Create prompt templates | AI Engine Help Center

Turn your own prompts into one-click actions in the Sales Agent Actions menu, for records or for use without a record.

A prompt template is a saved prompt that appears as an entry in the ◈ Actions menu of the Sales Agent. Users click it instead of typing the same request every day. Templates capture your team's routine tasks: an account review in your format, a weekly pipeline brief, a follow-up email in your style.

Before you start#

You need the AI_Engine_Admin permission set.
The objects the template works with should be enabled in Agent Objects. A Record template appears only on records of enabled objects: without record context, the Actions menu is not shown on the record.

Create a template#

Open Ai Agent Admin Setup → Prompt Templates and click + New. A new template opens with the name "New Prompt", Active switched on and scope Record.

Fill in the fields:

Field	What to enter
Name (Label)	The label users see in the Actions menu, for example "Account review".
Description	A note for admins about what the template does. Users do not see it.
Action Key	A unique identifier, for example `account_review`. Always fill it in. Lowercase letters and underscores keep keys easy to read and compare.
Scope	Record or Global. See below.
Available on objects	Record scope only. The objects on whose record pages the template appears.
Prompt Template	The prompt itself, with placeholders.

Leave Active on so users can see the template.
Optional: add data sources below the prompt. See Prompt data sources.
Click ✓ Save. The template and its data sources are saved together.

Users see a new or changed template after they reload the page or open another record.

Scope: Record or Global#

	Record	Global
Where it appears	In the Actions menu on record pages	In the Actions menu when the Sales Agent is opened without a record: utility bar, app page or tab
Record data	Receives the current record through `{context}`	No record data. Only the playbook and data sources
Object targeting	Available on objects. Leave it empty to show the template on every enabled object	Not applicable
Typical use	Account review, deal risk check, follow-up email	Daily brief, pipeline review, "my overdue tasks"

A simple test: if the template answers "what about this record?", use Record. If it answers "what about me or my team?", use Global.

Without a record, the Actions menu is shown only when at least one active Global template exists.

The Available on objects list shows the objects enabled in Agent Objects. Tick Show all queryable objects to pick an object that is not enabled yet. The template appears on that object's records once the object is enabled in Agent Objects.

Placeholders#

Write these placeholders in the prompt body. AI Engine replaces them before the prompt is sent.

Placeholder	Replaced with
`{playbook}`	The playbook from the Org Profile. See Write the playbook.
`{context}`	The current record's data: the fields ticked in Agent Objects, plus related records from Child Objects. Record scope only.
`{description}`	The same record data as `{context}`. Record scope only.
`{data:name}`	The result of the data source called `name`.

Use only the placeholders in this table. In Global templates, the record placeholders are replaced with nothing. The playbook is added only where you write {playbook}. If you leave it out, the template runs without your company context.

The language selector in the Actions bar still applies. When a language other than English is selected, AI Engine adds an instruction to answer in that language.

Action keys of built-in actions#

The built-in actions use the keys summarize, nextSteps, draftEmail, companyNews and webCheck. A template saved with one of these keys replaces that action's built-in prompt. Web Check and Company News run a web search only with their built-in prompt, so a replacement for them answers from the model alone. Unless you mean to replace a built-in action, choose a different key.

Each action key identifies one template. Saving a new template with a key that already exists overwrites the existing template.

Change or retire a template#

Click the template in the list, edit it and click ✓ Save. To take a template out of use, switch Active off and save. The admin panel has no delete button, so an inactive template stays in the list and can be switched back on later. The on/off tick next to each template in the list also takes effect only after you open the template and click ✓ Save.

The list shows each template's scope (for example RECORD: all objects or GLOBAL) and how many data sources it has.

Troubleshooting#

The Actions menu says "No prompts configured for this object". No active Record template matches this object: check Active, the scope, and Available on objects.
No Actions menu when the Sales Agent is opened without a record. There is no active Global template.
No Actions menu on a record page. The object is not enabled in Agent Objects, so the record has no record context.
A template is missing on one object. The object is not in its Available on objects list.
A Global template gives vague answers. It has no record data. Add data sources so it has real numbers to work from.
The answer ignores part of the record. The fields it needs are not ticked in Agent Objects. The template only sees what {context} contains.

For advice on writing the prompt itself, see Write effective prompts.