Settings

Manage your Vita-Drive.Ai settings.

Follow-up Sequence

Under Settings > Follow-up Sequence, configure your automatic follow-up emails. Each step defines:

• Days after previous step — How long Vita-Drive.Ai waits after the last contact
• Tone — Choose from preset options (Friendly, Neutral, Direct, Urgent, Closing) or enter a custom description
• Goal — What the step should achieve
• Template — Optionally use an email template (default: AI-generated)
• Active — Whether the step is active

Click Save sequence to apply your changes.

Adding and removing steps

You can dynamically adjust your sequence — from 1 up to 20 steps:

• Add step: Click + Add step below the existing steps. The new step is created with default values (4 days, Friendly, AI-generated, active).
• Delete step: Click the trash icon on the respective step. After confirmation, the step is removed and the remaining steps are automatically renumbered.

note

There must always be at least 1 step. The last remaining step cannot be deleted.

Inactive step behavior

Inactive steps are completely skipped. The wait time of the next active step starts from the trigger event or the previous active step — the days of inactive steps are not accumulated.

Example 1: All steps active

Step	Days	Active	Sent on
1	4	Yes	Day 4
2	3	Yes	Day 7
3	5	Yes	Day 12

Example 2: Step 1 inactive

Step	Days	Active	Sent on
1	4	No	— (skipped)
2	3	Yes	Day 3 (not Day 7!)
3	5	Yes	Day 8

Since step 1 is skipped, step 2 starts directly from the trigger event (Day 0). The 4 days from step 1 are not counted.

Example 3: Step 2 inactive

Step	Days	Active	Sent on
1	4	Yes	Day 4
2	3	No	— (skipped)
3	5	Yes	Day 9 (4+5, not 4+3+5)

Step 3 waits 5 days after step 1 (the last active step), not after the skipped step 2.

note

If all steps are inactive, no follow-up automation can be started.

User Settings

Under Settings > User Settings, configure your personal sending and attachment options for follow-up automation.

info

These settings apply per tenant. When you switch between tenants, the settings for the selected tenant are loaded. Adjust the settings separately for each tenant as needed.

Email Sending

Send Mode (email_send_mode):

• Create as draft (draft, default): The email is created as a draft in your Outlook mailbox. You can review and adjust it before sending
• Send directly (send): The email is sent immediately without creating a draft

Create Pipedrive Activity (create_activity_on_email_send):

• Default: No
• When enabled, a Pipedrive activity is automatically created in the associated deal for every email sent
• Useful for tracking and documenting communication

AI Context for Email Generation

Context source (email_generation_context):

• Email history (email_history, default): The AI receives the existing email conversation of the deal as context for generating the follow-up email
• Activity note (activity_note): The AI receives the note from the triggering activity (e.g. a Pipedrive activity note) as context
• Both combined (both): The AI receives both the activity note and the email history as context

When to use which mode?

• Email history is suitable when your follow-ups should primarily be based on the existing email conversation
• Activity note is useful when you want specific information from an activity (e.g. call notes) to be incorporated into the follow-up email
• Both combined provides the most comprehensive context — the AI can draw on both the activity details and the communication history

Draft Cleanup (only visible in "Create as draft" mode):

When the send mode is set to Create as draft, additional options for automatic cleanup of stale drafts appear:

• Auto-cleanup stale drafts (draft_auto_cleanup_enabled): Default No. When enabled, unsent drafts are automatically cleaned up after the configured period expires
• After X days (draft_max_age_days): Default 7 days (1–365). Drafts older than this value are cleaned up on the next check
• Also delete draft from email account (draft_cleanup_delete_from_provider): Default No. When enabled, the draft is also deleted from the Outlook mailbox. Otherwise, only the automation continues (the draft remains in Outlook)

note

Cleanup is automatically checked every 30 minutes. The follow-up sequence continues with the next step after cleanup.

Attachments

Attachment Mode (attachment_mode):

• No attachments (none): No files are attached
• All deal files (all): All files stored in the Pipedrive deal are attached
• Most recent file only (newest, default): Only the most recently uploaded file is attached
• First sent email attachments (first_email): Only files attached to the first sent email of the deal (e.g. the customer quote). If no sent email is found or it has no attachments, no files are attached — there is no fallback to the file container

When to use "First email"?

A Pipedrive deal's file container often contains mixed documents — customer quotes, supplier quotes, internal notes. The first_email mode ensures that only the attachments from the first sent email (typically the customer quote) are included. Combined with the Keyword Filter, this provides a double safety layer against accidentally attaching the wrong documents.

File Filter (attachment_file_filter):

• Default: ["*.pdf"]
• Glob patterns to filter attached files by type
• Examples: *.pdf, *.docx, Proposal_*
• Empty list = all file types allowed
• Only visible when attachment mode is not "No attachments"

Keyword Filter (attachment_name_keywords):

• Default: empty (no filter)
• Only files whose name contains at least one of the keywords are attached
• Case-insensitive (e.g. "Quote" also matches "quote_2024.pdf")
• Empty list = no keyword filter (all file names allowed)
• Applied after the file filter — both filters must match
• Only visible when attachment mode is not "No attachments"

Attach in steps (attachment_steps):

• All steps (all, default): Attachments are included in every follow-up step
• First step only (first): Attachments only in the first follow-up
• Specific steps (e.g. [1,3]): Attachments only in selected steps
• Only visible when attachment mode is not "No attachments"

Email Signature

Signature Mode (signature_mode):

• External (external, default): Use this mode when your signature is automatically appended by an external service (e.g. Exclaimer, CodeTwo). Vita-Drive.Ai will not add a signature
• Manual (manual): Configure your signature directly in Vita-Drive.Ai. The signature is automatically appended to every generated follow-up email

In Manual mode, two editing modes are available:

Visual tab: A WYSIWYG editor for simple signatures. Supports formatting such as bold, italic, links, and images — ideal for signatures without complex layouts.

