How to create a reusable AI prompt in Typedesk

A reusable AI prompt combines Typedesk variables with instructions for OpenAI. Instead of rewriting the same prompt every time, you complete a short form and let the template build the full request.

This is useful for drafting replies, changing tone, summarizing text, creating variations, and turning notes into structured messages.

Before you start

To use end-user AI features in Typedesk, you need your own OpenAI API key connected under Settings → Integrations → OpenAI.

Without a connected API key, the AI feature will not work.

For setup and billing information, see How to use ChatGPT with Typedesk.

Choose one clear task

A reusable prompt works best when it has one main job.

Examples:

• Draft a customer support response
• Rewrite a message in a friendlier tone
• Summarize customer feedback
• Turn meeting notes into a follow-up
• Shorten a long explanation
• Create three subject-line options

Avoid asking one prompt to summarize, translate, analyze, write a reply, create a report, and solve world peace all at once.

Create the input variables

Decide what should change every time the prompt is used.

For a customer support prompt, you might collect:

• Customer question
• Product or feature
• Important facts
• Desired tone
• Required next step
• Maximum response length

Use a Text Field for unique information. Use Multiple Choices for controlled options such as tone or length.

Write the prompt instructions

A strong prompt tells the AI:

1. What task to complete
2. Who the reader is
3. Which facts to use
4. What tone to follow
5. What information to avoid
6. How long the result should be
7. What format to return

Example:

Add the bracketed items as Typedesk variables.

Add helpful boundaries

AI performs better when the prompt explains what it should not do.

Useful boundaries include:

• Do not invent missing facts.
• Do not promise a refund.
• Do not mention internal notes.
• Do not provide legal advice.
• Do not change product names.
• Ask for clarification when essential information is missing.
• Return only the requested message.

Boundaries are not glamorous, but neither is sending a beautifully written incorrect answer.

Test the prompt

Test it with:

• A normal request
• A very short request
• Missing information
• Conflicting instructions
• A frustrated customer
• A request the prompt should not answer

Check whether the output follows the requested tone, length, structure, and restrictions.

Review every result

AI-generated text should be treated as a draft.

Before using it:

• Check every factual claim.
• Confirm names and account details.
• Remove invented information.
• Verify policies, prices, and dates.
• Check the tone.
• Make sure the reply answers the actual question.

Keep sensitive information out of prompts

The text included in an AI request must be sent to OpenAI to generate the result.

Do not include passwords, payment information, private API keys, health information, confidential customer data, or other sensitive information unless your organization has formally approved that use.

Never place an OpenAI API key inside a template or variable.

Who pays for the API usage?

OpenAI manages usage and billing for the OpenAI API key connected to Typedesk.

A ChatGPT subscription and OpenAI API billing are separate. Having a ChatGPT subscription does not automatically provide API credits.

Can my team use this prompt?

A reusable prompt can be placed in the appropriate shared folder if your team should use it.

Before sharing it:

• Remove sensitive examples.
• Test every variable.
• Explain when the prompt should be used.
• Include clear restrictions.
• Decide who maintains it.
• Remind users to review every output.

Reusable prompts can be powerful little helpers. They should not become unsupervised decision-makers.