After you discover a SuccessFactors capability, refine it into a tool that an assistant or workflow can use.
A well-configured tool gives the assistant a clear purpose, collects the right information, and returns only the information it needs.
Before you begin
Configure the tool
After you select a capability, go to Refine.
Configure the following areas:
- Essentials - define what the tool does and how it appears to people.
- Request - define the information the tool needs.
- Conditions - control how the tool behaves during a conversation.
- Response - define the information returned to the assistant.
Configure the tool's essentials
Give the tool a clear purpose so the assistant knows when to use it.
| Field | What to enter | Example |
| Tool Title | A short, human-readable name. | Look up job details |
| Tool Name | The unique name used by the system. This is generated from the title. | look_up_job_details |
| Tool Description | Explain when the assistant should use the tool and what it should not be used for. | Use when someone asks for their job title, department, or basic profile details from SuccessFactors. |
| Risk level | Set the level of risk associated with the tool. | Low for a simple read |
| Activity message | A short message people see while the tool runs. | Looking up your profile in SuccessFactors… |
| Categories | Optional categories that help organize tools. | HRIS & People Data |
Write a clear description
The description helps the assistant choose the right tool.
Be specific about:
- What the tool does.
- When the assistant should use it.
- What the tool should not be used for.
For example:
Use when someone asks for their job title, department, or basic profile details from SuccessFactors. Do not use for profile updates.
A vague description can make it harder for the assistant to choose the right tool.
Configure the request
The request defines the information the tool sends to SuccessFactors.
Define the inputs
Keep only the information the assistant needs to collect or know.
For example, for a tool that looks up the signed-in employee's details, use Context to identify the person rather than asking them to enter their employee ID.
For a tool that looks up someone else, use an input such as a name, person ID, or email address if the selected capability supports it.
Map the request
Use Request mapping to determine where each value comes from.
| Mapping | Use it when |
| Agent-provided | The assistant provides the value from a tool input. |
| Fixed | The value is always the same. |
| Context | The value comes from the signed-in user or case person. |
| Set value | The value comes from a template or expression. |
| Unused | The value should not be sent. |
Map all required fields before saving the tool.
Use Internal variables for IDs or other intermediate values that the assistant does not need to ask the person for.
Add conditions
Use Conditions when the tool needs to guide the conversation.
For example, you can:
- Require a value when a required field is empty.
- Ask the assistant to load options when the person needs to choose from a list.
- Use Context to identify the signed-in employee instead of asking them for a system ID.
For guided actions, configure the tool to:
- Collect the required information.
- Show a short summary.
- Ask the person to confirm.
- Submit the action after confirmation.
This creates a collect → confirm → submit experience within the conversation.
Configure the response
The response determines what the assistant receives from SuccessFactors.
Shape the Final response so it contains the information the assistant needs to answer the person clearly.
For example, a job details tool might return:
- Job title
- Department
- Person ID
You don't need to return the entire SuccessFactors response.
You can also:
- Filter list results.
- Enrich the response with another tool.
- Reshape the response into a shorter, more useful format.
A focused response makes it easier for the assistant to give a clear answer and avoids passing unnecessary data into the conversation.
Configure a tool for a specific use case
When configuring a tool, focus on the experience you want to create rather than on the underlying SuccessFactors capability.
For example, instead of exposing a generic User lookup, create a tool with a clear purpose:
Look up job details
Use when someone asks for their job title, department, or basic profile details from SuccessFactors.
The tool can then use the signed-in user's context, request only the required SuccessFactors fields, and return a focused response.
Next steps
After you configure the tool, test it with sample inputs before making it available to an assistant or workflow.