Summary: Alta can learn how you and your reps actually write — from real emails you pick — and use that voice in every AI-generated message. This article covers the three learning tools in Knowledge → Messaging (Example Emails, Account Memory) and on each rep's page (Rep Memory).
Who this is for: Anyone who wants Katie's outreach to sound like their team, not like a template.
Before you start
Example Emails require a connected CRM, and are currently only available for the HubSpot integration. If you haven't connected HubSpot yet, do that first under Settings → CRM.
Account Memory and Rep Memory work for every account — no CRM required.
The three ways Katie learns your style
Example Emails — real sent emails you hand-pick from your CRM. Katie learns tone, phrasing, openers, and closers directly from them. Managed per rep.
Account Memory — learned preferences Katie picked up from past outreach that apply to your whole account.
Rep Memory — learned preferences Katie picked up from past outreach that apply to one specific rep.
Katie builds Account Memory and Rep Memory on her own: when you refine a touchpoint's instructions, she notes the lasting preference behind your change (for example, "keep subject lines under six words") and saves it at the right level — the account, the campaign, or the rep. There's nothing to generate. You can review and edit what she's learned at any time.
Add Example Emails for a rep
Go to Knowledge (bottom-left corner of the platform) and open the Messaging tab.
In the Example Emails card, pick the rep in the Rep dropdown.
Click Add example emails. The Select Your Example Emails dialog opens.
Choose the CRM User whose sent emails you want to browse. Alta pre-selects the CRM user already mapped to this rep, but you can pick a different one.
Optionally enter a Search Term to filter emails by subject, then click Search for emails.
Alta fetches emails from your CRM (50 at a time — click Load More for more). Tick the ones that best represent the rep's writing style, or use Select all.
Click Add N New Emails. The selected emails now appear in the Example Emails list.
You can also get here from the rep's own page: open Reps, select the rep, open the Personal Style tab, expand Messaging, and click Edit Example Emails.
To remove an example: click the trash icon next to it. You'll see a confirmation — "Are you sure you want to delete this example email? Katie will no longer learn from it." — click Delete to confirm.
View Account Memory
Go to Knowledge → Messaging and scroll to the Account Memory card. It lists the preferences Katie has learned for your account. If she hasn't learned anything yet, you'll see "Nothing learned yet."
View Rep Memory
Open the Reps page and select a rep.
Open the Personal Style tab (next to Integration and Analytics).
Expand the Rep Memory section to see the preferences Katie has learned for that rep.
Preferences learned for a single campaign appear under Learned preferences on that campaign's Pitch step.
Edit learned preferences
You can change what Katie has learned in Account Memory, Rep Memory, or a campaign's learned preferences:
Click the ⋯ menu next to the list of preferences and choose Edit. The Learned preferences dialog opens with the current list.
In the text box, describe the change in plain words — for example, "merge the greeting rules" or "drop the one about emojis."
Press Enter (or click the send arrow). Use Shift + Enter for a new line.
Alta applies the change and saves it right away; the list updates in place. If something goes wrong you'll see "Couldn't update the preferences. Try again."
See why a preference changed
Click the ⋯ menu next to the list of preferences and choose Activity Log. A panel opens with every change to those preferences, newest first:
Who made it — a teammate's name when someone edited the preferences, or Alta when Katie learned, merged or retired a preference on her own.
What changed — the new preference, with any preferences it replaced crossed out.
Why — the request that caused it (for example, the touchpoint refine a teammate made and what they asked for) and Katie's reasoning.
Tips and common pitfalls
Pick quality over quantity. A handful of emails that truly sound like the rep beats fifty generic ones.
The "Add example emails" button is greyed out? Hover it for the reason: you need to select a rep first, connect a CRM, or — if you use a CRM other than HubSpot — example emails aren't available yet.
Memory is empty? Katie learns from your refinements. Refine a few touchpoint instructions in a campaign and the preferences she picks up will appear here.
Something learned is wrong or outdated? Don't work around it in every prompt — open Edit on the list and tell Alta to change or remove it.