How can I configure my AI agent to exclusively use Google Sheets data for work-related queries?

Below are several recommendations for making your AI agent rely solely on the Google Sheets data when answering questions about “work arrangements” or “work items”:

1. Use the Custom n8n Workflow Tool for Google Sheets Data

Instead of relying on the AI model’s built‐in generative ability (e.g. Gemini), use the Custom n8n Workflow Tool that calls your Google Sheets workflow. This way, you can have the tool provide concrete data and have the agent include that response in its final answer.

2. Adjust the Agent’s Prompt Configuration

Modify the agent’s prompt (the prefix and suffix prompts) to explicitly state that any query referencing “work arrangements” or “work items” must first call the Google Sheets query. For example, update your prefix prompt to something like:

When answering questions related to “work arrangements” or “work items”, you MUST not generate the answer from your internal data. Instead, call the Google Sheets workflow using the provided tool interface and use the returned data exclusively. If no data is found, indicate that no data was available.

This instruction helps guide the AI. In our n8n workflow examples (such as the “Chat with a Google Sheet using AI” workflow), the agent is set up so that tool calls are made when specific keywords or contexts are detected.

3. Ensure the Google Sheets Workflow Is Always Invoked

Since the agent might sometimes bypass the tool when it “thinks” it can answer directly, consider adding additional logic in your workflow to check for specific keywords. For example, you can use a filtering node or a conditional branch triggered by the appearance of the words “work arrangements” or “work items”—forcing the flow to execute the Google Sheets query node before the AI Agent’s final response.

4. Remove or Reduce the Fallback Behavior

If possible, disable any fallback mechanism that allows the agent to answer without a tool call. Although n8n’s AI Agent is designed to be flexible, you may need to tighten the prompt instructions. In some cases, you might also consider reducing the creativity token settings or adjusting model parameters so that it does not “hallucinate” data.

5. Test and Iterate

Because generative models sometimes behave unpredictably, test the updated configuration thoroughly. Experiment with how you phrase the instructions in the system and prefix messages and make iterative changes until the behavior aligns with your requirements.

Summary

By guiding the agent with clear, strict instructions in its prompt and by structuring your workflow so that work-related queries are always routed through the Google Sheets query tool, you can greatly improve the likelihood that the agent uses the spreadsheet data rather than fabricating an answer.

These practices are in line with our typical AI workflow setups to integrate external data sources (like Google Sheets) and ensure that tool usage is prioritized over direct generative responses.