Add a Run Tool action when the workflow should call a specific integration or API directly, without conversational AI deciding whether to run it.
Before you begin
Make sure you have:
- A workflow open in the designer.
- A tool that is created, tested, and set to Active in Agent Tools.
When to use Run Tool
Use Run Tool when the workflow should:
- Submit a request to an HRIS after details are collected.
- Retrieve or update a record with known inputs.
- Call an integration the same way every time this step runs.
A typical pattern is:
- Start - user-initiated.
- Agent - collects and confirms details.
- Run Tool - submits to the connected system.
- Agent - confirms the outcome
Add a Run Tool action
- Open the workflow in the workflow designer.
- From the Actions palette, add a Run Tool action.
- Connect it to the previous action.
- Select the Run Tool action to open the node editor.
- Select the tool to run.
- Map workflow data to the tool's inputs.
- Map the tool's outputs to workflow data that later actions need, if required.
- If the workflow uses progress milestones, set Workflow Step, for example, by selecting Start a new step and labeling it
Submit request.
Example input mapping
Field names on your tool may differ. Map to the inputs shown after you select the tool.
| Typical tool input | Variable |
| startDate (or equivalent) | Outputs → Time off assistant → startDate |
| endDate (or equivalent) | Outputs → Time off assistant → endDate |
| leaveType (or equivalent) | Outputs → Time off assistant → leaveType |
| reason (if required) | Outputs → Time off assistant → reason |
| employeeId | Workflow Inputs → employeeId |
Run Tool identity and permissions
Run Tool is designed for automated workflow steps. It doesn't use an individual employee's interactive sign-in in the same way a conversational tool might.
The tool picker can indicate when a tool can't be used in a workflow, for example:
- Requires an individual user sign-in - not available for unattended Run Tool or event runs.
- Case-only tool - not available in workflows - restricted to Case AI.
- Uses employee identity - may be inappropriate for some system or event-triggered runs.
If the tool you need isn't available for Run Tool, either:
- Use a different tool that supports workflow execution.
- Use an Agent action with an attached conversational tool.
Agent vs. Run Tool
Use an Agent when the workflow needs conversational AI to interact with an employee or determine whether to use an attached tool. Use Run Tool when the workflow should make a defined system call using the configured tool and mappings.
| Feature | Agent | Run Tool |
| Uses conversational AI | Yes | No |
| Interacts with employees | Yes | No |
| Chooses among attached tools | Can, when needed | Always runs the selected tool |
| Best for | Collecting information, confirming, guiding | Deterministic system calls |
What to do next
- Add a confirmation Agent action that references Run Tool outputs with Insert Variable.
- Publish the workflow and attach the start tool.
- Test the workflow