HTML tab: A textarea for HTML code with a live preview. Suitable for complex signatures with tables, inline styles, or multi-column layouts.

Import your signature from Outlook

Open your signature settings in Outlook, copy the signature, and paste the HTML code in the HTML tab. This preserves the full layout (tables, logos, colors).

Follow-up Reminders (VT)

Follow-up reminders on reply (enable_vt_on_inbound_reply):

• Disabled by default
• When enabled, Vita-Drive.Ai automatically creates a "VT Bearbeiten" activity in Pipedrive whenever a genuine customer reply is detected
• The automation is stopped on reply regardless of this setting
• The activity includes a summary of the reply and a suggested follow-up date

App Settings

Under Settings > App Settings, you'll find global configuration options for your organization.

AI Configuration

AI Provider (ai_provider):

• 3 supported providers: Anthropic, OpenAI, Google Gemini
• Default: Anthropic
• Determines which API is used for email generation, classification, and style analysis

AI Model (ai_model):

• Available models are automatically loaded from the selected provider
• Models differ in speed, quality, and cost
• Links to provider model overviews:
  • Anthropic
  • OpenAI
  • Google Gemini

AI API Key (ai_api_key):

• Your tenant's own API key (overrides system-wide key if set)
• Stored encrypted
• Required for the selected provider (Anthropic/OpenAI/Google API Key)
• Note: Can be checked via the AI credits banner at the top of the page (status: ok / invalid / rate-limited, etc.)

Business Hours

Start / End:

• Both times are configured together as a time range (e.g. 09:00 – 17:00)
• Format: HH:MM (24-hour format)
• Timezone: Configurable via dropdown (default: Europe/Berlin)
• Default: 09:00–17:00
• End must be after start
• Note: If 00:00 is entered as end time, it is automatically saved as 23:59

Business days only (business_days_only):

• Default: Yes (Mon–Fri)
• The configured days (e.g. +5) are added as calendar days. If the result falls on a weekend, it is automatically shifted to the next Monday
• Example: Activity on Wednesday + 5 days = Monday (no weekend delivery). Activity on Thursday + 3 days = Sunday → shifted to Monday

Time Zone (timezone):

• Default: Europe/Berlin
• Determines which time zone business hours are interpreted in
• Example: With timezone "Europe/London" and start 09:00, emails are sent from 09:00 London time

Behavior outside business hours:

• Follow-up emails are never sent outside business hours
• When a follow-up becomes due (e.g. Friday 18:00), it is automatically postponed to the next business hour (e.g. Monday 09:00 + random delay)
• The random delay (0–120 min) prevents all emails from being sent at exactly 09:00
• Inbound emails continue to be processed (inbox polling runs independently)

Classification Threshold

Value (classification_threshold): 0 – 100 %

• Default: 60 % (recommended)
• The AI classifies incoming activities with a confidence score
• Only when confidence ≥ threshold → follow-up automation is triggered
• Low value (e.g. 30 %): More automations, but higher risk of misclassifications
• High value (e.g. 90 %): Fewer automations, but more precise
• Recommendation: 60 % as a starting point, adjust as needed

Email Generation

Mode (email_generation_mode):

• AI-powered (ai, default): The AI uses the style profile, deal context, and sequence settings (tone, goal) to generate personalized follow-up emails
• Template (template): Emails are created using configured templates. Prerequisite: At least one template group must exist. Templates can be assigned per step under Follow-up Sequence. If no template is assigned for a step, Vita-Drive.Ai automatically falls back to AI generation — even in template mode

Style profile email count (style_profile_email_count):

• Default: 80
• Determines how many of your sent emails (from Pipedrive) are used for style analysis
• The AI analyzes these emails to learn your personal writing style (greetings, formality, tone, language, formal/informal address)
• Higher value = more accurate style profile, but slower analysis
• The style profile is generated once and stored in your user profile

System

Last inbox poll (last_inbox_poll_at):

• Read-only display (cannot be edited)
• Shows the timestamp of the last automatic retrieval of new emails from Pipedrive
• Automatically updated every 2 minutes
• Useful for verifying that the system is actively working

Email Blacklist

Under Settings > Email Blacklist, manage blocked email addresses. Emails from blocked senders are ignored by Vita-Drive.Ai.

• Click Block email to add an address
• Optionally provide a reason
• Click Delete to unblock an address

How it works

Incoming emails from blocked addresses are ignored during processing — they are neither classified nor do they trigger a follow-up stop.

note

Already running follow-up sequences for deals with a blocked email address are not automatically stopped. The blacklist only applies to new incoming emails.

Typical use cases

• Out-of-office replies — Automatic vacation responses that could otherwise be incorrectly classified as real replies
• Mailing lists / newsletters — Addresses that regularly send emails but don't represent relevant responses
• No-reply addresses — System notifications (e.g. noreply@example.com)