Reviewing Follow-Up Emails

When your agent has the "Approve follow-ups" setting enabled, every AI-generated email pauses at the "Awaiting Approval" stage for your review. This gives you full control over what gets sent to your prospects.

Finding Emails to Review

The quickest way to find emails waiting for your review:

1. Open your agent from the dashboard.
2. On the Activities tab, look for the Awaiting Approval stage filter chip -- it shows a count of pending reviews.
3. Click the chip to filter the table to only those activities.

Viewing an Email

Click on any activity row to open the Activity Drawer. The drawer shows several sections:

Activity Data

The top section shows the original activity information from Pipedrive:

• Subject -- The original activity subject
• Due Date -- When the activity is due
• Type -- The activity type (e.g., Email)
• Note -- Any notes from the CRM
• Prospect name and Prospect email -- Contact details

Follow-Up Email

This is the AI-generated email that will be sent. It displays:

• The email subject line
• The full email body rendered with HTML formatting
• The signature (if configured) shown below a divider

Quality Warnings

If the AI detects potential issues with the generated email, a yellow warning bar appears with a quality score out of 100. Possible warnings include:

• Banned phrases -- Phrases that should not appear in professional emails
• Generic subject line -- The subject line is too generic
• Content too short -- The email body is shorter than expected
• Language mismatch -- The detected language does not match expectations

Status Reason

If an activity was skipped or encountered an error, a banner explains why (e.g., "Missing email address" or "Invalid email domain").

Editing an Email

To modify the email before sending:

1. Click the Edit button (pencil icon) next to "Follow up email."
2. The email subject, content, and signature become editable fields.
3. Edit the Subject line as needed.
4. Modify the Content in the text area. The content is shown as plain text for easy editing -- it will be converted back to formatted HTML when saved.
5. Adjust or remove the Signature using the Add/Remove toggle.
6. Click Save to save your changes, or Cancel to discard them.

Email Signatures in Review

The signature section below the email body follows a priority system:

1. Custom signature -- If you have set a per-activity custom signature, it appears first.
2. Profile signature -- If the agent has "Append Email Signature" enabled and you have configured a signature in your Profile settings, it appears here (including any logo image).
3. First name fallback -- If neither of the above is set, your first name from your profile is used as a simple sign-off.

You can override the signature for any individual activity by editing it in the edit view.

Next Activity and Closing Probability

Below the email section, the drawer also shows:

• Next Activity -- The AI-planned follow-up activity with subject, due date, and note. You can edit these by clicking the Edit button.
• Closing Probability -- The AI-calculated probability percentage and an explanation of the score.

These help you understand the full context before deciding whether to approve the email.