Understanding Tools in Beam AI
Tools in Beam AI exist within workflow nodes, enabling automation for various tasks. There are two primary types:
Prompt-Based Tools – AI-powered tools designed to process data, generate content, or classify information based on defined parameters.
Integration-Based Tools – Pre-configured tools that interact with third-party applications like Gmail, Slack, SharePoint, or databases.
Each tool operates within a node in a workflow, executing tasks based on predefined inputs and producing structured outputs.
Distinction Between Prompts and Integrations
Prompts: Generate structured responses using AI.
Integrations: Allow nodes to interact with external applications.
Example: A prompt-based tool can analyse incoming emails and classify their content, while an integration-based tool can forward classified emails to a CRM.
Creating a Custom Tool
To create a custom tool, follow these steps:
Step 1: Access the Tools Section
Navigate to the flow and select the relevant node
You can now access the drop down of the tool and click on ‘view more’
Click Create New Tool from the Tool Change Modal.
Step 2: Define Tool Purpose & Inputs
Enter a description of what the tool does.
Specify required input parameters (e.g., text content, document references, or structured variables).
Define expected outputs (e.g., categorized labels, responses, extracted data).
Example: A tool that classifies incoming emails into categories such as Sales, Customer Support, or HR.
Step 3: Configure the Tool
Tool Name: Provide a clear and descriptive name.
Tool Category: Choose a category like Communication, Productivity, or Data Processing.
Foundational Model: Select the AI model to be used (e.g., GPT-4o, Claude 3 Haiku).
Tool Prompt: The auto-generated instructions that define tool behavior.
Variables: Configure AI Fill, Static, or User Fill inputs.
Step 4: Assign the Tool to a Node
Navigate to a workflow node and select Assign Tool.
Choose from existing tools or generate a new tool within the node configuration panel.
Best Practice: If the tool needs human validation before executing, enable Consent Required to introduce a human-in-the-loop process.
Managing & Optimising Tools
Tool Mode Selection
Every tool has execution modes:
Fully Automated – Executes without human intervention.
Consent Required – Waits for user approval before processing.
Modifying & Replacing Tools
Click on Change Tool within the node sidebar.
Search for the desired tool or create a new one.
Replace the existing tool while preserving node dependencies.
Batch Execution for High-Volume Tasks
Enable Batch Execution for tools that process multiple records at once (e.g., bulk email classification, data extraction).
Integration Tools & Global Actions
For integration-based tools, users can:
Access the Global Integrations Page to browse available tools.
Select integration-specific actions (e.g., "Send Email" for Gmail, "Append Row" for SharePoint).
Modify pre-filled variables and parameters to suit workflow needs.
Tool Prompt Optimisation
A tool's effectiveness depends on its prompt structure and configuration.
Key Elements of a Well-Optimised Prompt:
Clear Task Instructions: Defines what the tool should accomplish.
Input Parameter Mapping: Ensures tool inputs are correctly referenced.
Constraints & Rules: Prevents hallucinations or incorrect outputs.
Expected Output Format: Specifies the structured format of the result.
Example:Tool: Email Action Determiner
Input: Email content
Action: Classify and forward emails based on department
Output Format:
Email Subject: [Subject] | Action: [Forward to Sales/Auto-Reply]
Prompt Variable Configuration
Use / to create new parameters dynamically.
Select AI Fill, Static, or User Fill for each variable.
Modify descriptions to improve tool usability.
Testing & Debugging Tools
Before deploying tools in workflows, validate their functionality:
Testing a Tool
Click Test Tool in the tool configuration panel.
Provide sample input and generate output.
Evaluate results and modify prompts if needed.
Debugging Common Issues
Issue | Cause | Solution |
|---|---|---|
Incorrect Output | Misconfigured prompt variables | Adjust input parameters and expected output format |
Missing Data | AI fill variables not working | Enable Memory Lookup to retrieve missing data |
Workflow Errors | Incompatible integration actions | Verify integration permissions & API connections |
Tip: Request new tool integrations via the Request Tool option.
Finalising & Deploying Tools
Once the tool is tested and optimized:
Click Save Configuration.
Add it to the required workflow nodes.
Enable monitoring via the Task Execution Logs.
With these best practices, Beam AI users can create highly efficient tools that enhance workflow automation and accuracy.