Configuring a Workflow as an AI Colleague Tool

Every workflow you build in Workflows Studio can double as a tool for your AI Colleagues. When a workflow is registered as a tool, an AI Colleague can trigger it on a user's behalf — collecting the required inputs in chat or through a form, running the workflow, and handling its response.

The Tool configuration step (step 2 of workflow creation and editing) is where you control this. Every workflow is automatically registered as a tool for AI Colleagues; the settings on this step control its access and execution.

Note: Utility workflows (async dropdown, document management, employee sync) are never registered as tools. List workflows are registered as List View tools and skip the Task type selection.

Before you begin

• Complete the Workflow configuration step, including Tool access, which decides which AI Colleagues can use this tool:

• Your role determines the Tool access options you see: Admins can choose any option, while Builders can only register tools for AI Colleagues they own (no global tools).

AI Colleague tool registration

Use the toggle to control whether this workflow is available as a tool for AI Colleagues.

• Turning the toggle off deactivates the registered tool — AI Colleagues immediately stop using this workflow. Your Tool access setting and tool configuration are preserved; only the tool is made inactive.
• Turning it back on reactivates the tool with your previous configuration.
• For a new workflow, keeping the toggle off means no active tool is registered when the workflow is published.

The toggle always reflects the tool's current status — if the tool was deactivated elsewhere, the toggle shows as off when you open this step.

Who can execute this tool

Choose how and where this workflow can be triggered:

Note: The Master orchestrator option is not available for tools assigned to a specific AI Colleague.

Tool invocation

This section defines how the tool collects inputs and responds when an AI Colleague runs it.

Task type

Task type decides how the orchestrator collects inputs from the user before running the workflow:

The available options depend on the structure of the workflow's form — some forms are not suitable for fully conversational input collection:

• Simple, single-level forms with fields that can be filled in chat support all three task types.
• Forms with required dependent fields (fields that appear or change based on earlier answers) support Ask, Confirm & run and Review in a form.
• Forms with many first-level fields, or a required field that can't be filled conversationally (for example, file uploads) support Review in a form only.

Where multiple options are available, Ask, Confirm & run is suggested by default. When editing a workflow that already has an active tool, its current task type is preselected.

Response Handling Rules (optional)

Add rules the orchestrator should follow when handling this workflow's response — for example, how to summarize the outcome, which fields to surface to the user, or what follow-up to offer. Leave blank to let the AI Colleague handle the response on its own.

Sample queries

Add example user utterances (for example, "I want to apply for leave") to help the AI Colleague recognize when this tool should be used. At least one sample query is required. Use Autogenerate queries to generate them automatically from the workflow's details, and Add more to add additional queries manually.

How registration works

• The tool is created when the workflow is first published, and stays in sync from then on — renaming the workflow, editing its description, or changing the settings on this step updates the tool automatically.
• Deactivating the workflow deactivates its tool, so AI Colleagues stop using it.
• You can view and manage the registered tool from AI Colleague Studio under Tools, alongside your other tools.