Data Access

The Data Access ability gives your AI access to read, create, and update form records in your workspace. This lets the agent look up existing data and create new entries through natural conversation.

Settings

How It Works

When Data Access is enabled, the AI can interact with the specified form's records based on the permissions you configure:

• Can Read allows the AI to look up and display existing records. Useful for answering questions like "What's the status of order #1234?"
• Can Create allows the AI to create new records by collecting field values through conversation
• Can Update allows the AI to modify existing records, such as updating a status field or correcting information

You can grant any combination of these permissions depending on your use case.

Adding Data Access

Data Access can be added at either the workflow or task level:

1. Open your workflow or task
2. Go to the Abilities tab
3. Click Add Ability and select Data Access
4. Select the form (data type) to grant access to
5. Configure the permission checkboxes (Can Read, Can Create, Can Update)
6. Save

Task-level abilities override workflow-level abilities of the same type.

Auto Create

When Auto Create is enabled, the system automatically creates a record of this data type for each new assignment. This is useful when the data type serves as state storage for a workflow — the AI can immediately start updating fields without needing to create a record first.

For example, a "Game State" data type with autoCreate enabled gives each assignment its own state record from the start.

Field Filters

Field filters let you control exactly which fields the AI can access. When no filters are set, the AI has access to all fields defined on the data type. When filters are set, only the specified fields are available.

Each filter is independent — you can allow reading all fields but restrict writes to a subset, for example.

When to use field filters:

• Privacy: Hide sensitive fields (SSN, internal notes) from the AI while still allowing access to other fields
• Safety: Prevent the AI from overwriting system-managed fields
• Focus: Reduce noise by only exposing relevant fields for the current task

Note: Field filters restrict the AI's tools only. Record metadata (ID, timestamps) is always visible. If a required field is excluded from create filters, the AI won't be able to create valid records — ensure required fields are included.

Tips

• Pair with form design to ensure the AI has clear field names and descriptions to work with. See Forms.
• Use read-only access when the AI only needs to look up information, not modify it.
• Add multiple Data Access abilities if the AI needs to work with more than one form.
• Use Auto Create with edge routing to give each assignment its own state record, then use tool-invocation edge conditions to route based on what the AI writes.

Conditional Activation

You can restrict when Data Access is available using CEL expressions in the ability's Conditions field. For example, you might only allow record creation for authenticated members. See Abilities for more on conditional abilities.

Related

• Abilities — Overview of all AI abilities
• Forms — Define the data types that Data Access works with
• CEL Expressions — Write conditions for conditional activation