you within a couple of days.
  • Follow up — needs action from you, but the deadline is further out.
  • Meeting/discussion — a genuine meeting invite, minutes, or call recap (not just an email that mentions a past discussion in passing).
  • Info only — no action needed from you.
• Summary — a short description of what the email is about.
• Suggested reply — a short draft response (typically two to four sentences) for any non-promotional email, which you can edit before sending.
• Action items and reminders — specific tasks or deadlines extracted from the email, each with its own priority based on how soon it's due.

Action category accounts for your specific position on the email: being named directly in the body pushes toward "to respond," while being one of several CC'd recipients on a message addressed to someone else by name typically resolves to "info only."

Personalizing how your email is analyzed

You can define rules that pin specific outcomes for emails matching conditions you set — for example, "email received via our operations shared mailbox" or "sender is our technical superintendent" or "subject contains a particular keyword." A rule can pin the action category, the category, or the priority; anything a rule doesn't pin is still filled in automatically. Rules apply in addition to, not instead of, the underlying analysis, so you only need to set the parts you want to control.

Linking an email to a vessel

SeaSquad tries to identify which vessel an email relates to by matching vessel names or reference codes found in the subject, body, or sender information against your fleet. A match is only made when the system is confident which single vessel is meant — if no vessel is mentioned, or if more than one vessel is mentioned without a clear primary subject, no vessel is assigned rather than guessing. Each vessel match is stored with a confidence score so you can see how certain the link is.