Overview
Create reusable prompt templates with dynamic variables that adapt to different contexts and inputs. Variable prompts enable your team to standardize workflows for content creation, project planning, customer service, and more, while allowing customization of key details for each use.
Learning Objectives:
Navigate to the Team Prompt Library in the right panel
Create organized folder structures for prompt management
Write prompts using double curly bracket variable syntax
Configure prompt settings including folder, name, and description
Understand when to enable the "Make this snippet" option
Execute prompts with variable substitution
Use the variable assistant for guided input collection
Prerequisites
You'll Need:
Access to a workspace with Team Prompt Library enabled
At least one chat session to test your prompt
Permission to create shared prompts (editor role or higher)
Understanding of your team's workflow needs
Clear idea of what variables your prompt requires
Tip: If you don't see the "New Prompt" button, contact your workspace administrator to request shared prompt creation permissions.
Creating a Variable Prompt
Create a Folder for Organization (Optional)
Click the "Create Folder" button next to the folder dropdown
Enter a folder name that reflects your prompt category (e.g., "Content Creation", "Customer Service")
Click "Create" to save the folder
Result: The folder appears in the folder dropdown list for organizing your prompt.
Tip: Create folders before making prompts to keep your library organized from the start. Use broad categories rather than narrow topics.
Access the Prompt Creation Interface
Navigate to the right panel of your main workspace view
Click the "Team Prompts" tab (represented by a 📋 clipboard icon)
Click the "New Prompt" button at the top-right of the Team Prompt Library
Result: The prompt creation modal opens with configuration fields.
Note: The right panel must be expanded. If you don't see the tabs, click the left-facing arrow (◀️) at the far right edge of your screen.
Write Your Variable Prompt
Click in the "Prompt Content" text area to begin typing your prompt
Insert variables using double curly brackets
{{variableName}}wherever dynamic content should appearChoose a Default Model from the model dropdown (optional, uses workspace default if not selected)
Example prompt with variables:
Result: Your prompt is saved and appears in the Shared Prompts section of the Team Prompt Library.
Tip: Use clear, descriptive variable names like {{job_position}} rather than vague names like {{var1}}. This helps team members understand what information to provide.
Using Your Variable Prompt
Execute a Prompt with Variables
Locate your prompt in the Shared Prompts section or its folder
Click the "▶" button (play/clipboard icon) next to the prompt name
Result: A pop-up form appears if the prompt requires variables and you have the variable assistant enabled.
Fill in Variable Values
Enter values for each variable in the pop-up form fields:
job_position: "Software Engineer"
type_of_podcast: "Technology"
Review the prompt preview that shows your variables inserted into the prompt text
Click "Use This Prompt" to submit it to the chat
Result: The prompt with your variable values is sent to the AI and returns a tailored response.
Tip: If you don't see a pop-up form, the variable assistant may be disabled. You can still use prompts by copying them and manually replacing {{variables}}.
Best Practices
Use clear variable names: Use descriptive names like
{{product_name}}or{{target_audience}}rather than{{var1}}or{{x}}. This makes prompts self-documenting.Provide variable examples: In the prompt description, include example values for each variable to guide team members (e.g., "job_position: Software Engineer, Data Scientist, Product Manager").
Test prompts thoroughly: Before sharing with your team, test the prompt with 3-5 different variable combinations to ensure it produces quality results across scenarios.
Limit variables for simplicity: Use 2-5 variables for most prompts. Too many variables make the prompt cumbersome to use and increase error rates.
Use folders strategically: Create folders like "Content Creation," "Customer Service," "Internal Use" rather than storing everything in root.
Version control important prompts: When updating widely-used prompts, duplicate them first and increment version (e.g., "v2") to avoid disrupting active workflows.
Common Questions
Q: What's the difference between Shared Prompts and Built-in Prompts?
A: Shared Prompts are created by your team and can be edited or deleted by workspace members. Built-in Prompts are created by TeamAI and cannot be modified—they're updated automatically.
Q: Can I use a prompt without variables?
A: Yes. Simply don't include {{variableName}} syntax in your prompt. These work as static, reusable templates.
Q: How many variables can one prompt have?
A: There's no hard limit, but best practice is to use 2-5 variables for usability. More than 10 variables becomes cumbersome.
Q: Can I share prompts across workspaces?
A: Only organization-level visibility allows cross-workspace sharing. When creating a prompt, select "Organization" visibility (Enterprise plans only).
Q: Can I create prompt templates for agents?
A: Yes. Create prompts specifically designed for agent delegation by including clear instructions that agents can interpret and execute.
Q: How do I delete a shared prompt I created?
A: Click the "..." menu next to the prompt and select "Delete." Only the creator and workspace administrators can delete shared prompts.