Workflow Tools

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Overview

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When to Use

• Business logic is well-defined and consistent
• You need visual traceability for debugging
• Non-developers need to build or maintain tools
• Processes involve multiple sequential steps
• You want built-in monitoring and audit logs

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Good Fit Examples

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Tool Creation and Scope

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App-Scoped Tools

• Isolated to that app.
• Changes do not affect library versions.
• Best for app-specific logic or experimentation.

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Library Tools

• Reusable across multiple apps.
• Importing is restricted to deployed tools from the library.
• Changes to the library version do not affect local copies in apps.

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Managing App-Scoped Workflow Tools

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Create an App-Scoped Workflow Tool

1. Open the Agentic App > Tools.
2. Select + New Tool and create a new workflow tool.
3. The Tools page opens, where you can configure the tool’s metadata and settings, and open the flow canvas to design the workflow.
4. The tool becomes available for use only to the app and is not available in the Tool Library.

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Edit an App-Scoped Workflow Tool

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Import an Existing Tool Into an App

• A local copy of the tool is created inside the app.
• The local copy can be customized or extended, as required.
• Changes made in the app do not affect the original library tool.

1. In the app, open Tools.
2. Select Import Tool > From Library.

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Tool Access Control

• Users can view workflow tools associated with an app on the App → Tools page.
• To open, edit, or manage a tool, users must be granted tool-level permissions.
• Only the tool owner can assign these permissions.

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Access App Environment Variables

1. Add the variable to a namespace.
2. Associate the namespace with the workflow agent.

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PII Handling

• Before execution, input fields are automatically scanned for declared PII patterns in the application config.
• Inputs identified as PII are masked and passed to the tool in redacted form.
• If the Workflow Tool is granted access to the original PII value, it can securely unredact and use it internally—while monitoring, debugging logs, and execution traces continue to show only masked values.

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Managing Library Workflow Tools

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Create a New Workflow Tool

1. Log in to your account and click Tools.
2. On the Tools page, click Create new tool.
3. Enter a name and a brief description for the tool and click Create.
4. The tool is created, and the Tool Flow option is displayed. You can start creating your tool flow immediately.

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Tool Templates

• Pre-built templates — Ready-to-deploy flows with pre-configured integrations (for example, an email auto-replier or automated grading system).
• Customizable templates — Node-based flows you can tailor to your business needs using the various node types on the canvas.

• Quick setup — Significantly reduces deployment time and costs.
• Customizable — Retain essential prebuilt elements and remove unnecessary ones.
• Seamless integration — Import directly into existing flows and automate key actions within minutes.
• Enhanced developer experience — Eliminate repetitive tasks with minimal coding effort.

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Install a Tool Template

1. Log in and click Tools from the list of modules.
2. Click Tools on the top navigation bar.
3. If adding your first tool, click Tool templates. Otherwise, on the All Tools or My Tools tab, click Tool Templates to access the Tools Library/Marketplace.
4. Scroll to the Tools section. Use the left filter to select Categories and Tasks.
5. Click the required template to view its information window, which includes the template name, description, compatible LLM model, configuration status, prebuilt flow preview, related templates, and developer details.
6. Click Install to connect to the Marketplace and import the template along with its pre-configured flow.

• After it is installed, the template shows in My Tools.
• A PDF document with key details (input/output, environment variables, usage guide, key components) is displayed for download.
• The first installation retains the original template name and description.
• Reinstalling the same template appends a unique sequential number: Tool Template Name_<sequential-number> (for example, Automatic grading system_1743151769005).
• Canvas-level errors may appear on fresh installations (for example, unconnected AI nodes or empty API nodes). Click the warning icon to view and fix errors.

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Manage a Tool Template

1. Open the Tools dashboard and click the required tool.
2. Click Configurations in the left navigation menu.
3. Make the required changes or proceed to delete the tool.

