Create Prompt Templates in Admin

Last updated on July 8, 2024

Introduction

InfoDesk Admins can create and manage Prompt Templates for the AI Copilot and make them available for the portal users.

The Prompt Templates are available for InfoDesk Admins on the Prompt Template page in Admin.

You can create and manage prompt templates for all functions where the AI Copilot can be used across the platform, allowing users to easily access tailored prompts for each feature and use case:

• Single Post Summary
• Multiple Post Summary
• Newsletter Summary
• Report Summary
• File Summary
• RAG Question and Answer

Global and Portal prompt templates

There are two kinds of prompt templates: Global templates and Portal templates. Global templates are available in all portals, while portal templates are only accessible within their respective portals.

Where to find the feature

On the Prompt template page in Admin.

User Access

The Prompt template page in Admin is only available for InfoDesk Support and InfoDesk Admins.

Customer Admins (Superuser Admins) do not have access to the Prompt Template page in Admin.

User Access to Global prompt templates

Only InfoDesk Support can create and manage Global prompt templates, which are available in all portals when activated.

User Access to Portal prompt templates

Account Managers and Customer Success are allowed to create and manage Portal prompt templates for their customers. However, we recommend that only InfoDesk Admins with advanced skills in prompt engineering create the prompt templates.

Prerequisites:

The feature requires advanced skills in prompt engineering and is not recommended for common use.

For more information, contact InfoDesk Support.

How to activate the feature

By default, the Prompt Templates page in Admin is available in all portals.

The prompt templates are activated when created.

Note that the Select prompt template drop-down in the AI Copilot instructions sidebar will only be visible on the side drawer if more than one of the same Prompt Template types has been created for the portal.

How to create a new Prompt template

1. Navigate to the Prompt Templates page in Admin.

2. Click the New prompt template button.

3. Template type: On the New prompt template form, select the Template type (e.g., Multiple Post Summary) the AI Copilot prompt will be used for:

• • Single Post Summary
  • Multiple Post Summary
  • Newsletter Summary
  • Report Summary
  • File Summary
  • RAG Question and Answer (to be used by InfoDesk AI Team only)

Good to know!

All portals come with a pre-built global default prompt template for all types of templates. These global templates cover the most common prompt use cases and needs. It is recommended to avoid adding custom portal templates unless it is absolutely necessary.

It is important to note that the default Portal template always takes precedence over the Global default template of the same type. This means that if a "bad" Portal template is added, it will replace a professionally built global template.

All portal prompt templates can be deleted. When a Portal prompt template is deleted, the Global prompt template takes over and continues to function as expected.

4. Template scope: Select if the template should be used for all portals or only for this portal.

• • Select Portal (preselected) to only make the template available in this portal.
  • Select Global to make the template available in all portals. Note that global prompt templates will affect all portals and are only managed by InfoDesk Support.

5. Name the template with a title that reflects its purpose (for example, “Trend description” or “Language: Spanish”). This name will appear in the Prompt template dropdown for the user. A short name is strongly recommended.

6. Instructions: This text box is where you create the prompt.

Note that good instructions require prompt engineering expertise.
Type the instructions in the instructions field (for example, “Describe as a Trend in a maximum of three sentences” or “Summarize in Spanish in a maximum of five sentences”).

Tips and Recommendations:

Length restrictions: Always add a length restriction, such as the maximum number of words or sentences. Note that the limitations set on the instructions will interact with the set number of tokens, which also restricts the length of the text. Read more about Tokens below.

Language prompts: When you want to prompt the use of specific languages, write the prompt in that language to provide the best result.

Magic strings: Most Global template types contain "magic strings," such as ##userPrompt##. When a user enters new instructions, the magic string (##userPrompt##) will be replaced within the prompt. If the template does not have a magic string, the user's instructions will replace the entire original prompt.

Magic string examples:

 ##userPrompt## (for user custom instructions)

##reportTemplateName## (only used in report template types)

Surround the headline with#!# (escape sequence to extract titles in combined summaries)

7. User prompt required: Check the User prompt required checkbox to require that the prompt template will be used in combination with custom instructions that are manually added in the instructions bar. When checked, the AI CoPilot will only work when the user adds custom instructions.

8. Interdependence: Check the interdependence checkbox to only allow this template to be used together with a prompt that handles multiple posts. Note that the interdependence choice is only visible when a Single Post Summary template type is selected.

This feature regulates which templates users can see in the dropdown selection. When the interdependence checkbox is checked, interdependent templates are shown in the dropdown.

9. Select if the Grounding content placement should be above or below the template prompt instructions.

Grounding content is the context we retrieve from the portal for the different prompt template types. For example, a single post's grounding content will be the post title, abstract, and content. A report template grounding content will be all report posts sorted by report field.

10. Model: Select your preferred AI model from the Model drop-down menu.

All models have different token sizes and prices. When possible, we recommend using GPT3.5 Turbo to optimize price and speed.

Recommendations:

Use GPT4o mini

Token: Set a maximum number of return tokens. 500 tokens are the default. Increase the number if you want to generate more text in the response. Decrease the number of tokens if you want to generate less text in the response. The maximum length of the AI-generated text response is determined by the number of tokens you enter.

Good to know!

Return tokens depend on the model selected (for example, GPT3.5 Turbo). You need to check the token capacity for each used model. The maximum return tokens can never be more than half of the token capacity.

Example: GPT3.5 Turbo has a capacity of 4096 tokens. Most of the capacity is used by the prompt, grounding content, and return. Hence, the maximum return token on GPT3.5 Turbo is 500.

Recommendation: Try to limit the actual length of the returned text first by adding a maximum number of words or sentences in the prompt template instructions. Read more in the Instructions paragraph above.

12. Optional: Click Set as default to use this prompt template as the default template for the selected template type (e.g., multiple post summaries).

Please note that you can only have one default template type per prompt template type.

13. Click Save to save the template. The prompt template is now available in the Summarize feature when summarizing multiple posts.

Prompt template example

Below is a simple example of a prompt template form:

Select the template type for which the prompt will be used: Multiple Post Summary.

Name the template with a title that reflects the purpose of the prompt template: Trend description.

Type instructions in the instructions field: Summarize as a Trend in a maximum of three sentences.

Select language model: GPT4o mini

Select max return tokens: 500 (default)

The prompt template is now available in the Summarize feature when summarizing multiple posts.

How to edit a Prompt template

1. Navigate to the Prompt Templates page in Admin.
2. Click the prompt template name or the More button under Edit and select Edit.
3. Edit the prompt template form and Save.

How to delete a Prompt template

1. Navigate to the Prompt Templates page in Admin.
2. Click the prompt template name or the More button under Edit and select Delete.