The Query items tool enables AI Agents to retrieve records from a data list within an application. With this tool, the AI can query data based on conditions, specify returned fields, define sorting and pagination, and use the results in conversations or other tools.
1. Accessing the Tool Management Panel
Open the target AI Agent.
Select Tools from the top navigation.
In the Tools page, you can view, enable/disable, edit, or delete existing tools.
To add a new tool, click Add a tool in the upper-left corner.
2. Adding the Query items Tool
After clicking Add a tool, select:
Query items — Search and retrieve records from a data list
Then configure:
1. Choose application
Select the application containing the data you want to query.
2. Data source
Choose the list or report from which records will be retrieved.
After selecting, you can choose:
Add — add the tool directly without further configuration
Add and configure — proceed to the full configuration page
3. General Settings
You can access the full settings page either by selecting Add and configure when creating the tool or by clicking … → Edit on an existing tool.
The following sections describe all general configuration options.
(1) Detail Settings
Detail settings define the tool’s basic information, associated data source, and credential mode.
Setting | Description |
Name | Name of the tool (≤100 characters). Default is the tool type, but can be customized. |
Description | Description explaining the tool’s purpose (≤2500 characters) to help the AI understand how to use it. |
Tool | Displays the tool type (read-only), e.g., Query items. |
Application | The selected application. You can open it in a new window using the link icon. |
Data source | The selected list or report. You can open it for review. |
Credentials to use | Defines which user identity is used when executing the query. |
Credential Options
Credential Mode | Description |
End user credentials | Executes the query using the identity of the AI end user. If the user lacks list permissions, the AI will receive an access error. |
Specific user | Executes the query as a specific user. If the selected user lacks access, the tool will fail. |
(2) Inputs Settings
Inputs define the parameters that the tool accepts during execution.
Each input includes:
Input name
Input type
Fill using (AI dynamic value or custom value)
Value (conditions, field selections, or specific numbers)
1. Data filter
Input name: Data filter
Input type: Text
Optional
Supports dynamic AI-generated conditions or manual configuration through the Customize condition editor
2. Fields
Input name: Fields
Input type: Text
Optional
Click Setting to open the field selection dialog
Field selection dialog features:
You can check the fields you want returned (each field can be selected only once)
Sort sets the order in which fields appear in the output
Display Name allows renaming fields for clearer output
Unchecked fields will not appear in the result
Recommended to only select necessary fields to keep results clean and easier for the AI to interpret
3. Sorts
Input name: Sorts
Input type: Text
Optional
You may specify the sort field and direction (A → Z or Z → A)
Supports primary and secondary sorting
4. Page number
Input name: Page number
Input type: Number
Optional
Accepts a specific number or expression
5. Page size
Input name: Page size
Input type: Number
Optional
Controls the number of records returned on each page
(3) Completion Settings
Completion settings define the agent’s behavior after the tool is executed and specify which outputs are available to the agent and other tools.
1. After running
Option | Description |
Do not respond | The agent does not wait for the tool's result. Useful when no data is needed afterward. |
Waiting for response (default) | The agent waits for the tool to finish executing and uses the returned data. |
2. Outputs available to the agent and other tools
Defines which outputs the AI Agent and other tools can access.
Available outputs for Query items:
Output | Output type | Description |
Data | List | The queried data records. Can be customized to adjust field structure. |
Message | Text | Execution message such as success or error details. |
Status Code | Number | HTTP-like status code (e.g., 200, 400). |
Total Count | Number | Total number of records matching the query. |
Additional outputs can be added using Add output.
4. Summary
The Query items tool allows AI Agents to query application data using natural-language instructions. It supports configurable filters, fields, sorting, pagination, credential modes, and structured outputs, making it suitable for a wide range of data retrieval scenarios.
Other tools—such as Delete item, Add item, Update item by ID, Run an agent, and Start a workflow—can be configured using a similar process.