AI actions and approvals
With AI actions, “Ask Flino” does more than answer questions: it also takes care of small tasks for you. You type or say, for example, “Pause the follow-up for Müller, the customer is on holiday”, and Flino puts the matching action into the chat as a card. One click on Run, and the action is done.
External AI assistants such as Claude or ChatGPT can use the same actions if you connect them via the AI connector and turn on write access.
Requirements
Section titled “Requirements”- Pro or Team plan. On the Free plan, Settings → Integrations shows the AI control card instead, with the note “AI control isn’t included in your plan.”
- Activation for your organisation. Flino takes care of this. If you are on Pro or Team and still don’t see the Approvals menu item or action cards in the chat, get in touch with support.
- Owner or admin of the organisation for the Automatic execution and Write access for external agents settings. Anyone in the organisation can run actions in the chat.
Which actions Flino can run
Section titled “Which actions Flino can run”| Action (card title) | Can be undone | Can run automatically |
|---|---|---|
| Pause follow-up sequence | yes | yes |
| Resume follow-up sequence | yes | yes |
| Postpone next follow-up by 1 day | yes | yes |
| Start follow-up sequence | yes (the sequence is paused again) | yes |
| Add note to offer | yes | yes |
| Change offer status | yes | no |
| End follow-up sequence permanently | no | no |
| Send reply email | no | no |
Start follow-up sequence always starts your default sequence. If there is none yet, Flino says “There is no default sequence yet. Create it once on an offer page (“Start default sequence”), then this works here too.” On the offer page, the button is labelled Start standard sequence.
If you undo a status change to Won or Lost, Flino only restores the status. Follow-ups that ended with the close do not resume automatically.
How an action works
Section titled “How an action works”- Open Ask Flino at the top right and describe what should happen, typed or spoken in voice mode.
- Flino replies and shows a card below with the action’s title and one sentence on what exactly will happen. For a reply email you see the full subject and text.
- Click Run (for emails Send now) or Dismiss.
- The card shows Done. and, where possible, the Undo button.
Flino proposes at most one action per reply. For several steps, go through them one after another in the chat.
You don’t need to open the offer page for this. Flino knows the offers that need attention right now (up to eight open, sent, or negotiating offers, for example with a new customer reply or no reaction for seven days) and can propose actions for one of them directly. Flino only proposes a reply email for the offer you currently have open or name in the chat.
For three actions, the card shows a warning before you click:
- Send reply email: “The email goes directly to this offer’s contact and cannot be recalled.” It is sent through your connected mailbox (Gmail or Outlook).
- End follow-up sequence permanently: “Ending the sequence is permanent and cannot be undone.”
- Change offer status to Won, Lost, or Expired: “This status change affects running follow-ups.”
The AI can only propose actions for offers that Flino itself presented to it at that moment. Flino always determines the recipient of an email: it is the offer’s contact. Every action runs with your own permissions; what you are not allowed to change in Flino, the AI cannot change either.
Automatic execution
Section titled “Automatic execution”If the click feels like too much for simple tasks, you can let reversible actions run without confirmation.
- Go to Settings → Integrations, Automatic execution card.
- Click Enable and confirm with Yes, enable.
From then on, Flino runs pausing, resuming, postponing, notes, and starting the default sequence directly as soon as you trigger them in the chat, including by voice. The card then shows “Executed automatically — no click needed” and offers Undo. Sending emails, permanent stops, and status changes always need your click.
Disable makes every action wait for your confirmation again. Only owners and admins of the organisation can change this setting.
Agent actions: the journal
Section titled “Agent actions: the journal”Under Settings → Integrations → Agent actions you see the last 20 executed actions of your organisation with time and reason. Badges on the entries:
- automatic: ran without a click through automatic execution
- external: executed by a connected AI assistant
- undone: the action was reverted
Reversible actions have an Undo button on the right. Turning automatic execution or external write access on and off also appears in the journal.
Approvals
Section titled “Approvals”When AI actions are available to you, the sidebar shows the Approvals menu item. The number next to it is the count of pending drafts.
This is where reply emails prepared by an AI agent land, mainly from external assistants via the AI connector; they carry the external badge. For each draft you see the recipient, offer, time, subject, and text.
- Send sends the email through your connected mailbox to the offer’s contact.
- Discard removes the draft from the list without sending it.
Nothing is sent without your approval. Drafts you don’t decide on within 72 hours expire. When an external assistant creates a draft, you also get the notification “AI draft awaiting approval”.
Limits
Section titled “Limits”- Emails per day: at most 20 emails per day and organisation go out through AI actions and approvals. After that Flino says “The daily limit for agent emails has been reached.”
- Pace: at most 30 actions per minute and person. Clicking faster shows “Too many actions in quick succession — please wait a moment.”
- No contact, no email: if the offer has no contact or the contact has no email address, Flino refuses to send.
Frequently asked questions
Section titled “Frequently asked questions”I see neither action cards nor the Approvals menu item. Check your plan: AI actions are part of Pro and Team. With a matching plan, the activation for your organisation is probably still missing; support can help.
Can I recall a sent email? No. That is why sending always needs your click, even with automatic execution turned on.
Does Flino run actions that appear in a customer reply? Flino is designed to propose actions only when you want a change or ask for a suggestion. It treats text from customer replies, notes, or PDFs as data, not as instructions. Without automatic execution nothing happens without your click, and even with it only reversible actions run without confirmation.