Overview
Transform static prompts into dynamic templates by replacing placeholders with variables that adapt to your specific context. This feature enables you to customize shared prompts for content creation, project planning, customer service, and more—generating personalized outputs without rewriting prompts from scratch.
Learning Objectives:
Locate and access the Team Prompt Library
Identify variable placeholders formatted with double curly brackets
Execute prompts with the variable customization interface
Replace variables with task-specific information
Validate customized prompts before use
Generate tailored outputs for diverse scenarios
Prerequisites
You'll Need:
Access to a workspace with Team Prompt Library enabled
At least one prompt that includes variables (double curly brackets)
An active chat session to use the customized prompt
Understanding of the context for which you're customizing the prompt
Note: Variables are only available in prompts that include the {{variable_name}} syntax. Not all prompts contain variables.
Using Variables in Prompts
Access the Prompt Library
Navigate to the right panel of your main workspace view
Click the "Team Prompts" tab (represented by a 📋 clipboard icon)
Browse available prompts and select one that includes variables
Result: The Team Prompt Library displays with both Shared Prompts and Built-in Prompts visible.
Tip: Use the search bar to find prompts containing variables by searching for {{ or specific variable names if you know them.
Recognize and Engage with Variables
Locate variables marked by double curly brackets within the prompt content (e.g.,
{{job_position}},{{project_name}})Click the "Run" button (▶️ play icon) next to the chosen prompt
Result: The prompt customization interface opens with form fields for each detected variable.
Note: Variables serve as placeholders that will be replaced with your specific information before the prompt is executed.
Customize the Prompt
Go through each variable field displayed in the customization interface
Replace each variable with relevant details specific to your task:
For
{{job_position}}enter: "Marketing Specialist"For
{{project_name}}enter: "Q4 Product Launch"For
{{customer_type}}enter: "Enterprise Client"
Fill in all required variables to ensure complete output generation
Result: The interface shows all variables populated with your specific information in a preview panel.
Tip: Provide specific, detailed values rather than generic terms. The AI generates better results with concrete information (e.g., "Senior Backend Developer" vs just "Developer").
Execute the Customized Prompt
Review the updated prompt in the preview area to ensure all variables are correctly replaced
Click the "Use this prompt" button to execute the customized prompt
Result: TeamAI sends the customized prompt to the AI and returns a personalized response based on your variable inputs.
Warning: Once you click "Use this prompt," the customized version executes immediately. Review carefully before confirming to avoid generating output with incorrect variable values.
Use the Generated Output
Review the AI's response in your chat window
If needed, go back to the customization interface to refine variable inputs and regenerate
Result: You receive tailored content, plans, or responses perfectly suited to your specific context.
Tip: For complex prompts, you may need 2-3 iterations with refined variable values to get optimal results.
Decision Table: Variable Usage Scenarios
Use Case | Example Variables | Variable Count | Best For |
Customer service email |
| 2-3 | Personalized responses |
Content creation |
| 3-5 | Scalable content generation |
Project planning |
| 3-4 | Consistent planning docs |
Interview preparation |
| 2-3 | Tailored prep materials |
Report generation |
| 2-4 | Standardized reports |
Best Practices
Use descriptive variable names: Write
{{job_position}}rather than{{x}}to make prompts self-documenting.Provide example values in description: Document your shared prompts with example inputs for each variable.
Limit variables for usability: Use 2-5 variables for most prompts. More than 5 becomes cumbersome for team members.
Test with multiple scenarios: Test each variable prompt with 3 different input sets to ensure output quality.
Reuse common variable names: Standardize on variable names like
{{name}},{{company}},{{date}}across prompts for consistency.Document prompt purpose: In the prompt description, explain when, why, and how to use the prompt effectively.
Make critical variables required: Set important variables as "required" to prevent incomplete output generation.
Use folders strategically: Organize variable prompts by department, project type, or use case for easy discovery.
Common Questions
Q: How do I know which prompts have variables?
A: Look for double curly brackets {{variable_name}} in the prompt content, or use the search bar and search for {{.
Q: What happens if I leave a variable empty?
A: The variable remains as literal text {{variable_name}} in the output. Required variables prevent execution until filled.
Q: Can I create prompts with conditional logic?
A: No, prompts don't support true conditionals. Create separate prompts for different scenarios instead.
Q: Can I use the same prompt multiple times with different values?
A: Yes. Variables make prompts reusable. Each time you execute it, you can enter new variable values.
Q: Can variables reference other variables?
A: No. Variables are independent and cannot reference each other within the prompt.
Q: Do variable values persist across chat sessions?
A: No. Each prompt execution requires new variable input. Values are not saved from previous uses.
Q: Can I edit a prompt after creating it?
A: Yes. Click the "..." menu next to the prompt and select "Edit" to modify variables, content, or settings.
Q: Can I share prompts with variables across workspaces?
A: Yes, if you set visibility to "Organization" (Enterprise plans). Otherwise, prompts remain within the workspace.