AI agent tools

An AI Reply node can do more than write a sentence back. Give it tools and it can look the contact up, tag them, move them along your pipeline, search your own documents, hand the chat to a person, or book an appointment — all inside the same conversation. Tools are switched on per node, in the node’s Built-in Tools tab. This page covers the tool surface. For the node itself — the prompt, the model, the fallback message — see AI replies.

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Before the tools do anything

Two things work differently from where you’d expect:

• Document search isn’t available on every provider. Claude and DeepSeek have no document search, and the tab says so: Document search is not available for this provider. Use OpenAI or Gemini if the agent needs to read your files.
• Document search is on by default and does nothing. A new AI Reply node ships with Document search (File Search) switched on but no store selected, and the AI simply never searches. It starts working only once you tick at least one vector store.

The AI Agent is also plan-gated. On a plan without it, the node stays in the palette but can’t be added, publishing a flow that contains one is blocked, and an already-published node writes a note into the Inbox — AI step skipped — your plan does not include the AI Agent. — and the flow carries on. See Plans.

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CRM contact tools

Under CRM contact tools — Abilities the AI can act on for the current contact. Everything here acts on the contact in the conversation, so it needs no ids and can’t touch anyone else.

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Worked example

A clinic’s AI Customer Service agent answers a question about laser pricing. With Get contact info it opens by name and knows this contact is already a client. With Add tags it drops pricing-enquiry on them. With Add a note it records what they asked. When they ask something clinical, Hand over to a human pauses the bot and Auto-assign to an agent puts it in front of the next practitioner. Nobody re-reads the thread; the tags and the note are already there.

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Booking tools

Under Booking tools — Let the assistant check availability and book, reschedule or cancel appointments and classes. These act on your real Appointments data, so your Services, staff and classes have to exist first.

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Worked example

A salon’s booking agent has List bookable services, Check available times, Book an appointment and Hand over to a human switched on. A contact asks for a cut and colour on Saturday. The agent reads the Services, reads the genuinely open Saturday slots, offers two, books the one they pick, and hands over when they ask about a refund. Without Check available times the same agent invents plausible times and you get a double booking.

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Document search

Document search (File Search) lets the agent answer from your own material — a price list, a policy, a treatment FAQ — instead of guessing. It reads vector stores, which you create on the AI provider’s Integration page under the Vector stores tab: Group documents the AI can search at reply time. Add a store, then upload PDFs / text files or ingest a web URL. That tab only appears for providers with native file search. Then tick the stores you want on the node and set Max results.

• Uploads are PDF, TXT and MD only, up to 20 MB. There’s no CSV, DOCX or XLSX.
• You can ingest a web page by URL instead of uploading.
• There’s no training step. Files go straight to the provider and are searchable on the next reply.
• If the provider has no stores yet, the node says No vector stores yet — create one on the provider’s Integration page (Vector stores tab). If stores exist but you tick none, there’s no warning at all — the agent just silently never searches.

Turn it on when your answers live in a document and change often — upload the price list once, and every AI node pointed at that store quotes the current prices. See Knowledge base.

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Web search

Web search — Let the model search the web to ground its answer. Available on OpenAI, Claude and Gemini; not on DeepSeek. It’s off by default, and for most SMB agents it should stay off: your prices, hours and policies are not on the open web, and a searching agent is slower. Switch it on for a genuinely outward-facing question — a travel agent checking a destination’s public entry rules, say.

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Custom functions

The Functions tab is for when a tool you need doesn’t exist. You define an HTTP call the AI can make — a name, a description (What does this function do? (helps the AI decide when to call it)), a method, a URL, headers and a Parameters (JSON Schema) body. The AI sends JSON arguments to your URL and uses the response in its reply. This is the one developer-shaped part of the AI node. A worked case: your stock lives in a warehouse system DMLY doesn’t know about, so you expose a check_stock endpoint and the agent can tell a contact whether the item is in.

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Test before you publish

The Playground tab runs your configuration against a test message — Test this configuration without sending a real message. Tool calls run against demo data on localhost. You get the Reply plus a Tool calls trace showing which tools the agent reached for. Nothing is sent to a contact and nothing is written to a contact record. Use it to check the agent picks the right tool. If you ask Can you check what’s on my file? and the trace shows no getContactInfo call, your prompt isn’t telling it to look anything up. The trace only ever lists CRM tools, booking tools and custom functions. Document search and web search run inside the provider, so they never appear in it — an agent answering correctly from a vector store still shows an empty Tool calls trace.

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What’s switched on by default

A new AI Reply node arrives with five tools already ticked: Get contact info, Add a note, Add tags, Hand over to a human and Move to unassigned queue — a sensible support agent. It also arrives with a full Customer Service prompt written for you, addressed from {{business_name}} (your workspace name) to {{first_name}}. The four AI templates in the template library each preload a different set: A template card can show Setup required — it’s still installable, you just haven’t connected what it needs yet — or Unavailable, which means the channel can’t support it. Chips like Requires AI and Requires calendar tell you which.

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Limits worth knowing

The agent stops using tools part-way through a reply

Each AI reply makes at most three tool-calling rounds — past that the model is asked once more with no tools attached, so it always produces a reply. Separately, a mid-flow AI step (one whose exit leads to a real downstream node) that is reached more than three times in one run is skipped with a note in the Inbox: AI step skipped — per-conversation AI limit reached. A conversational AI stops replying after 40 turns and the flow moves on.

The AI isn't using a tool you switched on

Tell it to, in the prompt. Ticking a box makes a tool available; the prompt is what makes the agent reach for it. Check the Tool calls trace in the Playground to see what it actually did.

Nothing happens and the flow just continues

The AI node never stalls a flow. If no provider is connected, if the plan doesn’t include the AI Agent, or if the model errors, the node either sends your Fallback message (on error / empty reply) or leaves a note in the Inbox and continues out its one exit. Check the Inbox conversation for a note starting with a sparkle, and see Logs.