AI Email Generation

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Overview

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How It Works

1. Analyzes context - Reviews the contact, company, and related records
2. Understands your goal - Takes your prompt or instructions
3. Generates a draft - Creates a professional email matching your intent
4. Allows customization - Lets you refine tone, length, and content

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Using AI Email Generation

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From a Contact or Company Record

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From Workflows

1. Create a workflow with an email action
2. Enable AI Email Generation
3. Provide a prompt template with variables
4. The workflow generates and sends emails automatically

Trigger: New lead created
Action: Generate and send welcome email
Prompt: "Write a friendly welcome email to {{firstName}}, 
        mentioning their interest in {{productInterest}}"

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Prompt Examples

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Cold Outreach

Write a cold outreach email introducing Twenty CRM to {{firstName}}.
Mention that I noticed their company {{companyName}} recently raised
funding and might need a better CRM solution. Keep it under 150 words.

Subject: Better CRM for {{companyName}}'s growth

Hi {{firstName}},

I noticed {{companyName}} recently announced your Series A funding—
congratulations! As you scale your team, you'll likely need a CRM that
can keep up with your growth.

Twenty is an open-source CRM built for fast-growing companies. Unlike
traditional CRMs, Twenty is:
- Fully customizable to your workflow
- Developer-friendly with a GraphQL API
- Affordable and transparent pricing

Would you be open to a quick 15-minute call to see if Twenty could help
{{companyName}} manage relationships as you scale?

Best,
[Your name]

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Follow-Up

Follow up on our meeting last Tuesday where we discussed their need
for better pipeline visibility. Mention the demo I promised to send.
Keep it brief and friendly.

Subject: Demo and next steps

Hi {{firstName}},

Great chatting with you last Tuesday about {{companyName}}'s pipeline
visibility challenges.

As promised, here's a quick demo video showing how Twenty's custom
views and dashboards could give your team real-time insight into your
sales pipeline: [demo link]

Let me know if you'd like to see this in action with your actual data.
Happy to set up a personalized walkthrough anytime this week.

Cheers,
[Your name]

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Meeting Request

Ask {{firstName}} if they're available for a 30-minute intro call
next week to discuss how Twenty could help with their sales process.
Be professional but approachable.

Subject: Quick call about {{companyName}}'s sales process?

Hi {{firstName}},

I'd love to learn more about how {{companyName}} currently manages
your sales process and share some ideas on how Twenty might help.

Would you have 30 minutes sometime next week for a quick intro call?
I'm flexible on timing—happy to work around your schedule.

Looking forward to connecting!

Best,
[Your name]

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Thank You

Thank {{firstName}} for taking our call yesterday and reiterate the
key points we discussed about pricing and implementation timeline.

Subject: Thanks for your time yesterday

Hi {{firstName}},

Thanks for taking the time to speak with me yesterday about Twenty.

As we discussed:
- Pricing: $15/user/month on our Growth plan
- Implementation: Typically 2-3 weeks with our onboarding support
- Custom fields: Unlimited, with full API access

I'll send over that case study you asked about by end of week.

Let me know if any other questions come up!

Best,
[Your name]

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Customizing Tone and Style

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Tone Instructions

• Formal: “Write a formal email…”
• Friendly: “Write a casual, friendly email…”
• Professional: “Write a professional but warm email…”
• Brief: “Write a short, direct email…”
• Detailed: “Write a comprehensive email…”

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Length Control

• “Keep it under 100 words”
• “Write 2-3 short paragraphs”
• “Make it brief—just a few sentences”
• “Provide detailed information”

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Style Preferences

• “Use bullet points for key features”
• “Include a clear call-to-action”
• “Add a subject line suggestion”
• “Don’t use sales-y language”
• “Make it conversational”

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Advanced Features

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Context Variables

• Contact name, title, company
• Recent activities and notes
• Previous email threads
• Custom field data
• Related records

Mention that {{firstName}} is the {{jobTitle}} at {{companyName}}
and reference our conversation about {{customField}}

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Multi-Step Generation

1. Generate initial draft
2. Click Regenerate with modifications:
   • “Make it more formal”
   • “Shorten the second paragraph”
   • “Add more details about pricing”
3. Continue until satisfied

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Email Templates with AI

1. Create a template structure
2. Use AI to fill in dynamic content
3. Variables are replaced with context

Subject: {{subject}}

{{ai_intro}}

{{product_description}}

{{ai_call_to_action}}

{{signature}}

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Best Practices

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1. Provide Context

Write an email

Write a follow-up email to {{firstName}} about the pricing proposal
I sent last week. Mention that I'm offering a 20% discount if they
sign by end of month. Keep it friendly but professional.

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2. Review and Edit

• Check for accuracy
• Verify contact information
• Ensure tone is appropriate
• Add personal touches
• Fix any errors

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3. Personalize

• Reference specific conversations
• Include personal anecdotes
• Use the recipient’s own words
• Add a personal sign-off

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4. Test Different Prompts

• Try different tones
• Adjust length
• Test various structures
• Learn what works best

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5. Use in Workflows

• Welcome sequences
• Follow-up cadences
• Meeting confirmations
• Status updates

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Limitations

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What AI Email Generation Cannot Do

• Send emails automatically - You must review and send
• Access external data - Only uses data in Twenty
• Make business decisions - You choose the message
• Replace personal touch - Always review and customize

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When Not to Use AI

• Highly sensitive communications
• Legal or compliance matters
• Personal condolences or celebrations
• Complex negotiations
• When authenticity is critical

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Configuration

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For Cloud Users

• Default tone
• Default length
• Auto-generation triggers

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For Self-Hosted Users

# .env configuration
AI_ENABLED=true
AI_EMAIL_GENERATION_ENABLED=true

# Model selection (optional)
AI_EMAIL_MODEL=gpt-4

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Troubleshooting

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Email Not Generating

1. Check AI features are enabled
2. Verify sufficient AI credits/quota
3. Ensure prompt is clear and specific
4. Check internet connectivity
5. Review error message for details

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Poor Quality Results

1. Provide more context in your prompt
2. Be more specific about tone and style
3. Include relevant variables
4. Try regenerating with modifications
5. Use a more advanced model (GPT-4 vs GPT-3.5)

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Incorrect Information

1. Verify record data is accurate
2. Check variable names in prompt
3. Update contact/company information
4. Be explicit about what to include

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Privacy and Security

• Data handling - Email content is sent to AI provider for generation
• No storage - Prompts and drafts are not saved by AI provider
• Encryption - All data is encrypted in transit
• Compliance - Meets GDPR and SOC 2 requirements

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Implementation Details

• AI agent execution service: ai-agent-execution/services/agent-async-executor.service.ts
• Smart models (GPT-4 or Claude) for quality
• Context from Twenty’s GraphQL API
• Token-based usage billing