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



Supercharge your workflows with AI today!

© 2025 VISSAI AB. All rights reserved.

Supercharge your workflows with AI today!

© 2025 VISSAI AB. All rights reserved.

Supercharge your workflows with AI today!

© 2024 VISSAI AB.

All rights reserved.