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 — what Katie has learned about your account from your knowledge base and pitch. Generated automatically on request, shared across the whole account.
Rep Memory — what Katie has learned about a specific rep from past outreach: a voice summary, recurring phrases, and key traits, built from that rep's example emails and genuine CRM-sent messages.
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.
Generate Account Memory
Go to Knowledge → Messaging and scroll to the Account Memory card.
If no memory exists yet, click Generate memory. You'll see: "Account memory generation started. It may take a few minutes to complete."
When it finishes, the memory appears in the card. After you update your pitch or knowledge base, click Regenerate to refresh it.
Generate 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 and click Generate memory. Generation runs in the background and may take a few minutes.
When it's ready, you'll see the memory document: a voice summary, recurring phrases the rep uses, key traits, and a few representative quoted messages. Click Regenerate any time to rebuild it.
Behind the scenes, an AI research agent reads only two kinds of evidence: the example emails you selected, and genuine messages the rep personally wrote and sent through your CRM. It deliberately ignores automated, AI-drafted, and workflow-sent messages — so the memory reflects the rep's real voice, not Alta's own output. If there isn't enough evidence yet, the memory stays empty rather than guessing.
Tips and common pitfalls
Pick quality over quantity. A handful of emails that truly sound like the rep beats fifty generic ones. Katie uses up to 30 examples when building Rep Memory.
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.
Generate Rep Memory after adding examples. Example emails feed Rep Memory, so add or update examples first, then click Regenerate.
Regenerate after big changes. Account Memory is built from your knowledge base and pitch — refresh it after meaningful edits so Katie works from current information.
Memory is generated, not edited. You can't type into a memory document directly. To change what it says, change the inputs (example emails, pitch, knowledge base) and regenerate.
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