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Import a Tool

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Import to Create a New Tool

1. Log in and click Tools from the list of modules.
2. Click the Tools tab on the top navigation bar.
3. Click Import Tool (or the Import tool icon on the Tools dashboard if tools already exist).
4. In the Import tool window, provide: Required:
   • Tool Name — Provide a unique name to avoid conflicts with existing tools.
   • Flow definition file — Upload flow_definition.json. Includes the tool`s canvas definitions (node definitions) and AI node configurations, including prompts, hyperparameters, and timeout information.
   Optional:
   • App definition file — Upload app_definition.json. Includes general tool version information and guardrails.
   • Environment variable file — Upload env_variables.json. Includes environment variables set for the tool.
5. Click Import. The system redirects you to the Tool Flow page. Click Go to flow to access the canvas.

• The tool is listed under All tools and My tools with status In Development.
• Node types, descriptions, input/output variables, scanners, and sync/async setup are preserved.
• If the AI node’s model does not match available models in the current account, the model field is left empty but all prompt definitions are imported.
• API keys are not transferred during import.
• The imported tool cannot be shared with other users.

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Import Best Practices

• Export first — Always export the current tool version before importing to ensure all configurations are available.
• Check environment dependencies — Verify that the correct model is available, linked tools exist by the same name for auto-linking, and environment variables and configuration files are compatible.
• Import in order — Import the parent tool and any associated versions in order, and ensure there are no conflicts with existing tools.

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Workflow Tools Management Page

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Tool Overview

• Tool summary — what the tool is for and how it is described.
• Ownership and activity — who created the tool and when it was last updated.
• Draft status — when the workflow canvas was last edited.
• Access to editing — open the canvas directly using Go to Flow.
• Version readiness — confirm that the draft is in a valid state before creating a version.

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Guardrails

guardrails:
  input_scanning: true
  output_scanning: true
  scanners:
    - toxicity
    - pii_detection
    - jailbreak_detection

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Environment Variables

1. Open the workflow tool and select Environment Variables in the left navigation.
2. Click Add or Add variable.
3. Provide:
   • Variable name — Descriptive name.
   • Secure variable — Enable the toggle to mark as a secret.
   • Value — Desired value.
   • Notes (optional) — Usage notes or purpose.
4. Click Save.

url: "{{env.API_BASE_URL}}/endpoint"
headers:
  Authorization: "Bearer {{env.API_KEY}}"

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Versions

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Create a Tool Version

1. Open the workflow tool and select Versions in the left navigation.
2. Choose New Version, enter details, review the summary, and confirm.

• The workflow draft cannot be versioned if the canvas contains errors.
• Versions cannot be modified after creation.
• Snapshots are always created from the current draft.

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Manage Versions

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Manage Endpoints

• Default mode —the request waits for completion before returning a response. Suitable for real-time operations.
• Timeout: Configurable, range 60–300 seconds (default: 180 seconds).

Request → Execute all nodes → Return response

• Push endpoints — Actively send response data to the client via webhook as soon as it becomes available. Useful when the client needs immediate notification of changes.
• Poll endpoints — The client periodically checks to retrieve response data on its own schedule. Useful when the client only needs updates at specific intervals.

1. Click Versions in the left navigation, then click the Setup sync/async icon.
2. In the Sync/Async mode setup popup:
   • Synchronous mode timeout — Range: 60–300 seconds (default: 180 seconds).
   • Asynchronous mode — Enable the Enable async toggle, provide the external application URL, enter the access token, and set the timeout (60–600 seconds, or No timeout).
3. Click Save.
4. Click Deploy to redeploy with the new mode.

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API Keys

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Create an API Key

1. Open the workflow tool and select API keys in the left navigation.
2. Click Create a new API key.
3. Provide a descriptive name for the key and click Generate key.
4. Click Copy and close to save the key to your clipboard. Share this key with authorized users as needed.

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Audit Logs

• Event Name — The specific event or action that occurred.
• Category — The module or entity affected.
• User Name — Who performed the action.
• Date and Time — When the event occurred.
• Description — Detailed information about the action.

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Access Audit Logs

1. Open the workflow tool and select Audit logs in the left navigation.
2. The Audit logs page is displayed. Click each row to view more details about the event.

