Getting started with Saved Prompts

Saving a prompt stores its wording so you can use it again without retyping it. You can save a prompt before or after you have sent it, then insert it into any prompt box and edit it before you send.

Document Managers can also share a prompt with the whole organization, so everyone sees their own personal prompts plus any organization-wide ones alongside them.

Before you start

You need access to the Knowledge Hub.

Save a prompt from the Knowledge Hub

1. Open the Knowledge Hub from the left navigation.
2. Select Saved Prompts.
3. Select New Prompt.
4. Enter a short, specific title.
5. Enter the full prompt text.
6. Select Save.

The prompt is then available wherever you can enter a prompt.

Save a prompt you have already sent

The save icon appears next to a prompt only after you send it, not before.

1. Send the prompt.
2. Select the save icon next to the prompt you sent.
3. Enter a title.
4. Select Save.

Share a prompt with your organization

If you hold the Document Manager role, you can share a prompt you own with everyone in your organization, so teams don't need to recreate the same prompts one by one.

1. Open the Knowledge Hub and select Saved Prompts.
2. Find the prompt you want to share. You can only share a prompt you created yourself. Click the share icon.
3. Turn on Share with organization.

Everyone in your organization can now use the prompt. Only you can still edit or delete it. In the prompt list, a shared prompt is labelled Shared with organization; everything else is labelled Private.

To stop sharing a prompt, turn Share with organization off. Only you will be able to use it again.

Sharing is per-prompt, not an org-wide default — there's no bulk-share action, and a Document Manager can only share prompts they own themselves, not a prompt created by someone else.

Use a saved prompt

1. Select the Saved Prompts icon in the prompt box.
2. Select the prompt you want from the list. This list includes your own prompts plus any prompt shared with the organization.
3. Edit the text if you need to, then send it.

The text stays editable after you insert it, so you can swap in a customer name, change a detail, or add an instruction before you send it.

Edit or delete a saved prompt

1. Open the Knowledge Hub and select Saved Prompts.
2. Find the prompt you want to change. Click the 3 dots next to it to edit or the pencil icon to delete.
3. Edit the title or the prompt text, then select Save. To remove the prompt, select Delete.

An edit takes effect the next time you insert the prompt. Only the person who created a prompt can edit or delete it — this applies whether the prompt is private or shared with the organization, regardless of role.

If you delete a prompt that's shared with the organization, you'll see a warning that everyone will lose access to it. There's no way to hand ownership to someone else first, so consider asking a colleague to save their own copy before you delete a shared prompt you no longer need.

Find a saved prompt

Search within Saved Prompts matches both the title and the body text of a saved prompt, so you can search for a phrase you know is inside a prompt when you cannot remember what you called it.

Two habits keep a collection searchable as it grows:

• Use the same prefix for the titles of prompts that belong to the same workflow, so one search returns the whole group.
• Keep titles short and specific. "Win themes prompt" is more useful six months later than "Prompt 1."

Prompts worth saving

A long or detailed prompt is the strongest candidate, because it costs the most to rebuild. Prompts other teams save include:

• A prompt run at the start of every new opportunity, such as one that generates win themes.
• A prompt that turns a completed storyboard into a first draft in your preferred tone and structure.
• A prompt for actioning reviewer feedback without removing key content, which can be reused on any section.
• A prompt that identifies placeholder gaps in a draft and drafts a briefing email asking a subject matter expert for what is missing.
• A prompt for pre-proposal activities you run often, such as a competitor analysis follow-up, a discriminator sense-check, or a bid/no-bid decision summary.

Where you can use a saved prompt

• The Home screen
• Your private Workspace
• The Assistant panel inside a project
• Ask AI, on text you have highlighted in a document

Limits