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Managing AI Prompts

This guide covers how administrators configure and manage the AI prompts that power the risk assessment pipeline. Prompt management is restricted to users with Admin role.
Admin Access Required: All prompt management features require administrator privileges. Regular users cannot view or edit prompts.

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Overview

AI prompts define how the system analyzes business documents and generates risk assessments. The platform uses prompts across 7 risk analysis sections:
  • Parser - Extracts structured data from PDFs
  • Gap Detection - Identifies missing information
  • Risk Analysis - Evaluates risks for each category
  • Recommendations - Generates actionable advice
  • Report Generation - Creates final assessment reports
  • Quality Assurance - Validates analysis outputs
  • Summarization - Produces executive summaries

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Accessing Prompt Manager

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Filtering and Searching Prompts

Use the toolbar filters to find specific prompts:

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Available Filters

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Creating a New Prompt

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Editing Existing Prompts

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Preview Prompt Outputs

The Preview panel lets you test prompts with real AI before deploying.

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Version Control and History

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Viewing Change History

Click the “History” tab in the prompt editor to see:
  • Version timeline: Chronological list of all versions
  • Author: Who made each change
  • Timestamp: When the change was made
  • Change summary: Auto-generated diff highlights

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Comparing Versions

Expand any version to see: Field-level diffs:
  • Added content in green
  • Removed content in red
  • Unchanged fields collapsed
Changed fields:
  • System prompt modifications
  • User template updates
  • Category/tag additions or removals
  • Status changes (active ↔ inactive)

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Reverting to Previous Version

  1. Navigate to the History tab
  2. Find the desired version
  3. Click “View This Version”
  4. Review the historical prompt content
  5. Copy content to current version if needed
No Direct Rollback: The system doesn’t support automatic rollback. To restore an old version, copy its content into the current editor and save as a new version.

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Commenting and Collaboration

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Adding Comments

Click the “Comments” tab in the prompt editor:
  1. Type your comment in the text box
  2. Mention specific concerns or suggestions
  3. Click “Add Comment”
  4. Comment appears with your email and timestamp

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Threaded Discussions

Comments support threading:
  • Click “Reply” on any comment to create a thread
  • Replies are indented under parent comments
  • Track decision rationale and team discussions

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Use Cases for Comments

  • Review requests: “@team please review this market risk prompt”
  • Change rationale: “Updated tone to be less technical per user feedback”
  • TODO tracking: “Need to add climate considerations to categories”
  • Version notes: “v4: Fixed JSON output format to match API spec”

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Import and Export

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Exporting Prompts

  1. Click “Export” in the top toolbar
  2. Choose format:
    • JSON: Full prompt data with metadata
    • CSV: Spreadsheet format for bulk review
  3. File downloads with timestamp: prompts-2026-03-04.json
Exported data includes:
  • All prompt fields
  • Current version only
  • Active/inactive status
  • Categories and tags

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Importing Prompts

  1. Click “Import” in the toolbar
  2. Upload a JSON file (exported from this system)
  3. Select import mode:
    • Create New: Skip existing prompts, create new ones only
    • Upsert: Update existing prompts, create new ones
  4. Review import summary
  5. Confirm to proceed
Upsert Behavior: In upsert mode, matching prompts (by ID) are updated and version-bumped. Use with caution in production.

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Toggling Active Status

Quickly enable or disable prompts:

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From the Prompt List

  1. Locate the prompt card
  2. Click the toggle icon (⚡)
  3. Status badge updates immediately
  4. Active prompts show green “Active” badge
  5. Inactive prompts show gray “Inactive” badge

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From the Editor

Use the Active/Inactive switch at the bottom of the form.

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Best Practices

  • Testing new prompts before production deployment
  • Temporarily disabling problematic prompts
  • Archiving outdated prompts without deleting
  • A/B testing different prompt versions
Ensure only one prompt per section is active:
  • Prevents conflicting analysis logic
  • Maintains consistent user experience
  • System may auto-deactivate others when you activate a new one

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Best Practices

System Prompts:
  • Be specific about expertise domain
  • Define output expectations clearly
  • Include relevant context about CGIAR mission
  • Set appropriate tone for target audience
User Templates:
  • Use clear, structured questions
  • Leverage variable injection for dynamic content
  • Specify output format requirements
  • Include evaluation criteria
  • Save frequently to create restore points
  • Use comments to document why changes were made
  • Test with Preview before activating
  • Keep descriptive prompt names
  • Review change history before major updates
  1. Draft new prompt as Inactive
  2. Share prompt ID with team via comments
  3. Collect feedback in comment threads
  4. Iterate based on preview outputs
  5. Activate only after team approval
  6. Monitor assessment results post-deployment

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Troubleshooting

  • Check that both System and User prompts are filled
  • Verify variable syntax: {{category_1}} not {category_1}
  • Ensure no special characters in JSON output format
  • Try shorter prompts - very long prompts may timeout
  • Check admin console for error messages
  • Verify the prompt is marked Active (green badge)
  • Check that Section matches the analysis stage
  • Ensure no other prompt in same section is active
  • Wait 1-2 minutes for cache refresh
  • Try creating a new test assessment
  • Check for validation errors in red text
  • Ensure required fields (Name, Section, System/User prompts) are filled
  • Verify you have admin permissions
  • Try refreshing the page if session expired
  • Check browser console for JavaScript errors

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Next Steps