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FAQ

Frequently asked questions about Agents

General Questions

What is Agents?

Agents is a workflow automation feature within Decision Site that helps you create automated processes triggered by events like meetings ending, schedules, or manual actions. It integrates AI capabilities, CRM systems, and communication tools to streamline your workflows.

What can I automate with Agents?

Common automation use cases include:

  • Meeting follow-ups - Automatically summarize meetings and send updates
  • CRM updates - Create tasks and update opportunities based on meeting outcomes
  • Notifications - Send Slack messages, emails, or SMS based on events
  • Research - Use AI agents to gather information about prospects
  • Reporting - Generate periodic reports and digests

Do I need to know how to code?

No coding is required. Agents uses a visual workflow builder where you connect nodes to create automations. However, some features use expression languages (CEL for conditions, Liquid for templates) that have a learning curve.

Workflows

How many workflows can I create?

Workflow limits depend on your plan. Check your organization settings for current limits.

Can workflows call other workflows?

Currently, workflows are independent. You can achieve similar results by:

  • Using the same trigger on multiple workflows
  • Breaking complex processes into separate workflows

How do I test a workflow?

Use the trigger execution feature to test workflows:

  1. Click the Trigger button in the toolbar
  2. In the trigger execution modal, fill in the form with your test data
  3. Click Execute and view the results

This lets you test your workflow with any data you want, without waiting for a real event to occur.

Can I duplicate a workflow?

Yes. Open the workflow and use "Duplicate" or "Save as Template" to create a copy.

How do I roll back a workflow?

  1. Go to the workflow's version history
  2. Find the version you want to restore
  3. Release that version
  4. The previous version becomes the active one

Triggers

What events can trigger workflows?

  • MEETING_ENDED - When any meeting ends
  • MEETING_START - When a meeting begins
  • MEETING_START_MINUS_* - Before a meeting (24h, 6h, 1h, 30m, 15m)
  • MEETING_ENDED_FOR_DEAL_ROOM - When a deal room meeting ends
  • MANUAL - Manual trigger for testing
  • SCHEDULED - Cron-based schedules

Can I filter which meetings trigger a workflow?

Yes. You can configure trigger rules to filter by:

  • Meeting type
  • Attendee criteria
  • Recording availability
  • Other meeting properties

How accurate are scheduled triggers?

Scheduled triggers are accurate to within 1-2 minutes. For time-sensitive operations, build in buffer time.

Can I have multiple triggers on one workflow?

Each workflow has one trigger, but you can:

  • Create multiple workflows with different triggers
  • Use broad triggers with If nodes to filter

AI Capabilities

Which AI models are available?

Agents offers three model tiers:

  • Low - Fast, economical (simple tasks)
  • Medium - Balanced (default, most tasks)
  • High - Advanced reasoning (complex analysis)

How are AI costs calculated?

AI costs are based on token usage:

  • Input tokens (your prompt + data)
  • Output tokens (AI response)

Use transcriptSummary instead of full transcript to reduce costs significantly.

Can AI access external data?

The AI Agent node can use tools to:

  • Search deal room documents
  • Read specific files
  • Search the web

Configure the tools parameter to enable these capabilities.

How do I improve AI output quality?

  1. Be specific in prompts
  2. Include examples (few-shot learning)
  3. Specify output format explicitly
  4. Use appropriate model tier
  5. Provide relevant context

Is my data used to train AI models?

Review the platform's privacy policy for details on data handling. Enterprise customers may have additional data protection options.

Integrations

Which integrations are supported?

Currently supported:

  • CRM: HubSpot, Salesforce
  • Communication: Slack, Email, SMS (Twilio)

How do I connect an integration?

  1. Go to Settings → Integrations
  2. Click the integration you want
  3. Follow the OAuth flow
  4. Grant required permissions

Why did my integration disconnect?

Common reasons:

  • OAuth token expired
  • Permissions changed
  • Account suspended
  • Password changed (some integrations)

Reconnect the integration to resolve.

Can I connect multiple accounts?

This depends on the integration and your plan. Check integration settings for options.

Data and Privacy

What data does Agents access?

The platform accesses:

  • Meeting metadata (title, time, attendees)
  • Call recordings and transcripts (if available)
  • Data you explicitly send through workflows
  • Integration data (CRM records, etc.)

Where is data stored?

Data is stored in secure cloud infrastructure. Check the security documentation for details on data residency and encryption.

Can I delete my data?

Yes. Contact support for data deletion requests. Note that deletion may affect workflow history and logs.

Is data encrypted?

Yes. Data is encrypted in transit (TLS) and at rest. See security documentation for details.

Performance

How fast do workflows execute?

Typical execution times:

  • Simple workflow (3-5 nodes): 5-15 seconds
  • Medium workflow (5-10 nodes): 15-60 seconds
  • Complex with AI: 30-120+ seconds

Are there execution limits?

Limits depend on your plan:

  • Concurrent executions
  • Monthly execution count
  • AI token usage

Check your plan details for specific limits.

What happens if a node times out?

  • Node fails with timeout error
  • Error is sent to error output
  • Retry policy is applied
  • After max retries, execution fails or continues on error path

How do I optimize performance?

  1. Use transcript summaries instead of full transcripts
  2. Choose appropriate model tiers
  3. Remove unnecessary nodes
  4. Use batch processing for multiple items
  5. Add conditions to skip unnecessary processing

Troubleshooting

Why isn't my workflow running?

Check:

  1. Is the workflow released and Active?
  2. Is the trigger configured correctly?
  3. Are there validation errors?
  4. Has the trigger event occurred?

See Common Issues for detailed troubleshooting.

How do I see what went wrong?

  1. Go to the workflow
  2. Click on the execution
  3. Review node-by-node status
  4. Check error messages
  5. View input/output data

Where can I get help?

  1. Documentation - This site
  2. Tutorials - Step-by-step guides
  3. Support - Contact support for issues

Billing and Plans

How is usage calculated?

Usage typically includes:

  • Number of workflow executions
  • AI token consumption
  • Some integrations may have separate limits

What happens if I exceed limits?

Depending on your plan:

  • Workflows may pause
  • You may be charged overage fees
  • Contact sales to upgrade

Can I change plans?

Yes. Contact sales or check your account settings for plan options.

Security

Is Agents SOC 2 compliant?

Check the security documentation for current compliance certifications.

Can I use SSO?

Enterprise plans may include SSO options. Contact sales for details.

How are OAuth tokens stored?

OAuth tokens are encrypted and stored securely. They're refreshed automatically when possible.

Can I restrict access to workflows?

Access is controlled at the organization level. Contact support for advanced access control options.

Feature Requests

How do I request a feature?

Contact support or your account representative with feature requests. Include:

  • Use case description
  • Expected behavior
  • Priority/urgency

Is there a public roadmap?

Check the product updates or contact your account team for roadmap information.

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