Saved Prompts

Note: Ask Apella is in Beta. It is currently available to users with Management and Leadership roles. We are actively improving it, and your feedback shapes what we build next. If you do not see Ask Apella and would like access, reach out to your Apella customer team.

📚 Table of Contents

• Overview
• Why save a prompt?
• Where to find your prompts
• Run a saved or shared prompt
• Save your own prompt from a chat
• Create a saved prompt from scratch
• Share a prompt
• Manage your prompts
• Ideas for prompts to save
• FAQs

Overview

• Saved Prompt: Within Ask Apella you have the ability to turn a question you ask repeatedly into a named, one-click prompt.
• Shared Prompts: If you'd like to share your saved prompt with others, you can publish that prompt to colleagues at selected sites in your organization, where it appears in everyone's Prompts panel.

Why save a prompt?

Prompts can carry inputs such as site, date range, or service line that Ask Apella asks for on each run, so one prompt serves many people and many weeks.

The same question produces the same report every time, regardless of who asks or how they phrase it. Recurring briefs like the morning huddle, weekend add-on recap, or block release watchlist become one click instead of a typed paragraph. And one person who knows how to ask a good question can share it with every site in the organization.

Where to find your prompts

Your prompts are available wherever Ask Apella is:

• Prompts panel. Open Ask Apella (the sparkle icon or the question bar) and click Prompts in the toolbar. The panel is searchable by name, description, prompt text, and author, and is grouped into Your saved prompts and Shared at [Your Organization].
• New chat screen. When you start a new chat, you will see "Things you could ask" with three suggested questions, plus up to three of your recently run prompts and an All prompts link.
• The question bar. Click into the question bar at the top of any page to see suggested questions and your saved prompts.
• Slash shortcut. Type /   in the composer to filter your prompts by name.

Run a saved or shared prompt

1. Click a prompt row in the Prompts panel, a prompt chip on the new chat screen, a prompt in the question bar dropdown, or type /   in the composer and pick one.
2. If the prompt has inputs, a short form appears before it runs. Fill in the details (for example, which site or which date range) and submit.
3. Ask Apella runs the prompt and returns the answer the same way every time.

For multi-site organizations, suggested questions may ask which site you mean first.

Save your own prompt from a chat

You can turn any conversation with Ask Apella into a saved, reusable prompt.

1. In the footer of the last reply, choose Create prompt.
2. A form opens with your prompt already drafted from the entire conversation, including a name, description, and the prompt instructions.
3. The form suggests details from the chat that might change next time (site, service line, time period) as inputs. Toggle each one on or off.
4. Edit the name, description, or instructions as needed, then save.

Your new prompt appears under Your saved prompts. Only you can see it until you share it.

Create prompt: Option at the footer of each reply.

Drafted prompt modal: Each draft is created based on the entire conversation, and is fully editable.

Create a prompt from scratch

You can also write a prompt without starting from a chat.

1. In the Prompts panel, click New prompt (+).
2. Give the prompt a name, a short description, and the instructions you want Ask Apella to follow.
3. To add input fields, wrap any changeable detail in double curly braces, for example {{site_name}}   or {{date_range}}  . Each one becomes an input that Ask Apella asks for on every run.
4. Save.

About inputs

Inputs make one prompt work for many people and many weeks. Anything turned on as an input must be filled in every time the prompt runs. Anything turned off is baked into the prompt text and stays fixed. A good rule of thumb: make it an input if it changes week to week or site to site; leave it fixed if the report should always ask the same thing.

Share a prompt

Once a prompt works, share it so your colleagues can run the same analysis the same way.

1. Open the prompt's three-dot menu and choose Share.
2. Pick the specific sites you want to share with, or choose All sites. All sites includes the whole organization, even sites you do not see listed and new sites added in the future.
3. Save.

A shared prompt shows a Public badge indicating who can see it ("Visible to all sites at [Organization]", a site name, or "N sites"). Colleagues see it under Shared at [Your Organization] with your name as the author. They can Run, View, or Duplicate it. Only you, as the owner, can Edit, Share, or Delete it.

Manage your prompts

Ideas for prompts to save

• Morning huddle brief: today's schedule, cases in progress, and rooms predicted to run late.
• First-case on-time starts by service line for last week.
• Rooms still running after 8 PM, last 30 days.
• Turnover by phase for a service line, with your site's turnover threshold.
• Weekend add-on recap.
• Surgeon scorecard for a surgeon you choose at run time.

Frequently asked questions

Who can see a prompt I save?

Only you, until you share it. Sharing is per site within your organization.

Can someone else edit my shared prompt?

No. They can run it, view it, or duplicate it. Only the owner can edit, re-share, or delete it.

What happens if I delete a shared prompt?

It is removed for everyone it was shared with.

Do inputs have to be filled in every time?

Yes, for any input turned on in the editor. Turn off anything that should stay fixed and it is baked into the prompt text.

Can I run a prompt from any page?

Yes. The docked Ask Apella panel is available everywhere, and typing /   in the composer lists your saved prompts.

Can I reuse a prompt someone shared with me under my own name?

Yes. Choose Duplicate from its menu to get an editable copy in Your saved prompts.

Is chat history separate from prompts?

Yes. Chat History lists your past conversations, grouped by Today and Earlier and searchable by title. Prompts are reusable instructions you can run again and again.

Where do I give feedback on prompts?

Use the thumbs up / thumbs down on any response, or tell your Apella customer team which prompts you saved and which inputs you wished they asked for.