Saved prompts

A Saved prompt is reusable prompt text plus optional chat setup. Use Saved prompts for instructions you send often, such as document review patterns, meeting follow-up requests, deviation investigation tables, CAPA traceability checks, CoSheet analysis prompts, or Sofie Guide help prompts. Saved prompts do not make Sofie remember facts. They insert reusable instructions into chat so you can adapt them for the current task.

Use Memory for durable facts or preferences. Use Directives for standing rules Sofie should follow. Use an Orchestration when the work needs repeatable steps, tools, review points, or structured outputs.

What a Saved prompt can include

A Saved prompt can include:

Prompt title and text.
Model choice.
Web search, Deep research, Workspace search, Plan Mode, and Sofie Guide toggle state.
Added context, such as a CoDraft, CoSheet, CoMeeting, Workspace, Orchestration, plan, or selected content.
Attachments.
References inserted with [[.

Be careful when saving prompts with context or attachments. Anyone you share the prompt with may be able to see or use the saved prompt setup according to their access and the prompt permissions.

Open Prompts

Open Prompts from the main sidebar. The Prompts page lets you:

Create a Saved prompt.
Search prompts.
Filter All, My Prompts, Pinned, and Organization prompts.
Show private or shared prompts in My Prompts.
Sort by Recently updated, Recently created, or Name.
Switch between grid and list views.
Use a prompt to start a new chat.
Edit prompt title, content, context, attachments, model, and search settings.
Pin prompts you use often.
Duplicate prompts you can view.
Share prompts with teammates.
Promote prompts to the organization when you have permission.
Delete prompts you no longer need.

Create a Saved prompt

Open Prompts

Click Prompts in the sidebar.

Click Create

Click Create.

Name the prompt

Enter a clear Title. Use the outcome, not only the topic.

Write the prompt

Enter the reusable text in Prompt.

Add optional setup

Choose a model, add context, attach files, or turn on search settings such as Workspace search, Plan Mode, or Sofie Guide when they should be part of the prompt.

Save

Click Save.

Good titles:

Deviation gap table
CAPA traceability review
Meeting follow-up summary
Protocol acceptance criteria check
CoSheet data quality profile
Sofie workflow helper

Save a prompt from chat

When you write a prompt in chat that you expect to reuse, save it instead of rebuilding it later. Good candidates:

A prompt that creates the same output format every week.
A source review checklist you use across projects.
A meeting follow-up format your team expects.
A table structure for deviations, CAPA, URS, validation, or batch record review.
A Sofie Guide question your team asks during onboarding.

Open the user message menu

Hover over your message in chat and open the action menu.

Choose Save prompt

Click Save prompt.

Review Prompt Details

Confirm the title, prompt text, context, attachments, model, and search settings.

Save

Click Save.

Keep the reusable part in the Saved prompt. Add project-specific details in chat each time.

Use a Saved prompt

There are two common ways to use a Saved prompt.

Start from Prompts

Open Prompts

Click Prompts in the sidebar.

Find the prompt

Search, filter, sort, or open the Pinned or Organization tab.

Select it

Click the prompt card or row. Sofie starts a new chat with the prompt text and saved setup ready to use.

Review context

Check any saved context, attachments, model, and search settings.

Edit before sending

Add project-specific details and remove anything that does not apply.

Insert from chat

Click plus

In chat, click +.

Choose Prompts

Open Prompts.

Search prompts

Search for the Saved prompt you want.

Insert and edit

Select the prompt, then edit the inserted text and restored setup for the current task.

When you insert a Saved prompt from chat, Sofie can also restore saved context, attachments, model choice, and search settings from that prompt.

Edit or delete a prompt

Open Prompts

Click Prompts in the sidebar.

Find the prompt

Search by title or prompt content.

Open the menu

Hover over the prompt and open the action menu.

Choose Edit or Delete

Use Edit to update the title, prompt text, model, search settings, context, or attachments. Use Delete when the prompt is stale or duplicated.

Deleting a Saved prompt removes the reusable prompt. It does not delete chats where you used the prompt.

Pin or duplicate a prompt

Pin prompts you use often so they appear in the Pinned tab. Duplicate a prompt when you can view it but need your own version. This is useful for:

Starting from an organization prompt.
Adapting a shared prompt without changing the original.
Creating a project-specific variant.
Testing changes before replacing a team prompt.

Duplicated prompts are private to you until you share or promote them. Share a prompt when a teammate should use or help maintain the same prompt.

Open Prompts

Click Prompts in the sidebar.

Open the prompt menu

Find the prompt and open its action menu.

Choose Share

Click Share.

Add people

Select teammates.

Choose access

Choose Viewer when teammates should use and duplicate the prompt. Choose Editor when they should also update it.

Click Share.

You can update a teammate’s access level or remove access from the share dialog.

Role	What it allows
Owner	Manage, edit, share, delete, and control prompt visibility.
Editor	Use and update the shared prompt.
Viewer	Use and duplicate the shared prompt.

