Approving and Sending Emails

Once you have reviewed an AI-generated email and are satisfied with its content, you can approve it for sending. OutSales provides several ways to approve emails -- individually or in bulk.

Individual Approval

When viewing an activity in the Activity Drawer:

1. Open an activity that is in the Awaiting Approval stage.
2. Review the email content, subject line, and signature.
3. Click the green Approve button.

The email will be sent to the prospect via your connected Gmail account. The activity stage changes to "Sent" or "Completed" after successful delivery.

Approve and Next

If you are reviewing multiple emails in sequence, the Approve & Next button streamlines the process:

1. Click Approve & Next (the button with a double-arrow icon next to the Approve button).
2. The current email is approved and sent.
3. The drawer automatically loads the next activity that is awaiting approval.

This lets you quickly work through a queue of pending emails without closing and reopening the drawer for each one.

Bulk Approval

To approve multiple activities at once:

1. On the Activities tab, filter by the Awaiting Approval stage.
2. Select the activities you want to approve using the checkboxes.
3. The bulk action bar appears at the top showing "Approve (X)" where X is the number of approvable items.
4. Click the green Approve button in the bulk action bar.

All selected activities will be approved and their stage will change to "Email Ready." They will be sent during the next processing cycle.

Bulk Send

For activities already in the "Email Ready" stage (approved but not yet sent):

1. Filter by the Email Ready stage.
2. Select the activities you want to send.
3. Click the blue Send button in the bulk action bar.

The emails will be sent immediately. The action bar shows a count and progress indicator.

Disabling Approval

If you want your agent to send emails automatically without manual review:

1. Go to the agent's Settings tab.
2. Find the "Approve follow-ups" toggle and turn it off.
3. Click Save Settings.

If there are existing activities in the "Awaiting Approval" stage when you disable approval, OutSales will show a confirmation dialog informing you of the count and asking whether to automatically queue them for sending.

What Happens After Sending

After an email is sent:

1. The activity stage changes to Sent and then to Completed.
2. The next follow-up activity is created in Pipedrive with the AI-planned subject and due date.
3. OutSales monitors for prospect replies. If a reply is detected, the activity stage changes to Replied.

Billing and Sending

Each completed email counts toward your monthly credit usage. If your account has billing issues (past-due payment), the approve-and-send action will be blocked with a message directing you to update your payment method in Settings > Billing.

Tips

• Review before going automatic -- Use the approval flow for a few weeks to calibrate the AI quality before switching to fully automatic mode.
• Use Approve & Next -- This is the fastest way to process a queue of pending approvals.
• Check quality warnings -- Pay attention to quality score badges that appear on emails. They flag potential issues like generic subject lines or banned phrases.