Introduction

ReplyrX is an AI-powered Outlook plugin that drafts email replies using your organisation's knowledge, preferred tone, and email context. Select an instruction profile, optionally add a quick note, and ReplyrX produces a polished draft you can insert into Outlook in one click.

ReplyrX has two product surfaces:

• The ReplyrX Portal — the web app where admins configure the knowledge base, profiles, templates, settings, and team access.
• The Outlook Plugin — the side panel inside Outlook where users generate, refine, and insert replies.

The ReplyrX Portal

Sign in with your work email at the ReplyrX web address provided by your administrator. The sidebar organises everything into three categories:

• Manage — Knowledge Base, Profiles, Templates
• Insights — Usage Log
• Config — Integrations, Settings, Team

2.1 Dashboard

The Dashboard is the landing page of the portal. It gives you a quick summary of your ReplyrX environment and a Getting Started checklist. Four counters at the top show:

• Knowledge Entries
• Profiles
• Templates
• Replies Generated

2.2 Knowledge Base

The Knowledge Base is the most important part of ReplyrX. It is the set of facts the AI consults when drafting — your product details, prices, policies, and FAQ answers. The richer and cleaner it is, the better every draft will be.

Pending Review

Any team member can submit a fact; it lands here first, waiting for admin approval. Admins can approve, reject, edit, or use Approve All to clear the queue.

Approved

Live facts used in every draft. Once approved, a fact is immediately available across the entire organisation.

Bulk Import

Click Import to bulk-upload from a .csv, .xlsx, or .docx file. First-timers can download the CSV template for the correct column structure.

2.3 Replyr Profiles

Profiles control how ReplyrX writes. Each is a named bundle of system instructions, model, and temperature.

Built-in profiles: Client Support, Executive Leader, Firm but Polite Reminder, Internal Delegation, Short & Direct.

2.4 Templates

Templates are reusable email bodies for situations you handle the same way every time. Unlike profiles (which guide AI generation), templates are static text you insert and customise.

The key field is Scope:

• Personal — only visible to you
• Organisation — visible to the whole team (admins only)

Use {{placeholders}} in the body to mark spots you'll fill in before sending.

2.5 Usage Log

The Usage Log records every AI operation — who, which profile, which model, and when. Use it to audit usage or understand which profiles are most popular.

2.6 Settings

• Master Prompt — wraps every profile's instructions. Use it for company-wide rules that apply regardless of profile.
• Additional Output Rules — control formatting (greeting lines, sign-offs, subject lines) across all drafts.

2.7 Team

The Team page lists every user and their role. Three roles exist in ReplyrX:

• Member — can generate drafts, suggest facts, create personal templates.
• Admin — full access: approve knowledge, create org templates, change settings, manage users.
• Owner — same permissions as Admin; typically the workspace creator or primary account holder.

Using the Plugin

Once installed, ReplyrX appears in the Outlook ribbon. This section covers generating a draft, refining it, and inserting it into your email.

3.1 Opening & Pinning the Panel

Click the ReplyrX button in the ribbon to open the side panel. By default it closes when you switch emails. Click the pin icon at the top right to keep it open across all emails.

3.2 Generating a Draft

The AI Draft tab has three controls before generation:

1. 1
   Instruction Profile — select the tone that matches the situation.
2. 2
   Knowledge Base toggle — leave ON for replies that need product, pricing, or policy info. Turn OFF for purely conversational replies. The label shows how many facts are loaded (e.g. 21 facts).
3. 3
   Additional Instructions — specific context the AI can't infer from the email alone. Examples: "Keep under 100 words", "Mention we can meet Thursday". This is your biggest lever over the output.

Workflow: select profile → toggle KB → add extra context → click Generate Draft.

3.3 Working with the Generated Draft

After generation, three actions are available:

1. 1
   Copy — copies the draft to your clipboard.
2. 2
   Insert into Body — places the draft directly into your Outlook reply in one click.
3. 3
   Refine — adjust the draft with a plain-language instruction: "make it shorter", "remove the apology".

To start over, click ← Edit Instructions at the top of the result view.

3.4 Suggest Fact

If you notice a fact missing from the Knowledge Base while drafting, click Suggest Fact at the bottom of the result view. A form opens pre-filled from the current draft. Pick a category, edit the text, add tags, then click Suggest to send it to Pending Review for admin approval.

3.5 The Templates Tab

Switch the plugin from AI generation to template insertion. You can filter by category, search by name, and click any template to load it into Outlook.

Roles & Permissions

Tips for Better Drafts