Promote a prompt to the organization

Promote a prompt when it should be available as an organization prompt. This is useful for approved team patterns, onboarding prompts, or standard source-review formats. You can promote a prompt when:

Your account has permission to publish prompts.
You own the prompt or have editor access.
The prompt is not already an organization prompt.

Open the prompt menu

Find the prompt on the Prompts page.

Choose Promote to Organization

Click Promote to Organization.

Review the prompt

Confirm the text, context, attachments, and search settings are appropriate for organization use.

Users with permission to manage organization prompts can remove a prompt from the organization.

Do not promote prompts that contain project-specific confidential context, temporary assumptions, uncontrolled attachments, or instructions that should not become a team standard.

Write prompts that stay reusable

A Saved prompt should define the repeatable pattern without locking in temporary project facts. Use this structure:

Task:
Sources to use:
Output format:
Review rules:
What to flag:
What not to assume:

Good Saved prompt:

Review the provided source material for deviation investigation gaps. Return a table with known fact, source, missing evidence, follow-up question, likely owner, and whether the issue affects root cause, CAPA, or batch impact. Do not infer root cause unless the source supports it.

Less reusable:

Review yesterday's filling line deviation and explain why the stopper issue happened.

The less reusable version bakes in time and unsupported conclusion language. Keep that context in the chat message, not the Saved prompt. When a prompt includes context or attachments, keep them stable and reusable. For example, an onboarding Workspace or organization training document may belong in a shared prompt. A one-off deviation file usually belongs in the chat message instead.

Use references in Saved prompts

Saved prompts can include references created with [[. Use references when the prompt should point to specific saved context or attachments. Example:

Use [[Review checklist]] to evaluate [[Draft protocol]]. Return a table with section, checklist item, source support, gap, impact, and SME question. Do not infer acceptance criteria.

References work best when the saved context is durable and still appropriate for each use. See Reference attachments and context.

Life sciences Saved prompt patterns

Deviation investigation

Review the selected deviation materials. Return a table with known facts, source support, missing evidence, follow-up questions, owner or SME, and whether each item affects impact, root cause, CAPA, or closure rationale. Separate assumptions from facts.

CAPA traceability

Evaluate this CAPA plan for traceability. For each action, list the linked cause or contributing factor, source support, owner, due date, effectiveness measure, evidence needed, and open risk. Flag any action that does not map to a source-supported cause.

Meeting follow-up

Create a meeting follow-up summary with decisions, action items, owners, due dates, unresolved questions, risks, and source transcript references where available. Keep recommendations separate from confirmed decisions.

CoSheet data review

Analyze this CoSheet for missing values, outliers, duplicate records, inconsistent units, and trends that need review. Return a table with issue, affected rows or columns, possible cause, recommended check, and whether a formula, chart, or pivot would help.

Sofie Guide help

Use Sofie Guide. Answer with citations to Sofie documentation. Explain the workflow, when to use it, when not to use it, and what the user should review before using the output in controlled work.

Saved prompt versus other reuse tools

Need	Better tool
Reuse text in chat	Saved prompt
Share reusable prompt setup with teammates	Shared Saved prompt
Make a prompt available across the organization	Organization Saved prompt
Sofie should remember a stable fact or preference	Memory
Sofie should follow a standing rule	Directive
Run a repeatable multi-step process	Orchestration
Reuse document structure	Template
Keep project sources available to a team	Workspace

Start here

Chat with Sofie

Search

Notifications and handoff

Connected apps

Workspaces

Surfaces

CoDrafts

CoMeetings

CoSheets

Templates

Sequences

Orchestrations

Personalize Sofie

Account

Administration

Life sciences workflows

Saved prompts

What a Saved prompt can include

Open Prompts

Create a Saved prompt

Save a prompt from chat

Use a Saved prompt

Start from Prompts

Insert from chat

Edit or delete a prompt

Pin or duplicate a prompt

Promote a prompt to the organization

Write prompts that stay reusable

Use references in Saved prompts

Life sciences Saved prompt patterns

Saved prompt versus other reuse tools

​What a Saved prompt can include

​Open Prompts

​Create a Saved prompt

​Save a prompt from chat

​Use a Saved prompt

​Start from Prompts

​Insert from chat

​Edit or delete a prompt

​Pin or duplicate a prompt

​Share a prompt

​Promote a prompt to the organization

​Write prompts that stay reusable

​Use references in Saved prompts

​Life sciences Saved prompt patterns

​Saved prompt versus other reuse tools

​Related guides

What a Saved prompt can include

Open Prompts

Create a Saved prompt

Save a prompt from chat

Use a Saved prompt

Start from Prompts

Insert from chat

Edit or delete a prompt

Pin or duplicate a prompt

Share a prompt

Promote a prompt to the organization

Write prompts that stay reusable

Use references in Saved prompts

Life sciences Saved prompt patterns

Saved prompt versus other reuse tools

Related guides