Prompt Templates in the Admin Portal

The Templates screen is where organization admins write prompt templates for the whole organization: your house relevance prompt, your privilege review instructions, the objective coding wording your team has settled on. Everyone in your organization then finds them in Quickstart in Claira inside Nuix Discover, in a Your organization section above Claira's own template library.

The Templates screen

The screen is titled Prompt templates and has two tabs:

• Active: the templates your organization sees in Quickstart today.
• Archived: templates you took out of Quickstart. They are kept, read-only, until you restore or delete them.

The table lists each template's title, category, language, and when it was last updated and by whom. The search box finds a template by a word from its title or description.

An organization can have up to 100 active templates. Archived templates do not count towards that limit.

Creating a template

1. Choose New template.
2. Fill in the five fields described below.
3. Check Preview in Quickstart. It updates as you type and shows the template the way your colleagues will see it.
4. Choose Save template.

Two active templates in the same language cannot share a title (capital letters make no difference). An English template and a French one may carry the same title.

Editing a template

Open a template from the Active tab, change it and choose Save template. The change shows up the next time someone opens Quickstart. A prompt someone already inserted into their prompt box, and any scan already run with it, stay as they were.

If someone else saved the same template while you were editing it, nothing is saved: the portal asks you to Reload, which shows their version and discards your unsaved changes, so you can make your change again on top of theirs.

Archiving, restoring and deleting

• Archive takes a template out of Quickstart for everyone in your organization and moves it to the Archived tab. Nothing is lost, and you can restore it later. An archived template is read-only until you restore it.
• Restore puts an archived template back in Quickstart. The portal refuses when your organization already has 100 active templates, or when an active template in the same language already carries that title: archive or rename that one first.
• Delete is offered only for an archived template, and it is permanent: the template cannot be recovered. Prompts your colleagues already inserted, and scans already run with them, are not affected.

How your team sees them in Quickstart

Whenever your organization has at least one active template, Quickstart shows a Your organization section above Claira's own library. It appears everywhere Quickstart opens: Prompt Lab, Multi-Code, Bulk Tasks and the Agent's Bulk scan proposal card.

• Each template shows its title, its description (or the first line of the prompt), its category and the date it was last updated.
• Templates in the language of the person's Claira interface come first. A template written in another language carries a small language tag (EN, FR or DE).
• Expand shows the full prompt, and Insert Template works exactly as it does for a library template: if the prompt box already holds text, Claira asks whether to replace it or append the template, and in Multi-Code it asks where the template goes.
• Organization templates have no help article, so they carry no link to the help center.
• If Claira cannot load your organization's templates, Quickstart says so and offers to try again; Claira's library still works.

The section appears only when the Nuix Discover portal your colleagues work in is connected to your organization (see Settings and Discover portals). With permission enforcement switched on, it also needs the Use prompt templates permission (see below).

Who can manage and use templates

• Only organization admins can open the Admin Portal, so today only organization admins write templates. The Roles screen lists the permission as Manage organization prompt templates, marked Affects everyone because a template reaches everyone in your organization.
• Use prompt templates decides who sees the Your organization section once permission enforcement is on. The built-in User role has it. A person whose role lacks it still sees Claira's own library, which is published on this help center and is always available.

Activity and data handling

• Every template created, edited, archived, restored or deleted appears on the Activity screen under Roles and access, with who did it and when. The record keeps the template's title, not its prompt text.
• Templates belong to your organization and are available to everyone in it, on every Discover portal connected to it. They are not part of any case, so deactivating a case or deleting its data leaves them in place.
• Templates are stored in your organization's region, like the rest of your Claira data.
• Deleting a template is permanent. Archive it instead if you might need it again.

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Need help? Contact us at support@claira.to.