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Tool Monitor

• Performance Tracking — Monitor response times, execution patterns, and overall efficiency.
• Dual-View Analytics:
  • All Runs — Comprehensive data on all tool run instances (all endpoint calls).
  • Model Runs — Focused analytics on AI node executions.
• Detailed Metrics — Total runs, average response times (P90 and P99), failure rates.
• API Key Usage Monitoring — Track API key utilization across the tool ecosystem.
• AI Node Analysis — Performance insights per individual AI node.
• Advanced Filtering — Time-based searches and custom filters to drill down into specific scenarios.
• Detailed Run Information — Comprehensive logs and debug information per tool run.

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Access Tool Monitor

1. Log in and click Tools from the list of modules.
2. On the All tools page, click a deployed tool. Tool monitoring is only available for tools deployed in production.
3. Click Tool monitor in the left navigation pane.
4. Click All runs or Model runs to view the respective data.
5. Click any row for detailed run information in the right panel.

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View Detailed Run Information

• Run ID / Request ID
• Response Time
• Debug icon — Click to view debug log details.
• Input — Input sent to the tool.
• Flow log — Node-level success/failure details, including scanner information for AI nodes.
• Output — Tool output for successful runs, with copy option and token view.

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Timeout Impact on Endpoints

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Tool Run Errors

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Sharing and Permissions

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Invite Users

1. Log in and click Tools from the list of modules.
2. Select the required tool.
3. Click Sharing & Permission in the left navigation bar. Existing collaborators are listed.
4. Click Invite (visible only to account owners). The Invite Users dialog is displayed.
5. Enter users` email addresses and click Invite to grant access.

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Configurations

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Import a Tool as a Version

• flow_definition.json
• app_definition.json
• env_variables.json

1. Log in and click Tools from the list of modules.
2. Select the parent tool and click Configurations.
3. Scroll to the Import tool section and click Import.
4. (Optional) Select Back up your current tool to preserve the data of the version being replaced. The system automatically exports and saves the .zip package to the designated location.
5. Click Import in the confirmation dialog.
6. In the Import Tool window, upload the required JSON files and click Import.

1. Select the Conflicting variables tab.
2. For each conflict, select Overwrite (use the imported value) or Keep existing (retain the current value).
3. Click Proceed to continue importing.

1. Click the three-dots icon for the variable and select Edit.
2. Update the values and click Save.

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Export a Tool

1. Log in and click Tools from the list of modules.
2. Select the tool you want to export.
3. Click Configurations in the left navigation.
4. Scroll to the Export tool section. The currently deployed version is selected by default.
5. To change, select another version from the dropdown.
6. Click Export. A success message appears after validation and export complete.

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Delete a Tool

1. Select the tool you want to delete.
2. Click Configurations in the left navigation.
3. Click Proceed to delete.
4. Follow the on-screen instructions to confirm deletion.

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Designing Workflows

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Overview

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Interface

• Add, configure, and connect nodes.
• View and modify inputs and outputs
• Build structured logic using conditions, loops, and branches
• Test the workflow.
• Validate and debug execution paths

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Flow Drafts and Versions

• Flow Builder: Select the Flow versions menu in the canvas header and choose +.
• Versions tab: Open Versions in the left navigation and select New Version.

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Node Types

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Control Nodes

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Action Nodes

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AI Nodes

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Managing Nodes

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Add Nodes

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Rename Nodes

1. Right-click the node on the canvas.
2. Select Rename from the context menu.
3. Enter the new name in the Node Name field of the configuration panel.

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Delete Nodes

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Rearrange Nodes

• Auto Arrange — Right-click the canvas and select Auto arrange to automatically reposition all nodes for a cleaner layout.
• Show/Hide UI or Grid — Right-click the canvas to toggle visual elements.

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Connecting Nodes

• Canvas-based (visual) — Drag and drop to connect nodes directly on the canvas.
• Node configuration panel — Define success and failure paths from the node`s property panel.

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Sequential vs. Parallel Execution

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Designing Sequential Flows

1. Hover over the blue + icon or grey connector dot on the source node.
2. Click and drag a line to the destination node.

