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 Admin access required Only administrators can open the Prompts page and create, edit, or remove templates. :::
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 | Which department the template is scoped to, or General when it is available to everyone |
| 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 to narrow the list. The dropdown offers All Departments, General, and each of your departments.
If you have not created any templates yet, the page 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") |
| Description | No | A short line explaining what the prompt does |
| Prompt Content | Yes | The actual prompt text. It can include variables that users fill in when they run it |
| Department | No | Choose General to show it to everyone, or pick a department to scope it |
| 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.
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.
Using Variables
Inside Prompt Content you can add variables for the parts that change from one use to the next. Write them in double curly braces, like {{topic}} or {{document}}. When someone uses the template, they fill in those values.
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.
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 — leave it as General to make the template available to everyone, or pick a department so only that team sees it. 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.
Set a template to Inactive whenever you want to hold it back without deleting it.
Using Templates in Chat
Once a template is Active, your team can pick it while chatting instead of typing the instruction by hand. Each time a template is used, its Usage count goes up, so you can see which ones your team actually relies on.
Deleting a Template
Click the Delete (trash) button on a template's row. A confirmation window appears — "Confirm Delete — Are you sure you want to delete this prompt template?" — so an accidental click will not remove it.
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.
- Scope by department so each team only sees the prompts that fit their work.
- 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