Configuring Agent Settings

The Settings tab for each agent gives you full control over how the agent operates, what it monitors, and how it generates content. This guide covers every setting available.

Accessing Agent Settings

1. Open an agent from the Agents dashboard.
2. Click the Settings tab (gear icon) in the tab navigation.

Agent Status

At the top of the Settings tab, you will find the agent status toggle:

• Active (blue toggle) -- The agent is running and will process new activities as they appear in Pipedrive.
• Inactive (gray toggle) -- The agent is paused. No new activities will be processed, but existing activities remain in their current state.

Toggle the switch to change the status. The change takes effect immediately.

Agent Name

The agent name field lets you rename your agent at any time. Use a descriptive name like "Enterprise Email Follow-ups" or "SMB Outreach Agent" so you can quickly identify it on the dashboard.

Trigger Activity Type

This dropdown determines which Pipedrive activity type the agent watches for. The list is pulled directly from your Pipedrive account and includes all custom activity types you have created.

Select the activity type that matches the workflow you want to automate (e.g., "Email," "Follow-up," or a custom type).

Dynamic Configuration Settings

Below the trigger type, you will see configuration options that vary depending on your agent type. Common settings include:

Approve Follow-ups

A toggle that controls whether emails require manual review before sending:

• On -- Every AI-generated email pauses at the "Awaiting Approval" stage for your review.
• Off -- Emails are sent automatically after generation.

When you turn approval off and there are existing activities in the "Awaiting Approval" stage, a confirmation dialog appears showing the count of pending activities and asking whether to automatically move them to the "Email Ready" stage for sending.

Follow-up Interval

Controls how many days between follow-ups. This can be:

• Fixed interval -- A set number of days (e.g., 7 days between each follow-up).
• AI dynamic interval -- The AI determines the optimal interval based on engagement patterns. When dynamic interval is enabled, the fixed interval field is hidden.

Auto-Manage AI Suggestions

When enabled, OutSales automatically acts on AI engagement suggestions for contacts. The AI analyzes response patterns and may suggest continuing, pausing, or stopping follow-ups for specific contacts.

Append Email Signature

A toggle that controls whether your profile email signature is appended to generated emails:

• On -- Your signature (text and logo if configured) appears below every email.
• Off -- No signature is appended.

Configure your signature in Settings > Profile.

AI Prompts

The AI Prompts section at the bottom of the Settings tab lets you customize the three AI operations that run for each activity. Each prompt appears as an expandable card:

Generate Follow-up Email

Creates the personalized follow-up email. You can customize the system prompt (the AI's instructions) and the user template (the data passed to the AI).

Calculate Closing Probability

Scores each deal from 10-80% based on engagement data. Customize how the AI weighs different factors.

Plan Next Activity

Determines the timing and content of the next follow-up. Customize the planning logic and defaults.

Editing a Prompt

1. Click on a prompt card to expand it.
2. You will see several configurable fields:
   • Model -- Choose between GPT-4o Mini (faster, lower cost), GPT-4o (more accurate), or GPT-4 Turbo.
   • Temperature -- A slider from 0 to 1 controlling creativity. Lower values produce more consistent output; higher values produce more varied output.
   • Max Tokens -- The maximum length of the AI response.
   • System Prompt -- The instructions that tell the AI how to behave and what to produce.
   • User Template -- The template containing CRM data variables that get filled in for each activity.
3. Edit the fields as needed.
4. Click Save to apply your changes.

A Reset to Default button is available on each prompt to restore the original configuration if your customizations do not produce the desired results. Prompts you have customized show an "Override" badge.

Template Variables

When editing the user template, a Show Variables panel displays all available template variables for that specific prompt. Variables use Jinja2 syntax: {{ variable_name }}. Click on any variable to see its description. See Template Variables for the full reference.

Saving Settings

After making changes to the agent name, status, trigger type, or configuration toggles, click the Save Settings button at the bottom of the configuration section. A success notification confirms the save.

AI prompt changes are saved individually per prompt using each prompt card's own Save button.

Deleting an Agent

At the bottom of the Settings tab, you will find the Delete Agent button. This is a permanent, irreversible action:

1. Click Delete Agent.
2. A confirmation dialog appears asking you to type the agent's exact name.
3. Type the name and click Delete Agent to confirm.

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