Agent Overview

In OutSales, an agent is an AI-powered automation that monitors your Pipedrive activities and handles the follow-up process for you. Each agent watches for a specific activity type and runs a complete AI pipeline: generating emails, calculating closing probabilities, and planning next steps.

How Agents Work

Each agent operates on a simple cycle:

1. Trigger -- A new activity of the configured type appears in Pipedrive (e.g., an "Email" activity is created on a deal).
2. Data Collection -- OutSales pulls all relevant CRM data: the deal details, contact information, previous email threads, notes, and organization data.
3. AI Processing -- Three AI operations run in sequence:
   • Generate Follow-Up Email -- Creates a personalized email based on context.
   • Calculate Closing Probability -- Scores the deal from 10-80% based on engagement patterns.
   • Plan Next Activity -- Determines when and what the next follow-up should be.
4. Review -- If approval is enabled, the activity moves to "Awaiting Approval" for your review. Otherwise, it proceeds automatically.
5. Send -- The email is sent via your connected Gmail account.
6. Complete -- The activity is marked as completed, and the next activity is scheduled in Pipedrive.

Activity Stages

Each activity processed by an agent moves through stages:

Managing Multiple Agents

You can create multiple agents, each configured for different scenarios:

• Different activity types -- One agent for "Email" follow-ups, another for "Call" follow-ups.
• Different pipelines -- Separate agents for different sales pipelines or segments.
• Different configurations -- One agent with approval required for high-value deals, another running fully automated for routine follow-ups.

All agents appear on the main Agents dashboard. Click the + New Agent button to create additional agents at any time.

Agent Status

Each agent has a status that you can toggle in the Settings tab:

• Active (green toggle) -- The agent is running and processing new activities.
• Inactive (gray toggle) -- The agent is paused and will not process new activities. Existing activities remain unchanged.

Deleting an Agent

If you no longer need an agent, you can delete it from the Settings tab. This is a permanent action:

1. Open the agent's Settings tab.
2. Click Delete Agent at the bottom.
3. Type the agent's exact name to confirm.
4. Click Delete Agent to confirm.

Deletion removes all associated activity data, AI-generated content, and knowledge base vectors. Your Pipedrive data is not affected.

Best Practices

• One agent per activity type -- Avoid having multiple agents watch the same trigger type to prevent duplicate processing.
• Start with approval -- Enable the approval setting initially to review AI output quality before going fully automatic.
• Monitor regularly -- Check the Reports tab to understand your completion rates and identify any issues.
• Use descriptive names -- Name agents clearly (e.g., "Enterprise Follow-ups" or "SMB Email Agent") so you can quickly identify them.