Managing business tools can be overwhelming, especially when juggling multiple platforms, tracking costs, and ensuring each tool serves a clear purpose. The Tool Canvas in Puzzle simplifies this process by providing a centralized space to visualize, organize, and manage all the tools used in your business operations.
Instead of relying on scattered lists or spreadsheets, the Tools Canvas gives you a clear overview of your entire tech stack, making it easier to track expenses, understand where each tool is used, and make informed decisions about your technology investments.
This guide will cover everything you need to know about the Tool Canvas, from adding and managing tools to tracking costs and integrating them into your workflows. By the end, you'll have a streamlined approach to managing your tech stack with clarity and confidence.
Benefits of Using the Tools Canvas
🔗 Integration: Combine all your business tools in one central location, making it easier to see, access, and manage them.
🔄 Coordination: Streamline processes with a clear view of how tools are used across processes, enabling seamless interaction across various functions.
⚙️ Resource Utilization: Optimize the use of resources for better efficiency, reducing redundancy and enhancing productivity.
💰 Cost Transparency: Monitor your tool expenses effortlessly with real-time calculations of monthly and annual costs.
Step-by-Step Guide
1️⃣ Accessing the Tools Canvas
1️⃣ Accessing the Tools Canvas
🧭 Navigate to the Tools Tab: Click on the Tools tab to view a comprehensive list of all the tools currently integrated into your workspace.
📝 Tools Overview: When you access the Tools Tab, the right sidebar will automatically display:
🛠️ Grouped Tool List: All tools categorized by their status—Active, Considering, or Cancelled.
💵 Cost Summary: A financial breakdown at the top of the Right Sidebar, showing:
Total Monthly Costs for all active tools.
Total Annual Costs for all active tools.
Total Number of Active Tools in your workspace.
💡 If the Cost Summary doesn’t load immediately after adding new information on your tools, refresh the page to update the details.
2️⃣ Explore and Add Tools from Puzzle Tool's List
2️⃣ Explore and Add Tools from Puzzle Tool's List
🛒 Browse the Tools List: The 🔍 icon in the upper-left corner of your screen provides direct access to the Puzzle Tools Library. Browse available tools, add new ones, or update your stack effortlessly.
➕ Add Tools to Workspace: Click the "Add" next to any tool in the Tools Sidebar to add it to your workspace.
3️⃣ Customizing and Managing Tool Details
3️⃣ Customizing and Managing Tool Details
When managing tools, just click the tool you want to manage, and a right sidebar will appear; this will serve as your central hub for tool management.
📊 Assign a Status to the Tool: Select the appropriate status to help organize your tools automatically. Use the Status Dropdown to categorize the tool as:
Active: Currently in use.
Considering: Being evaluated for use.
Cancelled: No longer in use.
💰 Enter Cost Details:
Locate the Cost field in the right sidebar.
Enter the Cost of the tool (e.g., $25).
Enter in the Term (in months) for the payment
Puzzle automatically calculates the Annual Cost
🔄 Input the Renewal Date:
Find the Renewal Date field in the right sidebar.
Click on the calendar icon and select the tool’s renewal date (e.g., December 15, 2025).
This date helps remind you when the contract is due for renewal.
📝 Add Notes:
Use the Notes Field to include additional information, such as:
The purpose of the tool.
Team members or departments using it.
Any special terms or agreements related to the tool.
This helps provide context and clarity for each tool in your stack.
📋 Step Summary: The tool's sidebar also provides a summary of all steps where the tool is currently being used. Clicking any of these steps will take you directly to the corresponding step within the Workflow canvas.
🗑️ Remove Tool: To remove a tool from your workspace entirely, click the trash can icon at the bottom of the right sidebar.
🛠️ Add Entities to Tools: To add an entity to a specific tool, navigate to the right sidebar and click on the database icon. This allows you to create a new Entity for tracking important aspects of that tool (e.g., a contact, product, or order). To learn more about Entities & Attributes and how they can benefit your operational processes, please visit this article.
4️⃣ Adding Tools to Steps
4️⃣ Adding Tools to Steps
2 Ways to Add a Tool to a Step:
'@' Mention in Step Name: While naming the step, type @ followed by the tool name to add it directly.
➕ Add Tool manually: On the right sidebar, click + Add Tool to integrate a tool into the step.
👉🏻 Select Tool: Choose a tool from the available Tools List to integrate it directly into the step, streamlining your process with the right tools at hand.
5️⃣ Adding New Tools to the Database
5️⃣ Adding New Tools to the Database
If the tool you need isn’t in the Tools Library, you have two ways to add it to the database:
Option 1: Add a Tool Within a Step
Inside the Workflow Canvas, go to a step where you want to use a new tool.
Click the ➕ icon to add a tool in a step.
Click "New Tool" in the upper right corner of the popup and enter:
Tool Name
Tool Link (URL)
Once you enter the Tool Link, the tool’s favicon (logo) should automatically load.
The tool will now be added to your workspace and available for future use.
Option 2: Add a Tool via the Puzzle Tools Library
Navigate to the Tool Canvas by clicking on the Tools Tab.
Click the 🔍 icon (upper-left corner) to open the Puzzle Tools Library.
Use the search bar to look for the tool.
If the tool is not found, an "Create a new tool" button will appear. Click it.
Enter the Tool Name and Tool Link (URL).
Once you enter the Tool Link, the tool’s favicon (logo) should automatically load.
The tool will now be added to the database and available in workflows.
❗⚠️ Missing Tool Favicon: If the tool’s favicon (icon) does not automatically appear after adding it, email support@puzzleapp.io with the tool details for manual addition.
6️⃣ Removing Tools from Steps
6️⃣ Removing Tools from Steps
❌ If a tool is no longer needed in a step, hover over the tool’s icon within the step sidebar and click the X icon to remove it from that specific workflow.
🐞 As of Jan 30th, 2024: There is a bug we're working to resolve where removed tools leave the previously assigned tool icon (see below) on the step card. For now, you can either duplicate the step or choose a new tool and click on the newly assigned tool's icon to overwrite the logo on the step card.
💡 Best Practices & Tips
🔄 Regularly Review Your Tools: Ensure the tools integrated into your workflows are still relevant and in use. Keeping tools active unnecessarily can clutter your workspace.
🔍 Categorize Tools for Better Management: Use the tool’s sidebar to update its status—whether it’s Active, Cancelled, or Considering. This will help you keep track of which tools are actively supporting your business processes.
💰 Monitor Costs: Keep renewal dates and monthly costs updated to maintain accurate expense summaries.
📝 Use Notes for Clarity: Add useful notes in the sidebar to document the tool's role, details on why it was added, or any other important information about how the tool is used in your workflow.
✅ Track Tool Usage: Check the summary of steps where the tool is being used. This will give you a clear understanding of its importance across multiple workflows and help inform any needed changes or updates.
Conclusion
The Tool Canvas makes managing your tech stack easier. It provides a clear overview of your tools, costs, and renewal dates in one place. By categorizing tools, tracking expenses, and integrating them into workflows, you can make informed decisions and eliminate unnecessary costs.
With real-time cost summaries and a structured approach to tool management, you’ll always stay in control of your technology investments. Start using the Tool Canvas today to streamline your operations and keep your tech stack organized, efficient, and cost-effective!