> ## Documentation Index
> Fetch the complete documentation index at: https://flowi.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Managing Agents
> Edit, monitor, pause, and optimize your automated agents
## Editing Agent Settings
Modify any agent configuration after creation:
### How to Edit
1. Open the agent in the Agents dashboard
2. The settings panel displays automatically
3. Make changes to any section
4. Changes save automatically (no manual save needed)
### What You Can Edit
**Editable:**
* Schedule cadence (Daily, Weekly, etc.)
* Specific time of day
* Results per run (10, 25, 50, 100)
**Not Editable:**
* The saved search itself (create new agent for different search)
**Add Filters:**
* Select column
* Choose operator (equals, contains, greater than, etc.)
* Enter value
**Remove Filters:**
* Click the X on any filter chip
**Why Edit:**
* Narrow down research targets
* Save research credits
* Focus on specific lead criteria
**Toggle On/Off:**
* Enable or disable HubSpot filtering per agent
**Change Mode:**
* Switch between "Companies with Deals" and "All Companies"
**Connection:**
* Can't change connection per agent (account-level)
* Disconnect affects all agents
**Add Questions:**
* Select from your question history
* Questions run after filtering
**Remove Questions:**
* Click the X to remove
**Reorder:**
* Drag and drop to change execution order
**Enable/Disable:**
* Toggle email exports on/off
**Recipients:**
* Add or remove email addresses
* Comma-separated for multiple recipients
**Export Filters:**
* Add conditions for what gets exported
* Only leads matching these filters are emailed
## Running Agents Manually
Don't wait for the schedule—trigger agents instantly:
### Quick Run
1. Open agent in dashboard
2. Click **Run Now** button (top of center panel)
3. Agent executes immediately
4. Watch real-time progress in right sidebar
**Manual runs:**
* Follow same workflow as scheduled runs
* Don't affect the regular schedule
* Useful for testing changes
### When to Manual Run
**Testing:**
* After creating a new agent
* After changing filters or questions
* Before setting a recurring schedule
**On-Demand Needs:**
* Client requests immediate lead list
* Urgent market intelligence needed
* Quick validation of search criteria
**Troubleshooting:**
* Verify agent works after edits
* Test HubSpot filtering is working
* Check export delivery
## Pausing & Activating
Temporarily disable agents without deleting them:
### Pause an Agent
1. Open agent in dashboard
2. Click **Pause** button
3. Confirm in dialog
4. Agent status → "Paused 😴"
**What Happens:**
* No automated runs occur
* All settings preserved
* Agent appears in "Paused" tab
* Can be reactivated anytime
**When to Pause:**
* Seasonal business (off-season)
* Agent reaching exhaustion frequently
* Need to revise search criteria
* Temporary budget constraints
### Activate a Paused Agent
1. Open paused agent
2. Click **Activate** button
3. Confirm in dialog
4. Agent status → "Active ⚡"
**What Happens:**
* Resumes scheduled runs
* Next run occurs at scheduled time
* No retroactive runs for missed schedules
## Monitoring Performance
Track agent effectiveness using multiple indicators:
### Previous Searches Sidebar
**Key Metrics:**
| Metric | What It Shows | What to Look For |
| --------------------- | --------------------------- | ------------------------------- |
| **Leads Found** | Number of prospects per run | Consistent volume |
| **Research Progress** | Status of AI questions | High completion rate |
| **Export Count** | Leads emailed to team | Qualified leads passing filters |
| **Run Duration** | Time to complete | Reasonable execution time |
| **Success Rate** | Runs without errors | Mostly successful |
### Status Indicators
**⚡ Active:**
* Everything working as expected
* Runs on schedule successfully
* No action needed
**😴 Paused:**
* Intentionally disabled
* Reactivate when ready
* No runs occurring
**🔴 Exhausted:**
* Search finding no new leads
* Consider action:
* Broaden search criteria
* Expand geographic area
* Adjust industry filters
* Pause until market changes
**🔄 Running:**
* Currently executing
* Check right sidebar for progress
* Wait for completion
### Optimization Signals
**Low Lead Count:**
* Search criteria too narrow
* Geographic area too small
* Industry filters too strict
* **Action:** Broaden search parameters
**Research Failures:**
* Questions too complex
* Insufficient credits
* API rate limits hit
* **Action:** Simplify questions, check credits
**Low Export Count:**
* Export filters too strict
* Research not finding answers
* HubSpot filtering too aggressive
* **Action:** Adjust export filters or HubSpot mode
**Slow Run Duration:**
* Too many research questions
* Large result set (100 leads)
* Complex filter logic
* **Action:** Reduce questions or batch size
## Deleting Agents
Permanently remove agents when no longer needed:
### How to Delete
1. Find agent in left sidebar
2. Click **⋮** menu icon on agent card
3. Select **Delete**
4. Confirm deletion in dialog
This action is permanent and cannot be undone.
