AI

Use AI Agents and Ask Flow, and understand what the AI can do and how approvals work.

By Valentine Ohalebo •

9 articles

How to use Ask Flow, the FlowForce AI assistant

Click Ask Flow in the top bar. A chat panel opens on the right. Type what you want to know, or tap one of the suggestions at the bottom of the panel. The Ask Flow panel open over the Leads page Open Ask Flow 1. Click Ask Flow at the top of any page, next to the search button. 2. The panel opens with the title "Ask Flow, your FlowForce assistant". 3. Type in the box that says Ask Flow anything, then click the send arrow. You can also click the microphone to speak. Click X to close the panel. The expand button makes it larger, and the three dots open more options. Start with a suggestion A new conversation shows suggestion buttons: - What can you do here? asks Flow what it can help with. - Prioritize my day helps you decide what to work on first. - Email someone (plan) starts planning an email. Ideas to try - Ask what you should work on first today. - Ask for help planning an email to a lead. - Ask what Flow can do before you start. Check what Flow does before you act Read what Flow suggests before you use it. For emails and texts, you stay in control of what is sent. See Does FlowForce AI send messages without my approval?. If it did not work Ask Flow does not open. Reload the page and click it again. The answer is not what I needed. Ask again with more detail, such as the page you are on and what you are trying to do. I want a different kind of help. Use AI Mode to filter lists, and Build with Flow to draft a sequence. See How to filter leads and deals in plain English with AI Mode and How to create your first sequence in FlowForce. Related articles - How to filter leads and deals in plain English with AI Mode - How to use the FlowForce AI agents for follow-up and voicemail

Last updated on Nov 08, 2026

How to filter leads and deals in plain English with AI Mode

On the Leads or Deals page, click AI Mode inside the search box, then type what you want to see. FlowForce turns your sentence into filters and updates the list. AI Mode turned on in the Leads search box Steps 1. Go to Leads or Deals. 2. Click AI Mode at the right end of the search box. The box changes to say Ask in plain English. 3. Type your request. For example: "real estate leads in Canada", or "leads added this week with no owner". 4. Press Enter. The list shows the matches. 5. Click AI Mode again to turn it off. Tips for better results - Say who and where, such as "founders in Texas". - Name the stage or a date range, such as "deals in Negotiation" or "leads from last week". - If the list is not what you expected, add more detail and try again. AI Mode or Filter AI Mode is fastest when you can describe what you want. Filter is better when you want exact choices from a menu, such as one stage, one form or one teammate. See How to search and filter your leads in FlowForce. Where AI Mode is available AI Mode appears next to the search box on the Leads and Deals pages. If it did not work AI Mode is not in the search box. You may be on a page that does not have it. Go to Leads or Deals. The list is empty. Your sentence may be too narrow. Try a shorter request. I want my normal list back. Turn AI Mode off and clear the search box. Related articles - How to search and filter your leads in FlowForce - How to use Ask Flow, the FlowForce AI assistant

Last updated on Nov 08, 2026

How to use the FlowForce AI agents for follow-up and voicemail

Open Outreach and click AI Agents. The Agents tab lists the agents you can use, and each shows whether it is On or Off. Both agents are in Beta. The AI Agents page with the Follow-Up Agent on and the Voicemail Agent off The two agents - Follow-Up Agent is a team of specialist modules for active follow-up, pipeline hygiene, reactivation, sequences and reach plans. - Voicemail Agent leaves personalized AI voicemails in your own voice when the power dialer reaches voicemail. It shows Off until you turn it on. Steps 1. Click Outreach in the sidebar, then AI Agents. 2. On the Agents tab, click an agent to open it and change its setting. 3. Check the On or Off label next to its name to confirm its state. Turn the follow-up agent on for one lead On a lead's record, under Next action, the Follow-up agent switch turns the agent on or off for that lead. See How to open and work a lead in FlowForce. Where the agents' work shows up - Review lists drafts and proposals waiting for your decision. See How to review AI drafts and proposals before they go out. - Past lists earlier agent activity. - Team metrics has results for your team. - Settings sets limits for every user. See How to set AI agent limits and defaults in FlowForce. If it did not work I do not see AI Agents. Open Outreach. It is a tab next to Dialer. Your role may not include it, so ask an admin. The Voicemail Agent does nothing. It only acts when the power dialer reaches voicemail, and it must be set to On. The agent is on but I see no drafts. Check the Review tab. Drafts wait there for your approval. Related articles - How to review AI drafts and proposals before they go out - Does FlowForce AI send messages without my approval?