1. Hover over the node, click the blue + icon, and choose Add New or Add Existing. The node is added and connected in sequence.

1. Click the node to open the Configuration Panel on the right.
2. Go to the Connections tab.
3. Under On Success or On Failure, use the dropdown to add a new node or connect to an existing, unused node.

• All paths must converge at an End Node.
• Sequential chains are arranged left to right for clarity.
• Logs display outputs in the exact order nodes are triggered, making debugging easier.
• Only one connection can exist per outcome (On Success or On Failure) in a sequential flow—any additional connections are treated as parallel branches.

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Designing Parallel Flows

• Simple Parallel — A single node branches to multiple child nodes running independently. Use when tasks can occur simultaneously without dependencies.
• Nested Parallel — A parallel branch contains its own parallel branches. Useful for multi-step logic where each level does independent work.
• Conditional + Parallel — Combine condition nodes with parallel execution. Based on logic (for example, if/else), different sets of parallel branches are triggered.

1. Hover over the node and click the blue + icon.
2. Select Add new or Add existing to add multiple nodes as parallel branches.

1. Drag from the source node to another node on the canvas. Repeat from the same parent to form additional parallel branches.

1. Click the node and open the Configuration Panel.
2. Go to the Connections tab.
3. Use the On Success or On Failure dropdowns and click + Parallel Node to add more branches.

• All branches from a node run at the same time.
• The flow waits for all parallel branches to complete before moving to the next step.
• End node outputs from all branches are combined before passing to the next node.
• The canvas layout expands automatically to fit multiple branches.
• Logs show branch-specific outputs grouped under the parent node, labeled (A, B, C) for each path.

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Manage and Remove Connections

1. Click the arrow/line between two nodes.
2. Click the Delete icon. The nodes remain on the canvas but are no longer linked.

1. Open the panel by selecting a node.
2. In the Connections tab, click the Delete icon next to the connection to remove.

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Constraints

• Maximum 10 outgoing connections per node.
• No duplicate connections from the same parent.
• No backward loops (prevents cycles).

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Debugging

• Execution status per node.
• Input/output values at each step.
• Error messages.
• Timing metrics.
• Iteration details (for Loop nodes; click the loop icon to drill into individual runs).

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Manage Input and Output

• Input Variables — Provide initial data to the flow. Accessible immediately after the Start node using the syntax: context.steps.Start.inputVariable
• Output Variables — Store and return derived values from the flow. Set in any node; for example, in the End node, assign results using: {{context.steps.AInode.output}}

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Add Input Variables

1. Click Manage I/O at the top of the Tool flow canvas, or click the Start node. The Manage Input & Output dialog is displayed.
2. On the Input tab, click + Add input variable.
3. Provide a Name (key) for the input variable (for example, Product_ID).
4. Select a Type from the dropdown:
   • Text, Number, or Boolean — An optional Default value field appears.
   • Remote file — A File URL timeout field appears. Set the timeout between 5 minutes and 7 days (default: 5 minutes).
   • List of values (Enum) — Add predefined allowed values via Add Values +. Enable Default value to select from defined values. The system validates input against enum values and displays an error for invalid entries.
   • JSON — A schema editor appears. Define the JSON schema and ensure the default value matches the schema. If the JSON is invalid, execution fails with an error.
5. Enable the Mandatory toggle if the field is required.
6. Click Save. The input variable appears on the Input tab.

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Add Output Variables

1. Click Manage I/O at the top of the canvas.
2. On the Output tab, click + Add output variable.
3. Provide a Name (key) and select a Type: String, Number, JSON, or Boolean.
4. Click Save.

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Building a Workflow

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Step 1: Create the Tool

1. Navigate to Tools → + New Tool
2. Select Workflow Tool
3. Enter name and description:

name: get_weather
description: |
  Retrieves current weather conditions for a specified location.
  Returns temperature, conditions, and forecast summary.

