> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Saved prompts

> Create, edit, share, promote, and reuse Saved prompts for repeatable Sofie chat requests.

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.

<Note>
  Use [Memory](/personalize/memory) for durable facts or preferences. Use [Directives](/personalize/directives) for standing rules Sofie should follow. Use an [Orchestration](/orchestrate/orchestrations) when the work needs repeatable steps, tools, review points, or structured outputs.
</Note>

## 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 `[[`.

<Warning>
  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.
</Warning>

## 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

<Steps>
  <Step title="Open Prompts">
    Click **Prompts** in the sidebar.
  </Step>

  <Step title="Click Create">
    Click **Create**.
  </Step>

  <Step title="Name the prompt">
    Enter a clear **Title**. Use the outcome, not only the topic.
  </Step>

  <Step title="Write the prompt">
    Enter the reusable text in **Prompt**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save**.
  </Step>
</Steps>

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.

<Steps>
  <Step title="Open the user message menu">
    Hover over your message in chat and open the action menu.
  </Step>

  <Step title="Choose Save prompt">
    Click **Save prompt**.
  </Step>

  <Step title="Review Prompt Details">
    Confirm the title, prompt text, context, attachments, model, and search settings.
  </Step>

  <Step title="Save">
    Click **Save**.
  </Step>
</Steps>

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

<Steps>
  <Step title="Open Prompts">
    Click **Prompts** in the sidebar.
  </Step>

  <Step title="Find the prompt">
    Search, filter, sort, or open the **Pinned** or **Organization** tab.
  </Step>

  <Step title="Select it">
    Click the prompt card or row. Sofie starts a new chat with the prompt text and saved setup ready to use.
  </Step>

  <Step title="Review context">
    Check any saved context, attachments, model, and search settings.
  </Step>

  <Step title="Edit before sending">
    Add project-specific details and remove anything that does not apply.
  </Step>
</Steps>

### Insert from chat

<Steps>
  <Step title="Click plus">
    In chat, click **+**.
  </Step>

  <Step title="Choose Prompts">
    Open **Prompts**.
  </Step>

  <Step title="Search prompts">
    Search for the Saved prompt you want.
  </Step>

  <Step title="Insert and edit">
    Select the prompt, then edit the inserted text and restored setup for the current task.
  </Step>
</Steps>

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

<Steps>
  <Step title="Open Prompts">
    Click **Prompts** in the sidebar.
  </Step>

  <Step title="Find the prompt">
    Search by title or prompt content.
  </Step>

  <Step title="Open the menu">
    Hover over the prompt and open the action menu.
  </Step>

  <Step title="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.
  </Step>
</Steps>

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

## 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

Share a prompt when a teammate should use or help maintain the same prompt.

<Steps>
  <Step title="Open Prompts">
    Click **Prompts** in the sidebar.
  </Step>

  <Step title="Open the prompt menu">
    Find the prompt and open its action menu.
  </Step>

  <Step title="Choose Share">
    Click **Share**.
  </Step>

  <Step title="Add people">
    Select teammates.
  </Step>

  <Step title="Choose access">
    Choose **Viewer** when teammates should use and duplicate the prompt. Choose **Editor** when they should also update it.
  </Step>

  <Step title="Share">
    Click **Share**.
  </Step>
</Steps>

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.

<Steps>
  <Step title="Open the prompt menu">
    Find the prompt on the **Prompts** page.
  </Step>

  <Step title="Choose Promote to Organization">
    Click **Promote to Organization**.
  </Step>

  <Step title="Review the prompt">
    Confirm the text, context, attachments, and search settings are appropriate for organization use.
  </Step>
</Steps>

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

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

## Write prompts that stay reusable

A Saved prompt should define the repeatable pattern without locking in temporary project facts.

Use this structure:

```text theme={null}
Task:
Sources to use:
Output format:
Review rules:
What to flag:
What not to assume:
```

Good Saved prompt:

```text theme={null}
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:

```text theme={null}
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:

```text theme={null}
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](/chat/reference-context).

## Life sciences Saved prompt patterns

<Accordion title="Deviation investigation">
  ```text theme={null}
  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.
  ```
</Accordion>

<Accordion title="CAPA traceability">
  ```text theme={null}
  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.
  ```
</Accordion>

<Accordion title="Meeting follow-up">
  ```text theme={null}
  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.
  ```
</Accordion>

<Accordion title="CoSheet data review">
  ```text theme={null}
  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.
  ```
</Accordion>

<Accordion title="Sofie Guide help">
  ```text theme={null}
  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.
  ```
</Accordion>

## 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                 |

## Related guides

* [Reference attachments and context](/chat/reference-context)
* [Sofie Guide](/chat/sofie-guide)
* [Memory](/personalize/memory)
* [Directives](/personalize/directives)
* [Prompting patterns](/chat/prompting-patterns)
* [Build an Orchestration with Sofie chat](/orchestrate/build-with-chat)