Custom Prompts

OutSales gives you full control over the AI's behavior through customizable prompts. Each agent has three AI operations, and each one can be fine-tuned to match your sales style, tone, and strategy.

The Three AI Prompts

Every agent uses three prompts that run in sequence for each activity:

1. Generate Follow-up Email

This prompt controls how the AI writes follow-up emails. It determines the tone, structure, length, and style of every email your agent produces. This is typically the prompt you will customize most.

2. Calculate Closing Probability

This prompt instructs the AI on how to analyze engagement data and assign a probability score (10-80%) to each deal. You can adjust the criteria and weighting to match your sales methodology.

3. Plan Next Activity

This prompt tells the AI how to plan the next follow-up -- including the subject, due date, and notes for the next activity that gets created in Pipedrive.

Accessing Prompt Settings

1. Open your agent from the dashboard.
2. Click the Settings tab.
3. Scroll down to the AI Prompts section.
4. Click on any prompt card to expand it and view its settings.

Prompt Configuration Options

Each prompt has five configurable fields:

Model

Choose the AI model for this specific prompt:

You can use different models for different prompts. For example, you might use GPT-4o for email generation (where quality matters most) and GPT-4o Mini for probability calculation (where speed is preferred).

Temperature

A slider from 0 to 1 that controls the AI's creativity level:

• Low (0-0.3) -- More consistent, predictable output. Good for formal or templated emails.
• Medium (0.4-0.6) -- Balanced between consistency and variety. A good default for most use cases.
• High (0.7-1.0) -- More creative and varied output. Good for casual or exploratory emails.

Max Tokens

The maximum number of tokens (roughly words) the AI can produce in its response. Increase this if your emails are being cut off; decrease it to keep responses concise.

System Prompt

The system prompt is the AI's core instruction set. It tells the AI what role to play, what rules to follow, and how to format its output. This is where you define:

• The writing tone and style (professional, casual, friendly, direct)
• Content rules (what to include or avoid)
• Structural requirements (greeting format, paragraph structure, call-to-action style)
• Language preferences
• Any domain-specific instructions

User Template

The user template is the data payload sent to the AI for each activity. It contains template variables in Jinja2 syntax ({{ variable_name }}) that are filled with real CRM data at runtime. You can rearrange, add, or remove variables to control what information the AI receives.

Editing a Prompt

1. Expand the prompt card by clicking on it.
2. Modify any of the five fields.
3. Click Save to apply your changes.

The prompt card will show an Override badge indicating you have customized it from the default.

Resetting to Default

If your customizations are not producing the results you want:

1. Expand the prompt card.
2. Click the Reset to Default button.
3. The prompt reverts to the original OutSales default configuration.

This removes your override and restores the standard system prompt, user template, model, temperature, and max tokens settings.

Using the Variables Panel

When editing the user template, click Show Variables to open a panel listing all available template variables for that specific prompt. Each variable shows:

• The variable name (e.g., contact_name)
• A description of what data it contains

Click a variable name to see its description. Use the {{ variable_name }} syntax to include it in your template. See Template Variables for the full reference.

Best Practices

• Start small -- Make incremental changes to one field at a time and test with a few activities before making sweeping changes.
• Test with approval on -- Enable the "Approve follow-ups" setting while tuning prompts so you can review every generated email before it is sent.
• Be specific in the system prompt -- Vague instructions like "write a good email" produce inconsistent results. Instead, specify exactly the tone, length, structure, and style you want.
• Keep the user template complete -- Removing variables from the user template means the AI will not have that data available. Only remove variables you are sure the AI does not need.
• Use Reset as a safety net -- If you get lost in customizations, reset to default and start fresh with targeted changes.