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Step 2: Define Input Parameters

parameters:
  location:
    type: string
    description: City name or coordinates
    required: true

  units:
    type: string
    enum: [celsius, fahrenheit]
    default: celsius

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Step 3: Build the Flow

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Step 4: Configure Nodes

url: https://api.weather.com/v1/current
method: GET
headers:
  Authorization: Bearer {{env.WEATHER_API_KEY}}
query_params:
  q: "{{input.location}}"
  units: "{{input.units}}"

return {
  temperature: response.main.temp,
  condition: response.weather[0].description,
  humidity: response.main.humidity,
  location: response.name
}

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Step 5: Define Output

output:
  type: object
  properties:
    temperature:
      type: number
    condition:
      type: string
    humidity:
      type: number
    location:
      type: string

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Step 6: Test

1. Click the Run flow icon at the upper right corner of the canvas.
2. Provide sample input values in the Run dialog.
3. Click the Debug icon to open the debug log and monitor execution.
4. Review the execution trace, output, and any errors.
5. For a successful flow, copy output results using the Copy icon.

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Step 7: Deploy

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Running and Testing Flows

• Successful flow — Copy output using the Copy icon. Overall runtime is displayed.
• Flow errors — An error message is displayed; the output key appears empty with JSON-formatted failure output.

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Debug Log

• Flow input values — The values provided for input variables.
• Flow-level log details — Overview of flow initiation and progress.
• Node-level information — Success or failure status per node, with links to additional details.
• Tool calling details — Logs of any tools called during execution (AI nodes only), including inputs (JSON), responses, and errors. A separate panel shows detailed tool traces.
• Node metrics per node:
  • Initiated On — Timestamp when the node was triggered.
  • Executed On — Timestamp when execution completed.
  • Total Time Taken — Duration of node execution.
  • Tokens — Token usage (AI nodes only).

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Time Metrics for API and AI Nodes

• Node processing time — Time to complete execution.
• API Response time — Time waiting for the external API response.

• Node paused at — Timestamp when the node paused waiting for response.
• Node resumed at — Timestamp when the node resumed after receiving response.
• Total wait time — Duration between pausing and resuming.
• Node processing time — Time spent processing after resuming.

• Node processing time — Time to complete execution.
• LLM response time — Time for the connected model to return a response.

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Conditions and Branching

// Comparisons
input.amount > 100
response.status === "success"

// Logical operators
input.priority === "high" && input.urgent === true

// String operations
input.email.includes("@company.com")

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Loops

loop:
  collection: "{{response.items}}"
  item_variable: current_item
  max_iterations: 100

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Error Handling

error_handling:
  on_error: continue  # or: stop, retry
  retry:
    attempts: 3
    delay_ms: 1000
  fallback:
    node: error_handler

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Common Node Issues

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Tool Flow Change Log

• Event tracking — Records each change when a user exits a property field in a node, capturing the timestamp, responsible user, and change details.
• Filters — Filter by date range, node type, or specific team member for enhanced searchability.

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Access the Change Log

1. Open the tool flow for the tool you want to audit.
2. Click the History/Log icon at the top-right corner of the page. The change log panel opens on the right, showing the most recent changes first.

• Timestamp of the change
• Brief description of the change
• Name of the user who made the change

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Filter the Change Log

• Date filter — Click the Calendar icon to select a specific date range.
• Filter By — Click the Filter icon to filter by User or Node Type. The log updates dynamically based on the selected filters.

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Best Practices

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Keep Workflows Focused

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Use Meaningful Names

# Good
get_customer_orders
validate_shipping_address
process_refund_request

# Avoid
workflow_1
helper
do_stuff

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Handle Errors Gracefully

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Test Edge Cases

• Invalid inputs
• API failures
• Empty responses
• Timeout scenarios

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Document Complex Logic

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Flow Design Tips

• Use parallel structures to speed up independent tasks.
• Use sequential paths when steps depend on the results of prior steps.
• Combine both styles to build hybrid flows for advanced logic.
• Always monitor node limits and watch for visual cues — one line = sequence, branching lines = parallel.
• Regularly use Auto Arrange to clean up the canvas.
• Ensure every logical branch concludes at an End Node.