Prompts Management in Ask

Users can use prompts while interacting on a specific document through Egnyte’s Ask feature. By using the clear instructions in the prompt, users can get quicker, more focused responses based on the document content.

Users can interact on a document using prompts and they can also view prompts using the View prompts option or from the icon in the input bar. There is an icon available for the prompts created by the users.  

   

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View and Insert Prompts

Prompt Library

Actions on Egnyte Prompts 

Actions on Custom and My Prompts

Role-Based Prompt Management 

Create New Prompt

Edit a Prompt

Duplicate a Prompt

Delete a Custom Prompt

 

The users can click on any of the prompts and they will be presented with the associated instructions in the chat input box. They can choose to modify, as desired, and provide the input to receive the response.  

        

View and Insert Prompts

All the users can view prompts and use the desired prompt during their interaction. When the user initially interacts with a document or clicks on the New chat option, they will be presented with certain prompts. There is a View prompts option available to view all the available prompts and insert a prompt, as desired.  

If a user is already interacting with a document, they will have the View more prompts option in the input box available at all times.

When a user clicks on the View prompts option or view prompts icon, they will be presented with the prompt library to select a prompt and use it in the conversation.

The users can refine the list by searching for a specific prompt or applying the filters at the top.

There are three filter options available as:

• Task categories: Prompts are classified in four task categories as Understand, Create, Ask, and Analyze.  
• Job Types: There are different options available, such as, Engineering, Customer Success, Finance, Marketing, etc.
• Document Types: Narrow down the prompts by specific document type, such as financial statement, travel policy, Balance sheet, meeting minutes, etc.

Prompts are classified into different categories:

• All (Default selection)
• By Egnyte : By Egnyte prompts are the Egnyte seeded prompts available to the domain
• Custom Prompts : Custom Prompts are the ones created by admin or power users within the domain
• My Prompts : My Prompts are the ones which are created by the user themselves
• Favorites : The ones marked as a favorite show up under Favorites
• Trending Now : Trending Now includes the prompts which have been used 10 or more times recently. Based on the recent usage, top 5 prompts can be included under the Trending Now category

By default, all prompts are displayed to the user, sorted with new prompts first, followed by trending prompts, and then the remaining prompts in alphabetical order. All the new prompts can be identified by the New badge added to the prompts.

Users can hover over on a particular prompt to view its details.

To use a prompt, select the prompt and click on Insert.

The instructions associated with the selected prompt will populate in the input box. The user can modify these instructions, if required, and provide the input to get a response.

Prompt Library

To access prompt library:  

• Click on view prompts icon and the prompt library will open in the pop-up.
  
  Alternatively, navigate to Settings -> AI Powered Features -> Prompt Library.
  

Prompts will be classified in six categories as All (default Selection), By Egnyte, Custom Prompts, My Prompts, Favorites, and Trending Now.

The users will have the search functionality and filter options as mentioned earlier. 

Actions on Egnyte Prompts 

For Egnyte prompts, the user can add a prompt as their favorite by clicking on the three dots menu -> Add to Favorites.

If a prompt is already marked as favorite, click on the three dots menu -> Remove from Favorites for the desired prompt again to remove it from favorites. 

Users can also duplicate an Egnyte prompt.

Actions on Custom and My Prompts

For Custom or My prompts, users can click on the three dots menu and choose to add to/remove from favorites. The user can also click on three-dots menu to edit, duplicate, and delete a prompt. 

All the prompts marked as favorites appear in the Favorites tab.  Actions available for favorite or trending prompts depend on the prompt being an Egnyte or Custom prompt.

Role-Based Prompt Management 

There are specific controls for managing prompts based on the user roles.

Admins: 

• For Egnyte prompts, Admins can Duplicate the prompts to create their own custom versions
• Admins have full control over Custom Prompts. They can Edit, Duplicate, Delete, and Add to Favorites directly from the library

Power Users & Non-Admins:

• Can create new custom prompts and add prompts to Favorites
• Have Edit, Duplicate, and Delete permissions for prompts created by themselves
• For prompts created by others in the Custom Prompts tab, they can easily Duplicate them to use as a template for their own needs

Standard Users :

• Can only add prompts to their Favorites.

Create New Prompt

Admin and Power users have the ability to create new prompts. Prompts created or edited by a user are visible to the other admins and power users.

1. Navigate to Settings -> AI Powered Features -> Prompt Library.
   
   
2. Click on Create New Prompt.
   
   Alternatively, users can click on the View Prompts icon and click on Create new prompt.
   
3. Provide the details and click Next: 
   • Name: A unique name to the prompt. 
   • Description: A brief description about the prompt.
   • Icon: Select the icon for the prompt
   • Instruction: Type the instruction for the prompt or click on Generate Instruction to automatically generate instruction.
     
     
     • Add a file: The users can create file placeholders in the instructions. For instance, users can provide instructions to compare two documents. While using this prompt, the user will be able to select and provide actual files for comparison as shown in the example below. 
       
       
     • Refine Instructions: Users can provide instructions to the prompt and request the system to refine the instructions for them by clicking on the wand icon. Refined instructions based on the details given by the user will be generated. 
       
        
       The user can continue to refine the instructions and click on Insert when they have the desired instructions generated.
       
       The refined instructions will be available for use.
       
4. Provide the appropriate Prompt Categorization (optional) to the prompt 
   • Document tags: The prompt will appear in Ask for the tagged documents. 
   • Task categories: The label will help categorize the prompt based on the task type. 
   • Job types: The label will help categorize the prompt based on the job functions.
     
     
5. Users can test their prompt on the right and keep on modifying the details and categorization until they get the intended response. Click on Save.
   
   
   The prompt will be created and it will appear under the My Prompts and Custom Prompts tab in the Prompt Library.
   
   

Alternatively, the users can save prompts from their ongoing interaction on a document. For every query they ask, there is an icon to Save as a prompt.  

• Click on Save as a prompt icon.
  
  
• The instructions will be auto-filled as the user’s query which is selected to be saved as a prompt. Fill in other details, categorization, and click on Save. The prompt will be created as a custom prompt.
  
  

Edit a Prompt

Users can edit a prompt from the Prompt Library.  

1. Click on the three-dots menu -> Edit for Custom or My prompt.
   
   
2. Make the required changes in the prompt details and/or tags and save the changes. The user will be notified of the prompt being updated.
   
   

Duplicate a Prompt

1. Click on the three dots menu -> Duplicate for By Egnyte, Custom, or My Prompts.
   
2. When creating a new prompt by duplication, the details from the original prompt will be pre-filled. The new prompt will be named Duplicate of <original prompt> by default. Make the desired changes, if any, and save the prompt.
   

The new prompt will be created under custom and my prompts.

Delete a Custom Prompt

Users can delete a custom prompt from the Prompt Library.  

1. Click on the three-dots menu -> Delete for Custom or My prompt.
   
2. Click on Delete to confirm deletion.
   
3. The user will be notified about the deletion.