Last updated on Nov 08, 2026

How to review AI drafts and proposals before they go out

Open Outreach, click AI Agents, then the Review tab. Each row is something an agent wants to do, such as a follow-up email draft, with the lead it is for and a confidence score. Review each one before it goes anywhere. The Review tab with a follow-up email draft and its confidence score Read the Review tab A number next to Review shows how many items are waiting. Each row has four columns: - What is the draft or proposal, with a short reason below it. - Lead is who it is for. - Confidence is how sure the agent is, for example 76%. - When is how long ago it was created. Search by lead or message, or use the filters: All triggers, All Leads, All time and To review. Review a draft 1. Click Outreach, then AI Agents, then Review. 2. Click an item to look at it and the reason the agent gave. 3. Act on it, or dismiss it if you do not want it. The Past tab keeps a record of earlier items. Find leads that have a draft On the Leads page, click the AI drafts tab above the list. It shows only the leads that have an AI draft waiting. The Leads page filtered to the AI drafts tab A note on confidence A higher number means the agent is more certain. Read low scores with extra care. You can raise or lower the confidence needed for any automatic action in your settings. See Does FlowForce AI send messages without my approval?. If it did not work The Review tab is empty. No agent has anything waiting. Check that the Follow-Up Agent is on. See How to use the FlowForce AI agents for follow-up and voicemail. An item disappeared. Check the Past tab. I do not see AI drafts on Leads. The tab only has a count when there are drafts. Related articles - How to use the FlowForce AI agents for follow-up and voicemail - Does FlowForce AI send messages without my approval?

Last updated on Nov 08, 2026

How to set AI agent limits and defaults in FlowForce

Go to Outreach, click AI Agents, then Settings. The Workspace settings page sets defaults for enrichment, compliance, response times and safe testing. They apply to every user in your workspace. The Workspace settings page with data automation and compliance toggles Data automation Auto enrich on add fills in missing details for a new lead as soon as you add it. Cross-channel compliance These switches are on by default: - Auto compliance orchestration applies your opt-out rules automatically. - Email opt-out blocks SMS. If a lead opts out of email, FlowForce also stops texting them. - SMS STOP blocks email. If a lead replies STOP to a text, FlowForce also stops emailing them. Follow-up response times Turn on SLA nudges to be reminded when a lead is waiting too long. Set the targets: - First touch (minutes), how fast a new lead should be contacted. The default is 15. - Reply follow-up (hours), how fast to answer a reply. The default is 4. - Stale, no contact (days), when a lead counts as stale. The default is 3. The 15 minute first touch is the same target as the Confirm 15-minute SLA step in the Go live checklist. See How to set up FlowForce with the Go live checklist. Pipeline exit proposals These settings control when an agent proposes taking a lead out of your pipeline. A person approves each one. - Max outbound attempts, default 5 - No reply window (days), default 14 - Default recycle (days), default 60 - Notify admins is a switch for alerting your admins Follow-up response times, pipeline exit proposals and the autonomy ceiling If it did not work I cannot open Settings. Your role may not allow it. Ask an admin. A lead keeps getting texts after they opted out of email. Check that Email opt-out blocks SMS is on. Related articles - Does FlowForce AI send messages without my approval? - How to use the FlowForce AI agents for follow-up and voicemail

Last updated on Nov 08, 2026

Does FlowForce AI send messages without my approval?

By default, no. The FlowForce AI agents draft work and wait for you to approve it. The settings that would let them act on their own, auto email, auto SMS and auto sequence enrollment, are all off until you turn them on. The Autonomy ceiling Open Outreach, click AI Agents, then Settings, and find Autonomy ceiling. It sets the most the agents may do without asking. The Autonomy ceiling settings with auto email, auto SMS and auto enrollment switched off - Minimum confidence is how sure an agent must be before it may act. The default is Balanced (85%). - Max risk is the highest risk it may take on. The default is Balanced (max 30). - Allow auto email lets an agent send emails without asking. Off by default. - Allow auto SMS lets an agent send texts without asking. Off by default. - Allow auto sequence enroll lets an agent put leads on a sequence without asking. Off by default. While these are off, everything an agent suggests appears on the Review tab for you to approve. See How to review AI drafts and proposals before they go out. Shadow mode Shadow mode, under Tenant QA, is a testing setting. It is off by default. Opt-outs and pipeline exits Opt-out rules, such as Email opt-out blocks SMS, are separate settings. See How to set AI agent limits and defaults in FlowForce. The settings page marks Pipeline exit proposals as approval required. If it did not work An agent sent something I did not expect. Open Settings and check whether Allow auto email, Allow auto SMS or Allow auto sequence enroll is on. Turn it off to go back to approval only. I want the agents to act faster. Lower Minimum confidence or turn on one auto action at a time, and watch the Past tab. Common questions Does turning on an auto setting affect everyone? Workspace settings apply to all users, so tell your team first. Related articles - How to review AI drafts and proposals before they go out - How to set AI agent limits and defaults in FlowForce

