updated the query tool docs

Author: ramsrib

fern/knowledge-base/migrating-from-trieve.mdx

@@ -275,6 +275,10 @@ Create a query tool using your file IDs:
 
 For detailed instructions, see our [Query Tool documentation](/knowledge-base/using-query-tool).
 
+<Warning>
+  **Don't forget**: You must update your assistant's system prompt to explicitly name the tool to use. Add instructions like: "When users ask about products or support topics, use the 'knowledge-search' tool to search the knowledge base." Replace 'knowledge-search' with your actual tool function name.
+</Warning>
+
 <CodeBlocks>
 ```bash title="cURL"
 curl --location 'https://api.vapi.ai/tool' \
@@ -288,8 +292,8 @@ curl --location 'https://api.vapi.ai/tool' \
     "knowledgeBases": [
         {
             "provider": "google",
-            "name": "migrated-knowledge-base",
-            "description": "Migrated knowledge base from Trieve containing product documentation and support information",
+            "name": "product-support-documentation",
+            "description": "Contains comprehensive information about our products, services, features, pricing, and technical support documentation. Includes troubleshooting guides and company information.",
             "fileIds": [
                 "FILE_ID_1",
                 "FILE_ID_2",
@@ -309,8 +313,8 @@ const queryTool = await vapi.tools.create({
   knowledgeBases: [
     {
       provider: "google",
-      name: "migrated-knowledge-base",
-      description: "Migrated knowledge base from Trieve containing product documentation and support information",
+      name: "product-support-documentation",
+      description: "Contains comprehensive information about our products, services, features, pricing, and technical support documentation. Includes troubleshooting guides and company information.",
       fileIds: [
         "FILE_ID_1", 
         "FILE_ID_2", 

fern/knowledge-base/using-query-tool.mdx

@@ -53,7 +53,7 @@ Create a query tool that references your knowledge base files:
    - **Tool Name**: "Product Query"
    - **Knowledge Bases**: Add your knowledge base with:
      - **Name**: `product-kb`
-     - **Description**: "Use this knowledge base when the user asks or queries about the product or services"
+     - **Description**: "Contains comprehensive product information, service details, and company offerings"
      - **File IDs**: Select the files you uploaded in Step 1
 
 #### Option 2: Using the API
@@ -73,7 +73,7 @@ curl --location 'https://api.vapi.ai/tool/' \
         {
             "provider": "google",
             "name": "product-kb",
-            "description": "Use this knowledge base when the user asks or queries about the product or services",
+            "description": "Contains comprehensive product information, service details, and company offerings",
             "fileIds": [
                 "41a2bd44-d13c-4914-bbf7-b19807dd2cf4",
                 "ef82ae15-21b2-47bd-bde4-dea3922c1e49"
@@ -99,7 +99,8 @@ After creating the query tool, you need to attach it to your assistant:
 2. Select the assistant you want to configure
 3. Go to the **Tools** section
 4. Click **Add Tool** and select your query tool from the dropdown
-5. Save and publish your assistant
+5. **Update the system prompt** to instruct when to use the tool (see examples below)
+6. Save and publish your assistant
 
 #### Option 2: Using the API
 
@@ -125,6 +126,10 @@ curl --location --request PATCH 'https://api.vapi.ai/assistant/ASSISTANT_ID' \
   just the toolIds field. This will overwrite any existing model configuration.
 </Warning>
 
+<Note>
+  **Don't forget**: After attaching the tool via API, you must also update your assistant's system prompt (in the `messages` array) to instruct when to use the tool by name. See the system prompt examples below.
+</Note>
+
 <Frame caption="Adding a query tool to your assistant">
   <img
     src="../static/images/knowledge-base/query-tool.png"
@@ -143,31 +148,55 @@ You can configure multiple knowledge bases within a single query tool:
     {
         "provider": "google",
         "name": "product-documentation",
-        "description": "Use this knowledge base for product specifications and features",
+        "description": "Contains detailed product specifications, feature descriptions, and technical details",
         "fileIds": ["file-id-1", "file-id-2"]
     },
     {
         "provider": "google",
         "name": "troubleshooting-guide",
-        "description": "Use this knowledge base for troubleshooting and support questions",
+        "description": "Contains troubleshooting guides, support procedures, and problem resolution steps",
         "fileIds": ["file-id-3", "file-id-4"]
     }
 ]
 ```
 
 ### **Knowledge Base Description**
 
-The description field helps your assistant understand when to use a particular knowledge base. Make it specific and clear:
+The description field should explain what content the knowledge base contains:
 
 ```json
-"description": "Use this knowledge base when the user asks about pricing, subscription plans, or billing information"
+"description": "Contains pricing information, subscription plans, and billing documentation"
 ```
 
+### **Assistant System Prompt Integration**
+
+<Warning>
+  **Important**: You must explicitly instruct your assistant in its system prompt about when to use the query tool. The knowledge base description alone is not sufficient for the assistant to know when to search.
+</Warning>
+
+Add clear instructions to your assistant's system messages, **explicitly naming the tool**:
+
+```json
+{
+  "role": "system",
+  "content": "You are a helpful customer support assistant. When users ask about products, pricing, features, or need troubleshooting help, use the 'knowledge-search' tool to search our knowledge base for accurate information. Always call the knowledge-search tool before providing answers to ensure accuracy."
+}
+```
+
+<Note>
+  **Be specific**: Replace `'knowledge-search'` with your actual tool's function name from the query tool configuration.
+</Note>
+
+**Example system prompt instructions with specific tool names:**
+- **Product Support**: "When users ask about product features, specifications, or troubleshooting, use the 'product-support-search' tool to find relevant information."
+- **Billing Questions**: "For any questions about pricing, billing, or subscription plans, use the 'billing-query' tool to find the most current information."
+- **Technical Documentation**: "When users need API documentation, code examples, or integration help, use the 'api-docs-search' tool to search the technical knowledge base."
+
 ## **Best Practices for Query Tool Configuration**
 
 - **Organize by topic**: Create separate knowledge bases for distinct topics to improve retrieval accuracy.
 - **Use descriptive names**: Name your knowledge bases clearly to help your assistant understand their purpose.
-- **Keep descriptions specific**: Write clear descriptions that tell the assistant exactly when to use each knowledge base.
+- **Include system prompt instructions**: Always add explicit instructions to your assistant's system prompt about when to use the query tool.
 - **Update regularly**: Refresh your knowledge bases as information changes to ensure accuracy.
 - **Test thoroughly**: After configuration, test your assistant with various queries to ensure it retrieves information correctly.