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Prepare Agents and Workflows for Teams

Admins can help teams work faster by preparing reusable agents, templates, and workflows. In Siesta AI, this usually means configuring agents in Agents, connecting data from Data or Memory, adding tools from Connections, and publishing workflows with the correct Access / Sharing settings.

Agent Preparation​

Create agents around real jobs, not generic capabilities. A useful agent has a clear audience, expected inputs, available tools, and output style.

For each agent, define:

  • Name and Description for search and agent lists.
  • AI Connection and Model Name, such as the approved OpenAI or Azure AI Foundry connection.
  • Initial Message so users know what to ask first.
  • System Message with the role, boundaries, output style, and confirmation rules.
  • Data connection to the right data collections or Memory sources.
  • Access as Organization, Shared, or Private.
  • Shared Tools and Private Tools from approved connections.
  • Model configuration such as Temperature, Maximum Length, Presence Penalty, and Frequency Penalty.

After the first version is ready, use Save as Template if other teams will reuse the same structure. Name templates by job, such as Support ticket triage agent or Weekly sales report agent.

Workflow Preparation​

Use workflows for repeated processes with predictable steps. Before publishing a workflow to a team, test it with realistic inputs and confirm what happens when a tool fails or returns incomplete data.

In Workflows (Beta):

  1. Click Create workflows.
  2. Fill in Name and Description.
  3. Drag actions from Connections onto the canvas.
  4. Connect nodes and configure parameters such as record IDs, emails, calendars, or projects.
  5. Use Edge settings for conditions such as Text equals.
  6. Save with Save workflows.
  7. Review History after major edits.
  8. Set Access / Sharing with Visibility, Organization Access, and Team Access.

Concrete workflow examples:

  • HubSpot deal lookup -> Jira ticket creation -> Google Calendar meeting.
  • Webhook incident intake -> Drive file lookup -> Slack notification.
  • Support request classification -> Jira assignment -> customer follow-up draft.

Guardrails​

For write-capable actions, add confirmation steps where accidental execution would send a message, change a record, publish content, or trigger an external process.

After testing, inspect Tool Executions for each write action. Confirm status, input arguments, output result, and approval status before sharing the agent or workflow with a full team.

If A Workflow Changed The Wrong Record​

  1. Pause or limit sharing for the workflow while you investigate.
  2. Open Tool Executions and find the action that changed the record.
  3. Identify the connection, function, input arguments, approval status, and user or workflow run.
  4. Check whether the wrong record came from prompt wording, node parameters, previous node output, or broad connection permissions.
  5. Tighten the prompt, approval rule, access policy, or node configuration.
  6. Retest with non-production records before restoring team access.