Managing prompts in the admin UI

The prompts section of the admin panel lets you view, create, edit, and delete prompt definitions for the current tenant. Changes take effect immediately without restarting the application.

Navigate to prompts

In the admin panel, click "Prompts" in the navigation. The page lists all prompts available for the current tenant, including globals and tenant-specific overrides.

Figure: the Prompts list — each prompt shows its ID, role, and a content excerpt.

Since 2026.0.0-ft3, the prompts list uses a stale-while-revalidate cache: when you revisit the page, the previously loaded prompts are rendered immediately while a silent background request refreshes the list. A loading indicator is only shown on the first visit when no cached data is available.

Create a prompt

1. Click "Add prompt".
2. Fill in the required fields:
   • ID: unique identifier. Used in request content items (type: prompt, value: <id>) and goal group entries.
   • Role: SYSTEM, USER, or ASSISTANT.
   • Content: Thymeleaf template text. Use [[${variable}]] for expressions.
3. Set optional flags:
   • Requires multimodal model: enable if the prompt includes images.
   • Requires function calling model: enable if the prompt requires tool calling.
   • Disable reasoning: enable to prevent tool calls during this prompt's processing.
   • Default LLM provider: override the LLM provider for requests using this prompt.
   • Default LLM model: override the LLM model.
4. Save.

Prompt detail page

Click on a prompt in the list to open its detail page (route /prompts/:promptId). The detail page has four tabs: Edit, Display, Test, and Statistics.

Figure: Prompt detail page tab structure.

Edit tab

The left pane contains a Thymeleaf template editor with auto-completion. The editor fetches completion metadata from GET /api/v1/admin/templating/completion, providing suggestions for available service helpers and variables.

Since 2026.0.0-ft4, the editor also autocompletes the context variables available to Quick Prompt templates. Typing inside a [[${ … }]] expression suggests the root variables (tenant, user, documents, tasks, folders, injected, capabilities), their object properties after a dot (e.g. ${user. → username, roles, …), and array-item attributes (e.g. ${documents[0]. → title, properties, tags, …). Each suggestion shows its type and a short description.

The right pane contains the settings panel:

Setting	Description
Role	SYSTEM, USER, or ASSISTANT
Temperature	Sampling temperature override (0.0 to 2.0)
Default LLM provider	Override the provider for requests using this prompt
Default LLM model	Override the model for requests using this prompt
Time saved estimation	Estimated time saved per execution (used in statistics)
Requires multimodal	Model must support image inputs
Requires function calling	Model must support tool calling
Disable reasoning	Prevent tool calls during processing

An unsaved changes badge appears when modifications have not been saved. Use the Reset button to discard changes or Save to apply them immediately.

Display Settings tab (Quick Prompt)

Since 2026.0.0-ft4, the Display tab (titled Display Settings) controls whether and how the prompt appears in the Quick Prompt panel. A prompt is offered in Quick Prompt only when it is enabled here and its display condition matches the current context.

Figure: the Display Settings tab. The display-condition editor validates the expression and provides a test panel with a sample context.

Setting	Description
Enabled	Whether the prompt is offered in Quick Prompt
Label	Short title shown on the prompt card
Category	Free-form category used to group prompt cards. The selector suggests categories already in use across the tenant.
Priority	Ordering of prompt cards (higher priority appears first)
Description	Markdown description shown to the user under the prompt card
Display condition	A JavaScript expression evaluated client-side against the current context; the prompt is shown only when it returns true

Display conditions run in a restricted sandbox (no eval, no globals) and may use property access, comparisons, logical operators, and the helpers includes, startsWith, endsWith, some, every, and find. A condition that fails to parse or throws evaluates to false, hiding the prompt. For example:

documents.length === 1 && documents[0].type === 'pdf'
user.roles.includes('REVIEWER')

End users only ever receive the display settings (label, category, priority, description, condition) — never the prompt's template content or LLM configuration.

Test tab

The test tab lets you execute a prompt interactively. It is disabled when there are unsaved changes; save first.

1. The tester auto-detects variables from the template content.
2. Fill in variable values. For multimodal prompts, upload images directly.
3. Click "Execute" to send the prompt to the configured LLM provider.
4. View the response, response time, and token usage.
5. Use the "Copy cURL" button to generate a reproducible cURL command.

The test calls the render endpoint:

GET /api/v1/admin/prompts/{id}/render

Statistics tab

Per-prompt usage analytics for the selected prompt:

Metric	Description
Usage count	Total number of times the prompt was executed
Token cost	Aggregate tokens consumed
Average cost	Mean tokens per execution
Feedback distribution	Pie chart of user feedback (positive, negative, neutral)
Time saved	Cumulative time saved based on the estimation setting

Use the "Export PDF" button to download the statistics view as a PDF file.

Fetched from GET /api/v1/admin/prompts/{id}/statistics.

Delete a prompt

On the prompt detail page, click "Delete". A confirmation dialog is displayed. Any goal group entries referencing this prompt ID will fail to resolve after deletion. Remove those references from goals.yml or via the Admin API.

REST API endpoints

Method	Endpoint	Description
POST	/api/v1/admin/prompts	Create a new prompt (409 if ID already exists)
PUT	/api/v1/admin/prompts	Update an existing prompt
GET	/api/v1/admin/prompts/{id}	Get a prompt by ID
GET	/api/v1/admin/prompts/{id}/render	Render a prompt with a payload map
GET	/api/v1/admin/prompts/{id}/statistics	Get usage statistics for a prompt
DELETE	/api/v1/admin/prompts/{id}	Delete a prompt
GET	/api/v1/admin/prompts/categories	List the distinct Quick Prompt categories currently in use (feeds the category selector)
GET	/api/v1/admin/templating/completion	Get auto-completion metadata for the template editor

The Quick Prompt panel reads each prompt's display settings (never the template content) via the user-facing endpoint GET /api/v1/prompts/display.

Related pages

• Prompts and templating
• Write prompts
• Configuration file reference (prompts.yml)
• Environment variables reference
• Admin panel overview