vAI Custom Prompts
🧠 Using Custom Prompts in vAI
Overview
The Custom Prompts feature in vAI allows users to create, manage, and reuse frequently asked questions or AI
instructions within their workflow. Instead of typing the same request repeatedly, users can create buttons that trigger
predefined AI actions — improving speed, consistency, and accuracy.
When vAI is first enabled, users see a set of default prompts (like “Summarize this activity stream” or “What needs to
happen next?”). These are helpful starting points, but custom prompts make the experience truly personal and
workflow-specific.
Why Use Custom Prompts
💡 Save Time
Users no longer need to retype the same queries (like “Tell me about the trade-ins on this order”). With one click, the
AI runs that prompt automatically.
⚙️ Improve Accuracy
By defining exactly what the AI should look for — such as data from a specific table or field — users get more precise
and relevant results every time.
🤝 Increase Consistency
When prompts are shared across a team or organization, everyone benefits from standardized AI behavior and outputs.
How It Works
A custom prompt consists of:
1. Prompt Name — The label that appears as a clickable button (e.g., “Analyze Trade-in Details”).
2. Prompt Instructions — The text sent to the AI when the button is clicked. This defines what the AI should do (e.g.,
“Review the trade-in or off-lease table and summarize the trade-in equipment tied to this order.”).
3. Agent — Determines where the prompt appears:
- Record Agent → Prompts used on a specific record (e.g., an individual order).
- View Agent → Prompts used on a broader list or view page (e.g., searching across multiple records).
4. Type — Defines who can use the prompt:
- Personal → Only visible to you.
- Shared → Visible to your team.
- Org-wide → Visible to everyone in your organization.
5. Execution Mode — Determines how the AI runs the prompt:
- Run Immediately → Executes as soon as you click the button.
- Fill Chat Input → Pre-fills the AI chat with text, allowing you to add additional details before sending (useful
for searches like “Find order number…”).
Creating a Custom Prompt
1. Open vAI → Prompt Settings.
2. Click Add Prompt.
3. Enter:
- Prompt Name (button label)
- Prompt Instructions (what the AI should do)
- Agent (Record or View)
- Type (Personal, Shared, or Org-wide)
- Execution Mode (Run Immediately or Fill Chat Input)
4. Optionally select vAI Tools to predefine which AI tools should be used for this prompt.
- For example, choose Get Current Record Info or Record Attachments if the AI should reference specific record
data.
5. Click Save.
After saving, the new prompt appears in your sidebar. Refresh your record or view page to see it active.
Permissions and Admin Controls
- All users can create and manage personal prompts.
- Admins can create shared and org-wide prompts.
- Admins can also create personal prompts for other users if needed.
- Users can hide, reorder, or manage prompts via the gear icon in the sidebar.
Best Practices
- Keep prompt names short and descriptive (e.g., “Summarize Order Status”).
- Write clear, specific instructions to guide the AI.
- Use “Fill Chat Input” for prompts that require variable input (e.g., serial numbers or names).
- Standardize shared prompts to align team workflows.
