Prompt Templates
Prompt templates are ready-made prompts your team can reuse in chat, so common requests are always asked clearly and consistently. You build the templates once, and your people pick them instead of writing the same instructions from scratch every time.
:::info Who can use this By default only Admins can open the Prompts page and create, edit, or remove templates. Your organization can also give some or all of these actions to other people through a custom role — see Roles & Permissions. Buttons for actions your role doesn't include are not shown. :::
Where to Find It
Go to Prompts in the sidebar, under the Platform section.
The page header reads Prompt Templates, with the subtitle "Pre-made prompt templates for quick user access".
The Templates List
The main table lists every template you have created. Each row shows:
| Column | What it shows |
|---|---|
| Title | The name your team sees, with the short description underneath |
| Department | The department the template is listed under, or General |
| Assistant | The assistant the template is tied to, or General when it is not tied to a specific one |
| Usage | How many times the template has been used |
| Status | Whether the template is Active or Inactive |
| Actions | The Edit (pencil) and Delete (trash) buttons for that template |
Finding a template
- Use the Search... box to find a template by its title or its content.
- Use the department filter next to it to narrow the list. The dropdown offers All Departments, General, and each of your departments.
If you have not created any templates yet, the table shows "No prompt templates added yet". When a search or filter has no matches, it shows "No prompts matching the criteria".
Creating a Template
- Click Add New in the top-right corner.
- In the New Prompt window, fill in the fields:
| Field | Required | Description |
|---|---|---|
| Title | Yes | The name your team sees (for example, "Prepare Report"). Up to 100 characters |
| Description | No | A short line explaining what the prompt does. Up to 500 characters |
| Prompt Content | Yes | The actual prompt text. It can include variables for the parts that change. Up to 10,000 characters |
| Department | No | Choose General (No department), or pick the department whose list the template belongs in |
| Assistant | No | Choose All Assistants, or tie the template to one specific assistant |
| Active | — | Toggle whether the template is available (Active) or hidden (Inactive) |
- Click Create to save. The button stays greyed out until both Title and Prompt Content are filled in.
To change a template later, click the Edit (pencil) button on its row. The window opens as Edit Prompt, and the save button reads Save.
If a template can't be saved, a message appears above the buttons and the window stays open so nothing you typed is lost.
Using Variables
Inside Prompt Content you can mark the parts that change from one use to the next. Write them in double curly braces, like {{topic}} or {{document}}.
For example, a prompt content of:
Summarize
{{document}}and highlight the key points about{{topic}}.
lets your team reuse the same well-written instruction while swapping in a different document and topic each time.
When someone picks the template in chat, the whole text — including the placeholders — is placed in the message box. They replace each placeholder with their own words and then send the message.
Use variables for the details people always change — a topic, a document name, a date range — and keep the rest of the wording fixed so the request is asked well every time.
Who Sees a Template
Two fields control where a template shows up:
- Department — decides which list the template sits under in chat. Leave it as General (No department) to put it in the General list, or pick a department to put it in that department's list. Everyone can open every list, so this is a way to organize templates, not to hide them. Sales and HR usually need different prompts.
- Assistant — leave it as All Assistants to offer the template everywhere, or tie it to a single assistant when the prompt only makes sense there. In a chat with an assistant, people are offered the templates for all assistants plus the ones tied to that assistant — not the ones tied to a different assistant.
Set a template to Inactive whenever you want to hold it back without deleting it. Inactive templates are not offered in chat.
Using Templates in Chat
Once a template is Active, anyone can pick it while chatting instead of typing the instruction by hand:
- In the message box, click the + button (Add File).
- Choose Prompts. The Quick Prompts window opens.
- On the left, choose General or a department to see its templates.
- If the list is long, type in the Search prompts... box. It looks at the title, description, and content of the templates in the list you chose.
- Click a template. Its text is placed in the message box — nothing is sent yet, so you can edit it first.
When a list has nothing to show, the window says "No prompts found."
Each time one of your templates is picked, its Usage count goes up, so you can see which ones your team actually relies on.
Departments with common names — such as Sales, HR, IT, Finance, Marketing, Operations, or Legal — also show a set of ready-made templates that come with the platform, written in Turkish. These are not listed on the Prompts page and can't be edited there.
Deleting a Template
Click the Delete (trash) button on a template's row. A Confirm Delete window asks "Are you sure you want to delete this prompt template?", so an accidental click will not remove it. Select Delete to confirm or Cancel to keep the template.
Deleting a template removes it for everyone. If you only want to pause a template, set it to Inactive instead.
Tips
- Template the questions people ask badly. A good prompt template beats a vague, one-off question.
- Use variables for the parts that change, and keep the rest of the wording fixed.
- Group by department so each team finds its prompts in its own list.
- Watch the usage count and retire templates nobody uses.
Related
- Users — manage who is on your team and what they can access
- Roles & Permissions — see which roles can reach which parts of the platform