Last updated on Nov 08, 2026

How to set up the Voicemail Agent with your own voice

Open Outreach, AI Agents, and click Voicemail Agent. The setup page, Set up your voice, starts with a consent step. You confirm the voice is yours before FlowForce creates a voice model. The Set up your voice page What the agent does The Voicemail Agent leaves personalized AI voicemails in your own voice when the power dialer reaches voicemail. See How to use the FlowForce AI agents for follow-up and voicemail. Steps 1. Click Outreach in the sidebar, then AI Agents. 2. On the Agents tab, click Voicemail Agent. 3. On Set up your voice, read the page. It says it lets FlowForce leave voicemails that sound like you. Click Continue. 4. On Your consent, tick the box. It reads: "I confirm this is my voice and authorize FlowForce to create a voice model solely for leaving voicemails on my behalf." 5. Click Continue. The consent step, which must be ticked before you continue You can click Cancel at the top right to leave setup. Before you start The agent works with the power dialer, so Phone & SMS should be set up and connected. See How to set up Phone and SMS in FlowForce and How to make a call from FlowForce with the dialer and keypad. If it did not work Continue is greyed out. On the consent step, tick the box first. The Voicemail Agent shows Off. Setup alone does not turn it on. Open the Agents tab and check its state. I changed my mind. Click Cancel. Nothing is created until you consent. Related articles - How to use the FlowForce AI agents for follow-up and voicemail - How to make a call from FlowForce with the dialer and keypad

Last updated on Nov 09, 2026

How to set the Follow-Up Agent pace and choose its modules

Open Outreach, AI Agents, and click Follow-Up Agent. Switch it on, choose Conservative, Balanced or Aggressive, and click Customize modules to turn individual modules on or off. The Follow-Up Agent page with its pace options and five modules What it does The page says: "FlowForce watches your leads, drafts follow-ups, and queues the next call. Messages to customers still wait for your approval." So it prepares work, and you approve what is sent. See How to review AI drafts and proposals before they go out. Steps 1. Click Outreach in the sidebar, then AI Agents. 2. On the Agents tab, click Follow-Up Agent. 3. Use the switch to turn it On or Off. 4. Choose a pace: Conservative, Balanced or Aggressive. 5. Click Customize modules to see the modules. Click Hide modules to close the list. The modules Each module has its own switch, a settings gear and a Last run time. - Active Follow-Up watches active leads and takes the next safe follow-up action. - Reactivation brings quiet leads back into conversation. - Pipeline Scan scans pipeline hygiene and finds assigned leads that were never worked. - Sequence Manager keeps leads moving through the right sequence. - Reach Builder builds a short outreach plan when no existing sequence fits. Other tabs on the page - Runs lists what the agent did. - Analytics shows how it is doing. If it did not work The agent is on but nothing happens. Check each module's switch, and look at Last run. See Why did FlowForce AI do something I did not expect?. I want it to act more or less. Change the pace. For limits on what it may do on its own, see Does FlowForce AI send messages without my approval?. Related articles - How to use the FlowForce AI agents for follow-up and voicemail - How to read AI agent team metrics and past activity

Last updated on Nov 09, 2026

How to read AI agent team metrics and past activity

Open Outreach, AI Agents, and click Team metrics for team results. Click the Past tab to see each thing an agent did or tried to do. Team metrics for the AI agents over the last 30 days Team metrics The page covers a period such as the last 30 days and the number of reps. The top cards show: - Open SLA breaches is the number of leads that waited longer than your response target. - Agent runs is how many times the agents ran. - Touches is how many follow-ups they made. - Approvals executed is the drafts you approved and sent. - Auto-executed is the actions taken without asking. This is 0 while automatic actions are off. - Reply outcomes (48h) is the replies that came within two days. Below the cards, Team outcomes by module follows a module's leads through Touched, Contacted, Replied and Won, and shows the overall conversion. Team Pipeline Scan hygiene shows pipeline cleanup. Use the menu to pick a module. The Past tab Open Outreach, AI Agents, then Past. Each row is one agent action, with a status such as Scheduled, a short description such as "Action taken for (lead)", the lead and when it happened. The Past tab listing agent actions, skips and errors Rows can say: - Action taken for a lead. - No action for a lead, with the reason, such as Skipped. - Could not complete for a lead, with the error, such as "Mailbox not connected". Use the search box and the filters All triggers, All Leads, All time and All results to narrow the list. If it did not work The numbers are all 0. The agents have not run in this period yet. Check that the Follow-Up Agent is on. I see an error on a row. Read the reason on the row, such as a mailbox that is not connected, and fix that. See Why did FlowForce AI do something I did not expect?. Related articles - How to set the Follow-Up Agent pace and choose its modules - How to review AI drafts and proposals before they go out

Last updated on Nov 09, 2026