Overview

The Prompts Library lets your 3PL organization control exactly which Extensiv AI prompts each user sees by default, so instead of everyone receiving a generic set, you can tailor prompts to match the workflows and customers each user actually deals with.

It's the central place to build and curate that set. Whatever lives here is what admins draw from when provisioning users, which means a well-organized library directly shapes each user's day-one experience with Extensiv AI.

The library holds two types of prompts:

• Default prompts — built by Extensiv
• Custom prompts — created by your organization

Both types live in the same library and are available to admins during user provisioning.

You'll find the Prompts Library in Company settings, alongside other AI configuration features such as the AI Internal Knowledge Base and AI Mobile App Branding.
 

How the Prompts Library fits the bigger picture

Prompts move through three stages — from the library, to a user's setup, to everyday use in Extensiv AI

• Curate: Admins build and organize the library, combining default and custom prompts by audience.
• Assign: During user creation, admins select a specific set of “Favorite prompts” for each individual user. At least three prompts must be selected to proceed. Assignment is done per user—there are no role-based or group-level defaults.
• Use: The selected prompts become that user’s default Favorites in Extensiv AI. Users can modify these Favorites later if needed.

Because assignment is per user, a well-curated library is what keeps onboarding fast — admins can find and star the right prompts for each person without rebuilding the set every time.

Accessing the Prompts Library

To access the Prompts Library:

1. Navigate to Company
2. Scroll to Prompts Library
3. Click Manage prompts
    

Understanding the two prompt audiences

The Prompts Library is organized into two audience tabs:

• Internal Team Members — prompts designed for users within your 3PL organization
• Customers — prompts intended for your customers

This separation ensures that the right prompts are presented to the right audience during user provisioning.

Browsing, searching, and filtering prompts

The library includes tools to help you quickly find and manage prompts:

• Search bar: Locate prompts using keywords
• Type filter: View All prompts, Default prompts, or Custom prompts

Each prompt entry includes:

• Title
• Prompt text
• Star (Favorite) icon
• Overflow (⋮) menu

Example prompts include:

• Available Inventory for Customer
• Delayed Orders
• Items on Hold
• Low Stock / Reorder Watch
• Order Allocation Status
• Orders Waiting for Inventory

Some prompts include placeholder fields (for example: [Customer Name], [Order #]). Users replace these placeholders with real values before submitting the prompt.

Creating prompts

Create a custom prompt from scratch

To create a new custom prompt:

• Click + Custom Prompt
• Complete the Add Custom Prompt dialog (Title and Prompt fields)
• Click Save

Save stays disabled until both fields are filled. Cancel discards your changes.

Best practices:

• Use clear, specific wording
• Include placeholder brackets where applicable
• Keep titles short and easy to scan

Copy a default prompt as a custom prompt

To build from an existing prompt:

• Open the overflow (⋮) menu on a default prompt
• Select Copy as a Custom prompt
   

This creates a new editable version under the Custom filter. This approach is useful when you want to start from a proven prompt and customize it for your organization.

Editing and deleting custom prompts

Custom prompts can be edited or removed after they've been created. Default prompts (built by Extensiv) cannot be edited or deleted, but you can copy one as a custom prompt and modify the copy.

To edit or delete a custom prompt:

1. Open the overflow (⋮) menu on the prompt
2. Select Edit to update the Title or Prompt text, or Delete to remove it from the library

A few things to keep in mind:

• Deleting a custom prompt removes it from the library, so it will no longer be available during future user provisioning
• Users who already have the deleted prompt in their Favorites keep it — deletion from the library does not remove the prompt from existing users' Favorites

What admins see during user creation

Prompt assignment happens during the user creation flow.

• The Extensiv AI: Favorite prompts step pulls options directly from the Prompts Library
• Admins select (star) prompts to assign as default Favorites
• A minimum of three prompts is required to continue
  
  

Search and filtering tools are available during this step, so a well-organized library makes it much easier to quickly configure each user. Assigned prompts are a starting point, not a lock — users can modify their Favorites at any time.

Tips & best practices

• Curate before you provision: Organize your library first to streamline onboarding
• Leverage custom prompts: Capture frequently asked, organization-specific questions
• Review regularly: Update prompts as your workflows and customer needs evolve