Overview
Manage your team's prompt library by editing existing prompts to reflect updated workflows, or deleting prompts that are outdated or no longer needed. This tutorial covers modifying prompt content, variables, and settings, plus permanently removing prompts from your shared library.
Learning Objectives:
Navigate to the Team Prompt Library and locate target prompts
Expand prompt folders to access specific prompts
Edit prompt content, variables, name, and description
Delete prompts with proper confirmation
Understand permission requirements for editing and deletion
Restore accidentally deleted prompts from workspace backups
Prerequisites
You'll Need:
Access to a workspace with Team Prompt Library enabled
Permission to edit or delete shared prompts (editor or administrator role)
At least one shared prompt in your library to modify
Understanding of which prompts are safe to edit or remove
Important: Only prompts you created or where you have editor/administrator permissions can be edited or deleted. Built-in prompts cannot be modified or removed.
Editing a Team Prompt
Access the Team Prompt Library
Navigate to the right panel of your main workspace view
Click the "Team Prompts" tab (represented by a 📋 clipboard icon)
Locate the folder containing the prompt you want to edit
Result: The Team Prompt Library displays with folders and prompts visible.
Note: If the right panel is collapsed, click the left-facing arrow (◀️) at the far right edge of your screen to expand it.
Locate and Open the Prompt
Click on the folder name to expand the folder and reveal prompts inside
Find the target prompt in the expanded folder list
Click the three-dot menu (⋯) to the right of the prompt name
Select "Edit" from the dropdown menu
Result: The prompt editing window opens with all current settings and content.
Tip: Use the search bar at the top of the Team Prompt Library to quickly find a prompt by name instead of manually browsing folders.
Modify Prompt Content and Settings
Edit the prompt name in the "Prompt Name" field if needed
Update the description in the description text area
Modify the prompt content in the main text editor
Adjust variables by adding, removing, or editing
{{variable_name}}placeholdersChange the default model using the model dropdown if needed
Update folder assignment by selecting a different folder
Toggle "Make this snippet" on or off based on your preference
Result: The editing interface shows your changes in real-time.
Warning: Editing a shared prompt affects all team members who use it. Notify your team before making significant changes to widely-used prompts.
Save Your Changes
Click the "Save" button at the bottom of the editing window
Wait for the confirmation "Prompt updated successfully"
Result: The edited prompt is saved and the window closes. Your changes are immediately available to all workspace members.
Tip: Test the edited prompt immediately after saving to verify it works as expected. Create a test chat and run the prompt to check output quality.
Deleting a Team Prompt
Locate the Target Prompt
Navigate to the right panel and click the "Team Prompts" tab
Expand the folder containing the prompt by clicking on the folder name
Find the prompt you want to delete in the expanded list
Result: The prompt is visible with the three-dot menu (⋯) to the right.
Note: Double-check that you've selected the correct prompt. Deletion is permanent and cannot be undone.
Initiate Deletion
Click the three-dot menu (⋯) next to the prompt name
Select "Delete" from the dropdown menu
Result: A confirmation dialog appears asking you to confirm the deletion.
Confirm Permanent Deletion
Read the warning message carefully: "This action cannot be undone. The prompt will be permanently deleted from your team library."
Click "Confirm" to permanently delete the prompt
Click "Cancel" if you've changed your mind
Result: The prompt is permanently removed from the library and disappears from the folder list.
Warning: Prompt deletion is permanent. There is no trash folder or recovery option. Deleted prompts cannot be restored unless you have a workspace backup containing the prompt.
Important: Deleting a prompt does not affect chats where that prompt was previously used. It only removes the template from the library going forward.
Best Practices
Test edited prompts immediately: After saving edits, run the prompt with test inputs to ensure it still works correctly and produces quality output.
Notify your team of changes: Post in a team channel when you edit or delete prompts, explaining what changed and why. This prevents confusion when team members encounter different behavior.
Use descriptive changelog notes: Include a brief note in the prompt description about recent edits (e.g., "Updated April 2026: Added deadline variable").
Archive instead of delete: Consider moving outdated prompts to an "Archive" folder instead of deleting them, preserving historical context while cleaning up active library.
Review usage metrics before deleting: Check how many times a prompt has been used. High-usage prompts should be carefully reviewed before deletion.
Audit prompts quarterly: Schedule regular reviews of your shared prompt library to identify outdated prompts that need editing or removal.
Document deletion decisions: Keep a team wiki page documenting deleted prompts and the reasoning to avoid future questions about missing prompts.
Common Questions
Q: Can I edit Built-in Prompts?
A: No. Built-in Prompts are created by TeamAI and cannot be modified or deleted. You can only edit or delete Shared Prompts that your team created.
Q: What happens if two people edit the same prompt simultaneously?
A: The first person to save their changes succeeds. The second person will receive an error and must refresh the prompt to see the updated version before making their own edits.
Q: Does editing a prompt affect chats where it was previously used?
A: No. Editing a prompt only changes the template. Previous conversations that used the prompt are not affected. The changes apply to future uses of the prompt.
Q: Can I recover a deleted prompt?
A: Generally no—deletion is permanent. However, workspace administrators can check workspace backups or export logs. Contact your administrator immediately if you need to attempt recovery.
Q: Can I see who edited a prompt and when?
A: Yes. In the prompt editing window, a "History" tab shows edit history with timestamps and user information (requires Professional or Enterprise plan).
Q: What if I don't see the Edit or Delete options?
A: You may not have editor permissions on that prompt. Contact the prompt creator
or a workspace administrator to request permission changes.
Q: Can I move a prompt to a different folder?
A: Yes. Use the "Edit" option and change the folder selection in the Folder dropdown, then save the prompt.
Q: Should I delete unused prompts or keep them?
A: Move rarely-used prompts to an "Archive" folder instead of deleting. This preserves them for future reference while keeping your main library clean.
Q: Can I bulk edit or delete multiple prompts?
A: No. Prompts must be edited or deleted individually. This prevents accidental mass changes to important team resources.
Q: What happens to shared prompts when someone leaves the workspace?
A: The prompts remain in the library. The user's name remains as creator but can be transferred to another user by an administrator if needed.