Use tools in workflows

Use active tools in a workflow to let an AI agent or workflow step retrieve information or complete actions in connected systems.

You can use tools in two ways:

• Agent node — Attach one or more tools to an AI agent. The agent can choose an attached tool when it fits the conversation.
• Run Tool node — Select one tool for the workflow to call directly, without an agent conversation.

Before you begin

Make sure you have:

• Created and tested the tool in Agent Tools.
• Set the tool to Active.
• Confirmed that the tool description clearly explains when the agent should use it.
• Created or opened the workflow where you want to use the tool.

Attach tools to a workflow agent

Use an Agent node when you want an AI agent to decide when to use a tool as part of a conversation.

Step 1: Open the workflow

1. Open the Workflow designer.
2. Open the workflow you want to use, or create a new workflow.

Step 2: Add or select an Agent node

1. Add an Agent node from the actions palette, or select an existing Agent node.
2. Enter a clear Name for the agent.
3. Add Instructions that explain what the agent should do.

For example:

Help employees request time off in Workday. Use the available tools to check leave balances and submit requests. Confirm the dates before submitting a request.

Step 3: Attach the tools

In the Agent editor, find Tools.
Search for and select the tool you want to use.
Select any additional tools the agent needs.

For example, a time-off agent might use:

Step 4: Save and publish

1. Save the workflow.
2. Select Publish to make the workflow agent and its tool configuration available.

Step 5: Test the workflow

Run the workflow or interact with the agent as a test user.

Ask something that should use one of the attached tools, such as:

"I'd like next Friday off."

Check that the agent selects the appropriate tool, displays its activity message, and continues the conversation with the result.

Note: A tool can be Active but still unavailable to a particular agent if it hasn't been attached to that agent. 

Call a tool directly with Run Tool

Use a Run Tool node when the workflow should call a specific tool without an AI agent deciding whether to use it.

1. Add a Run Tool node to the workflow.
2. Select the tool you want the node to run.
3. Map the workflow data to the tool's inputs.
4. Map the tool's outputs to the workflow data that later steps need.
5. Save the workflow.
6. Publish the workflow.

Run Tool identity and permissions

The tool picker indicates when a tool can't be used in a workflow. For example:

• Requires an individual user sign-in: The tool requires per-user authentication and can't be used for an unattended Run Tool or event run.
• Case-only tool — not available in workflows — The tool is restricted to Case AI.
• Uses employee identity — The tool uses employee-specific identity information that might not be appropriate for a system or event-triggered workflow.

Example: Request time off

A workflow agent can use Workday tools to help an employee request time off.

1. Create and activate a Request time off tool in Agent Tools.
2. Add an Agent node to the workflow and name it Leave helper.
3. Add instructions telling the agent to help with time-off requests and confirm the request before submitting it.
4. Attach Request time off to the agent. Add Check leave balance if available.
5. Publish the workflow.
6. The employee asks, "Book annual leave next Monday and Tuesday."
7. The agent uses the attached tool, displays the tool's activity message, and continues the conversation with the result.

Related articles

• Attach tools to an agent