Last updated May 21, 2025
Best Practices for Tools
What is a Tool?
In VISS.AI, a Tool is a capability that enables an Agent to perform specific actions, often by connecting to external systems like Google Workspace, Microsoft tools, CRMs, or custom APIs.
While Agents can hold conversations on their own, Tools allow them to:
Export customers from a CRM to a Google Sheet
Scan invoices and update them on Fortnox
Add subscribers to Mailchimp and send Newsletters
Pull data from Salesforce and create reports in Google Sheets
Good vs. Bad Tools
Effective Tools:
Have a clear purpose
Produce consistent results
Integrate seamlessly with your agents
Save significant time compared to manual processes
Problematic Tools:
Try to do too many things at once
Have unpredictable outcomes
Interrupt workflows rather than enhancing them
Practical Examples
Example 1: Email Tools
Good Tool: "Send Meeting Notes"
What it does: Automatically emails meeting notes to all participants once a transcipt is uploaded to Google Drive
Why it's effective:
Bad Tool: "General Email Handler"
What it tries to do: Manage all email-related tasks
Why it's problematic:
Example 2: Customer Service Tools
Good Tool: "Process Refund Requests"
What it does: Validates and processes customer refund requests based on data from Stripe
Why it's effective:
Bad Tool: "Customer Service Assistant"
What it tries to do: Handle all customer service tasks
Why it's problematic:
Creating Your Own Tools
Tools are automated workflows or structured actions that your Agents can execute.
1. Open the Tools Section
Click Tools in the sidebar to enter the tool builder area.
2. Create a New Tool
Choose a category:
Automation — e.g., email replies, calendar syncing
Analysis — e.g., generate summaries or extract insights
Custom — build tailored tools for unique workflows
Enter a description and click “Select apps“.
3. Choose Apps and Services
Pick from a list of available apps. Confirm your selection to include them in the tool.
Connecting Tools to Agents
To add tools to your agents:
1. Navigate to your agent's settings (”Edit agent” option)
2. Click on the “Add tool” option
3. Search for the tools you want to add
4. Select the appropriate tools for your agent's purpose
Note: Remember that tools should enhance your agent's core purpose. A financial advisor agent needs financial calculation tools, while a content creation agent would benefit from writing and research tools.
Tips for Success
Start with high-impact, low-complexity tools
Create tools that work together in sequence
Regularly refine based on actual usage
Document how to use the tool effectively
Update tools as processes change
See also: Best Practices for Agents