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Types of fine-tuning rules

There are four types of fine-tuning rules:

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1. Email rules

Used when the AI receives an email and needs to respond accordingly.

  • Requires a label (e.g. “Time zone conflict”) and a color tag.
  • A description is automatically generated by the AI once you type the label. You can freely edit this.
    • This description helps the AI recognize when the rule applies. For example:
      • Label: “Postponed”
      • Description: “Any request to continue conversation at a later time. Includes both specific dates and indefinite delays.”
  • You must then provide instructions telling the AI what actions to take. These can include:
    • Reply content (e.g. “Send confirmation of postponement”)
    • Workflow instructions (e.g. “Set reminder for follow-up at specified time”)
    • Contact management steps (e.g. “mark as lost”)

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2. Note rules

Triggered when a note is added—either manually by a user or automatically via API.

  • You only write instructions—no label or description needed.
  • Example:
    • Instruction: “When meeting notes are added, always send an email summarizing key points.”
    • API use-case: A signup note is added, and the AI sends a thank-you message with demo link.

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3. General rules

Apply globally across FirstQuadrant.

  • Only instructions are needed.
  • Example use-cases:
    • “Always reply in Spanish when the recipient writes in Spanish.”
    • “Use friendly tone-of-voice and concise language.”
    • “Send confirmation email with Zoom link when a meeting is scheduled.”

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4. Knowledge rules

Enrich the AI’s contextual understanding of your sales environment.

  • Define a topic (e.g. “Pricing”)
  • Add knowledge entries (e.g. “Starts at $1,000/month; 50% off for YC startups for 3 months”)
  • These are referenced whenever the AI crafts replies to related inquiries.

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Defining scope

Each rule can be applied globally or scoped to a specific segment:

  • Views (e.g. “All contacts”, “Active deals”)
  • Campaigns (e.g. “CH Insurance CTOs - Outbound”)
  • Imports (e.g. “All imports”)

Use this setting to ensure that a rule only applies to a relevant subset of contacts.

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Creating a rule

To create a new rule:

  1. Navigate to Fine-tuning in the sidebar.
  2. Click New rule (top-right).
  3. Select the rule type: Email, Note, General rule, or Knowledge.
  4. Define the scope via the Applies to dropdown.
  5. For Email rules:
    • Add a label and select a color.
    • Review and adjust the auto-generated description.
    • Write clear instructions (what should happen when the email is received).
  6. For Note/General/Knowledge rules:
    • Skip the label and description.
    • Provide specific instructions (for Note and General) or contextual entries (for Knowledge).
  7. Enable Autopilot (optional).
  8. Click Create fine-tuning rule.

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Writing effective instructions

  • Always write in clear, plain English.
  • Instructions can define:
    • Email reply behavior (e.g. “Reply with apology and offer to reschedule”)
    • CRM or deal changes (e.g. “Move deal to lost”)
    • Actions (e.g. “Create task to follow up in 2 weeks”)
    • Templates (e.g. full draft email with follow-ups)

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Autopilot mode

Email and Note rules support Autopilot, which skips the Action List and is immediately executed:

  • If only Autopilot-enabled rules apply to a given situation, the AI will execute them immediately.
  • If multiple rules apply but one or more do not have Autopilot enabled, the action will appear in your list for review.

Use Autopilot carefully to automate trusted scenarios (e.g. out-of-office replies, time zone conflicts).