Overview
Enable the Variable Assistant to streamline prompt customization by automatically collecting variable inputs through guided forms. When enabled, running prompts with variables triggers pop-up forms that prompt you to fill in required details, eliminating manual editing and ensuring consistent data entry across your team.
Learning Objectives:
Locate and enable the Variable Assistant in Chat controls
Understand how the Variable Assistant detects and processes variables
Execute prompts with variables using the guided input interface
Fill in variable pop-up forms with appropriate information
Generate personalized outputs efficiently
Create prompts optimized for use with the Variable Assistant
Prerequisites
You'll Need:
Access to a workspace with Team Prompt Library enabled
At least one prompt that contains variables (double curly brackets)
Permission to modify chat control settings
Variable Assistant feature available on your workspace plan
An active chat session to test the assistant
Tip: To check if Variable Assistant is available, navigate to Chat controls. If you don't see the toggle, contact your workspace administrator.
Enabling the Variable Assistant
Navigate to Chat Controls
Click the "Chat controls" tab in the right panel (represented by a ⚙️ gear icon)
Scroll to the bottom of the Chat controls panel
Locate the "Variable Assistant" toggle at the end of the panel
Result: The Variable Assistant toggle appears in the off position.
Note: The Chat controls tab may be collapsed. Click the tab header to expand it if you don't see the options immediately.
Activate the Feature
Click the Variable Assistant toggle to switch it to the ON position
Confirm the toggle is lit/green indicating the feature is active
Result: The Variable Assistant is now enabled and ready to use with prompts.
Tip: You can disable the assistant at any time by clicking the toggle again. This is useful if you prefer manual variable replacement.
Using the Variable Assistant with Shared Team Prompts
Execute a Prompt with Variables
Navigate to the right panel and click the "Team Prompts" tab
Browse to a prompt that includes variables (indicated by
{{variable_name}}syntax)
Click the "Run" button (▶️ play icon) next to the prompt name
Result: A pop-up window appears with form fields for each detected variable.
Note: The Variable Assistant automatically scans the prompt content and creates input fields for every variable in double curly brackets.
Complete the Variable Input Form
Review the variable fields displayed in the pop-up form
Enter appropriate information for each variable:
Example: Email Template Prompt with Variables
{{client_name}}: "Acme Corporation"
{{project_name}}: "Website Redesign Q1"
{{deadline}}: "March 15, 2026"
Result: The form shows all required fields populated with your specific information.
Tip: Provide complete, specific information rather than abbreviations. The AI generates better outputs with concrete details.
Generate Personalized Output
Review your variable inputs in the form preview
Click the "Use this prompt" button at the bottom of the pop-up
Result: TeamAI sends the customized prompt to the AI and generates a personalized output based on your variable inputs.
Warning: Once you click "Use this prompt," the execution begins immediately. Verify all variable values are correct before confirming.
Result: You receive a tailored email template, project plan, or response that incorporates all your variable values.
Tip: For prompts with many variables, the assistant saves significant time compared to manually copying and editing the prompt text.
Best Practices
Enable assistant for team efficiency: Turn on Variable Assistant if your team frequently uses prompts with variables—this ensures consistent data entry across team members.
Create prompts with clear variable names: When building prompts, use descriptive variable names like
{{client_name}}rather than{{x}}so the assistant forms are self-explanatory.Test prompts with assistant: After creating a variable prompt, test it with the assistant enabled to verify the form appears correctly and all variables are detected.
Document variable requirements: In the prompt description, explain what each variable should contain and provide example values to guide users.
Use for prompts with 3+ variables: The assistant provides the most value for prompts with multiple variables. For single-variable prompts, manual replacement may be faster.
Train new team members: Show new users how to enable the Variable Assistant as part of onboarding so they can benefit from your team's variable prompts immediately.
Standardize variable names across prompts: Use consistent variable names like
{{name}},{{company}},{{date}}across multiple prompts for familiar user experience.Include fallback values: For optional variables, provide default values so prompts work even if assistant isn't used or variable is skipped.
Common Questions
Q: Do I have to enable Variable Assistant for each chat?
A: No. The assistant is a global setting that applies across all chats once enabled. You enable it once per browser, and it remains active until you disable it.
Q: Can I customize the pop-up form appearance?
A: No. The form is automatically generated based on the variables in the prompt. You cannot customize field order, labels, or styling.
Q: What happens if I disable the assistant mid-session?
A: Any prompts you run after disabling it will not show the pop-up form. You'll need to manually copy and edit the prompt text to replace variables.
Q: Does the assistant work with Built-in Prompts?
A: Yes. Any prompt containing variables—whether Shared or Built-in—will trigger the assistant when run.
Q: Can I set default values for variables in the assistant form?
A: Yes. When creating or editing a prompt, you can set default values for each variable. These appear pre-filled in the assistant form.
Q: Is there a limit to how many variables the assistant can handle?
A: While there's no hard limit, forms become cumbersome with more than 10 variables. Best practice is to limit prompts to 5-7 variables for optimal user experience.
Q: Can I use the assistant on mobile devices?
A: Yes. The Variable Assistant works on both desktop and mobile browsers, though the pop-up form may appear differently on smaller screens.