### What Gets Deleted
**Removed:**
* Agent's search schedule
* All follow-up question schedules
* The agent's dedicated View
* Export configuration
**Preserved:**
* Previous search results
* Leads found by the agent
* Research data already collected
* Your saved searches (reusable)
### When to Delete
**Good Reasons:**
* Agent served its purpose (project completed)
* Search criteria no longer relevant
* Switching to different approach
* Consolidating similar agents
**Consider Pausing Instead:**
* Seasonal business (might reuse later)
* Temporary budget constraints
* Testing alternative configurations
* Waiting for market conditions
## Team Collaboration
### Multi-User Management
For team accounts:
**Visibility:**
* All team members see all agents
* Creator name shown on agent cards
* Filter by creator in left sidebar
**Permissions:**
* Anyone can edit any agent
* Anyone can run agents manually
* Anyone can pause/activate/delete
**Best Practices:**
* Use consistent naming conventions
* Document purpose in agent name
* Coordinate on HubSpot filter modes
* Set appropriate export recipients
### Naming Conventions
Help teams identify agents quickly:
**Format:**
```
[Territory/Vertical] • [Research Type] • [Cadence]
```
**Examples:**
* "Boston Cafes • Contact Research • Weekly"
* "West Coast HVAC • Qualified Leads • Daily"
* "National Dentists • Insurance Check • Monthly"
* "Florida Restaurants • Revenue Analysis • Bi-Weekly"
### Territory Assignment
Organize agents by sales territory:
**Strategy:**
* Agent 1: "NorCal Restaurants" → emails [rep-a@company.com](mailto:rep-a@company.com)
* Agent 2: "SoCal Restaurants" → emails [rep-b@company.com](mailto:rep-b@company.com)
* Agent 3: "Nevada Restaurants" → emails [rep-c@company.com](mailto:rep-c@company.com)
**Benefits:**
* Automated lead distribution
* Territory-specific research
* No manual routing needed
### Export Coordination
Avoid duplicate outreach:
**Use HubSpot Filtering:**
* Prevents overlap with existing CRM
* Filters by deal status
* Account-level connection
**Configure Per Agent:**
* Different recipients per territory
* Unique export filters per vertical
* Separate research questions per market
## Tips for Long-Term Success
### Regular Maintenance
**Weekly:**
* Review exhausted agents
* Check export counts
* Monitor run success rates
**Monthly:**
* Update search criteria if needed
* Audit research questions
* Clean up unused agents
**Quarterly:**
* Evaluate overall agent ROI
* Consolidate similar agents
* Update team naming conventions
### Credit Management
**Monitor Usage:**
* Check credit consumption per agent
* Identify high-cost agents
* Optimize research questions
**Reduce Costs:**
* Use research filters aggressively
* Enable HubSpot filtering
* Remove low-value questions
* Reduce results per run
### Performance Tuning
**For Speed:**
* Limit research questions (3-5 max)
* Use smaller batch sizes (10-25 leads)
* Simplify filter logic
**For Quality:**
* Add export filters
* Use HubSpot "Companies with Deals" mode
* Stack research filters
* Refine questions for accuracy
***
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