Tool reference

Klarify AI presents a focused set of 11 tools to AI clients. Each tool represents a complete workflow—such as finding a person, reading a document, or managing organization structure—instead of exposing a separate tool for every record and action.

The tool set adapts to the signed-in user’s access. Broad management tools can contain actions that require different permissions, so the server checks the selected action as well as the tool. See How Klarify AI applies your permissions.

The examples on this page are natural-language prompts you can give an AI client. The client chooses the appropriate tool and arguments.

Tool availability

Access	Tools available
Guest	get_current_user, list_capabilities, get_org_overview, get_org_structure (folders only)
Full member	Guest tools plus search_documents, read_document, and find_people
Content editor	Full-member tools plus manage_document_access
Organization administrator	Full-member tools plus manage_person, manage_org_structure, and bulk_import; an administrator who is also a content editor has all 11 tools

Note

Content editor includes Editor, Global Task Editor, and Global Editor. Organization administrator includes Org Admin, Account Manager, Super Admin, and Account Owner, but those roles do not all permit the same actions.

Guided prompts

Klarify also provides the onboard_employee prompt. It guides the signed-in user through their profile, positions, responsibilities, documents, and organization structure, adapting the walkthrough to their access.

Onboard me to Klarify.

Walk me through just my accountabilities and responsibilities.

Session and capabilities

Tool	What it does
get_current_user	Returns the signed-in user’s identity, employee record, role, and active organization. It can also list the organizations the user belongs to and explain how to switch organizations in the AI client.
list_capabilities	Lists the actions available to the current user, grouped by area. It can also explain the exact fields required for a particular action.

Ask list_capabilities instead of relying on a remembered tool list. Its answer reflects the current user’s role and the server’s live capabilities.

Who am I signed in as?

What can you help me do with employees?

Search and read documents

Tool	What it does
search_documents	Searches approved, published document content and matches documents by name. It can also search the glossary, find activities performed by a person, and list documents a person owns or performs.
read_document	Resolves a document by name or ID, identifies whether it is a process model or task instruction, and returns a summary, flow, steps, performers, metadata, or raw BPMN.

search_documents returns links to the exact matching context. A match from version history opens that historical version with the Version history panel open. A match inside a subprocess opens the subprocess and highlights the matching item.

Semantic search uses published content only. An unpublished draft can appear only when the user asks for its exact name, and the result is labelled as a draft. read_document also defaults to the published version; the client must explicitly request the draft when the user is working on it.

Find our approved supplier onboarding instructions.

Summarize the Customer Onboarding process model.

Who performs each task in the Quarterly Close process?

Organization overview

Tool	What it does
get_org_overview	Returns selected sections of the current organization: profile, statistics, departments, teams, authentication settings, partner clients, or billing. Sections outside the user’s role are identified as omitted instead of returning an ambiguous empty result.

Organization profile is available to every member. Statistics, departments, and teams require full membership. Authentication settings require Account Manager, Super Admin, or Account Owner access; billing requires Account Owner access.

Give me a summary of this organization.

How many employees and departments do we have?

Organization structure

Tool	What it does
get_org_structure	Reads folders, departments, teams, regions, locations, countries, and states. It can return a single record, include department or team counts, and include documents inside folders.
manage_org_structure	Previews and applies create, update, and delete actions for departments, teams, regions, locations, folders, and positions. It can also add or remove roles on positions.

Folders are readable by guests. Other organization-structure record types require full-member or administrator access, depending on the type. Changes are shown for approval before they run.

Show me the folder structure under Operations.

Create a department called Customer Success.

Employees

Tool	What it does
find_people	Finds employees by name or email and positions by job title. Fetching one employee also returns their positions, department, manager, and teams.
manage_person	Previews and applies employee creation, updates, deletion, position assignments, and team membership changes.

Who is the VP of Engineering?

Update Sam Lee’s telephone number.

Members and invitations

The find_people tool can search platform members, outstanding invitations, and—for administrators—the member audit history. Accepted invitations are excluded from invitation results and appear as members instead.

The manage_person tool can invite employee or guest members, resend or cancel an invitation, change content access or admin roles, deactivate or reactivate an account, remove a member, and manage partner-client links.

List pending invitations.

Invite maya@example.com as an employee member with Viewer access.

Positions

Use find_people to search positions and see whether each one is filled or vacant. Use manage_org_structure to create, update, delete, or assign roles to a position. Use manage_person to assign or unassign an employee.

Create a Finance Analyst position in the Finance department.

Assign Maya’s employee record to the Finance Analyst position.

Departments

Use get_org_structure to list departments and optionally include member counts. Use manage_org_structure to create, rename, re-parent, recolor, or delete a department.

Show departments with their member counts.

Create Accounts Payable under Finance.

Teams

Use get_org_structure to list teams and optionally include member counts. Use manage_org_structure to create, update, or delete a team. Use manage_person to add a person’s position to a team or remove it.

Which positions belong to the Onboarding team?

Add the Customer Success Manager position to the Onboarding team.

Regions

Use get_org_structure to read regions. Use manage_org_structure to create, update, or delete them.

List our regions.

Create a region called Pacific Northwest.

Locations

Use get_org_structure to read locations and the country or state reference data used by them. Use manage_org_structure to create, update, or delete a location.

Show our locations in Australia.

Create a Vancouver office in Canada.

Document visibility

Tool	What it does
manage_document_access	Previews and applies document visibility changes and folder placement. It can make one document—or the documents in a folder—Private, Organization-wide, or Public; place or remove a document in a folder; and move folders.

This tool is available to content editors and acts only on documents they are allowed to edit. The AI shows a Current → Planned preview before applying a change.

Make the Customer Onboarding process organization-wide.

Put the Vendor Approval Checklist in the Procurement folder.

CSV bulk import

Tool	What it does
bulk_import	Previews and creates many records from one CSV. Supported types are regions, locations, departments, teams, positions, employees, employee-to-position assignments, and team memberships.

CSV values use human-readable names and emails instead of internal IDs. Import one record type at a time and review its preview before approval. Rows that already exist are safely ignored.

Type	Required columns
Region	name
Location	name, country
Department	name
Team	name
Position	job_title
Employee	first_name, last_name, email
Employee-to-position assignment	employee_email, job_title
Team membership	team_name, position_job_title

When importing several related record types, create them in this order: regions, locations, departments, teams, positions, employees, employee-to-position assignments, then team memberships. Dependencies that do not yet exist are reported as unresolved.

For the in-app CSV workflow for employees, positions, and teams, see Import people from CSV.

Approval for changes

manage_document_access, manage_person, manage_org_structure, and bulk_import use a two-phase workflow. The first call returns a preview and writes nothing. After the user approves that preview, the client confirms the same action and Klarify applies it.

Destructive previews identify their impact. For example, deleting an employee or position can require a decision about how to handle current assignments.

Compatibility with existing integrations

Older individual MCP tools remain callable during a deprecation period, so existing integrations do not need to migrate immediately. Klarify no longer advertises those individual tools to AI models. New integrations should use the 11 tools documented on this page.