Ai Prompts Complete Guide

AI Prompts in Tadabase allow you to integrate powerful artificial intelligence capabilities directly into your applications. Use AI to generate content, analyze data, automate tasks, extract information from files, and provide intelligent responses - all powered by advanced language models like GPT.

What Are AI Prompts?

AI Prompts are customizable instructions that tell an AI model what to do with your data. You define the prompt once, and the AI processes it with your specific data to return intelligent, context-aware responses. Think of AI Prompts as smart assistants that can read, write, analyze, and transform your data automatically.

Key Capabilities

Generate Content - Create product descriptions, emails, social media posts, summaries, and more
Analyze Text - Detect sentiment, extract keywords, categorize content, identify topics
Transform Data - Correct grammar, expand text, translate languages, reformat content
Extract Information - Pull structured data from documents, PDFs, images, and unstructured text
Answer Questions - Query your data and get intelligent answers based on visible records
Automate Decisions - Classify records, score leads, route tasks, make recommendations

How AI Prompts Work

The AI Prompts workflow consists of three main steps:

Create Your Prompt - Define what you want the AI to do, including instructions, dynamic variables, and expected response format
Configure Settings - Set up where the AI should get data from and where responses should go
Trigger the Prompt - Run manually or automatically through forms, action links, record rules, or data components

Example: You create a prompt that says "Write a professional product description for {Product Name} which costs {Price}". When triggered on a product record, the AI reads those field values and generates a unique description like: "Introducing the Premium Wireless Headphones for only $79.99. Experience crystal-clear audio..."

Getting Started with AI Prompts

Step 1: Access AI Prompts

Navigate to your app's Builder section and select AI Prompts from the left sidebar. If you don't see this option, AI Prompts may not be available on your current plan.

Step 2: Create Your First Prompt

Click Add AI Prompt to begin. You can either:

Start from a Template - Choose from pre-built prompts like "Expand Text", "Correct Grammar", or "Generate Description"
Build Custom - Create your own prompt from scratch

Learn how to create AI Prompts →

Where You Can Use AI Prompts

AI Prompts can be integrated throughout your application in multiple ways:

1. Live Forms

Add AI capabilities directly to form fields, allowing users to enhance their input in real-time:

Single-Field AI - Attach prompts to individual fields (e.g., "Expand", "Correct Grammar" buttons)
Multi-Field AI - Use one field's input to populate multiple fields via AI
AI Prompt Buttons - Add dedicated buttons that process multiple fields at once

Learn about AI in Forms →

2. Action Links & Record Rules

Trigger AI prompts automatically as part of your workflow automation:

On Record Creation - Auto-generate content when new records are added
On Field Updates - Respond to changes in specific fields
Conditional Triggers - Run AI only when certain conditions are met
Batch Processing - Process multiple records through action links

Learn about AI in Automation →

3. Data Components

Enable users to query and analyze visible data using natural language:

Dynamic Questions - Users type questions and get AI-powered answers based on data
Data Analysis - Summarize trends, identify patterns, extract insights
Context-Aware Responses - AI only sees and analyzes the currently visible records

Learn about AI in Data Components →

4. Page-Level AI

Add AI capabilities at the page level for broader functionality:

Page Assistants - Provide context-specific help and guidance
Smart Search - Natural language search across your data
Dashboard Insights - Auto-generated summaries and recommendations

Learn about Page-Level AI →

Common Use Cases

Content Generation

Auto-generate product descriptions from specifications
Create customized email responses to customer inquiries
Generate social media posts tailored for different platforms
Write blog post drafts from brief topic notes
Produce meeting summaries from notes

Data Extraction & Processing

Extract contact information from uploaded resumes
Pull invoice details from PDF documents
Parse unstructured text into structured fields
Convert images with text to editable data
Extract key points from long documents

Text Enhancement

Automatically correct spelling and grammar
Expand brief notes into detailed descriptions
Simplify technical jargon for general audiences
Translate content to different languages
Adjust tone (formal, casual, professional)

Classification & Analysis

Categorize support tickets by type and priority
Score leads based on qualification criteria
Detect sentiment in customer reviews
Identify topics and themes in feedback
Tag content with relevant keywords

Intelligent Assistance

Answer questions about your data
Provide recommendations based on records
Suggest next best actions
Generate reports and summaries
Offer context-specific guidance

Understanding AI Prompt Components

User Prompt

The main instruction telling the AI what to do. This is where you define the task and can include dynamic variables from your fields.

Example:
"Write a professional product description for {Product Name} that highlights its key benefits. The product is a {Category} priced at {Price}. Emphasize quality and value."

System Prompt

Static instructions that guide the AI's behavior, tone, and output format. Use this to set consistent standards across all responses.

Example:
"Always respond in a professional, friendly tone. Keep responses concise (under 200 words). Use markdown formatting. Focus on benefits over features."

Dynamic Variables (Prompt Variables)

Placeholders in your prompt that get replaced with actual data when the prompt runs. These pull values from your form fields, record data, or user information.

Format: {Variable Name}

You can set default values for each variable in case the field is empty.

Response Fields

Define what information you expect back from the AI and where it should be saved:

Type - String (text), Number, Boolean (true/false)
Name - Label for this response field
Description - Instructions for AI on how to format this specific response
Allowed Responses - For strings, limit to specific options (e.g., "Positive, Neutral, Negative")
Output Type - Choose plain text or Markdown formatting
Required - Ensure AI always provides this response

Best Practices

Writing Effective Prompts

Be Specific - Clearly state what you want. "Write a description" vs "Write a 2-paragraph product description emphasizing durability"
Provide Context - Give AI background information it needs to generate better responses
Set Constraints - Specify length, format, tone, and style requirements
Use Examples - Show the AI what good output looks like when possible
Test Thoroughly - Try your prompt with various data before deploying

Optimizing Performance

Keep Prompts Focused - One prompt should do one job well
Use Concise Instructions - Shorter prompts process faster and cost less
Limit Context - Only include necessary field values, not entire records
Cache When Possible - Don't regenerate content that rarely changes
Set Appropriate Triggers - Only run AI when truly needed, not on every update

Managing Costs & Usage

AI Prompts consume tokens based on input length and output length
Your plan includes a daily token limit - check usage in AI Prompt Logs
Longer prompts and detailed responses use more tokens
Monitor logs to identify high-usage prompts and optimize them
Consider manual triggers for non-critical AI tasks

Monitoring & Troubleshooting

Viewing AI Prompt Logs

Access logs from the AI Prompts section to see:

Request Data - What was sent to the AI
System & User Prompts - The actual instructions used
AI Response - What the AI returned
Token Usage - How many tokens this request consumed
Status - Success or error information
Timestamp - When the prompt was triggered

Common Issues & Solutions

Inconsistent Results

Make your prompt more specific and detailed
Add examples of desired output
Use "Allowed Responses" to constrain options
Specify exact format requirements in system prompt

AI Not Understanding Context

Include more relevant field values in dynamic variables
Add background information in the system prompt
Break complex tasks into multiple simpler prompts

Responses Too Short/Long

Explicitly state desired length in prompt
Use system prompt to set length guidelines
Ask for specific number of words, sentences, or paragraphs

Wrong Format

Explicitly request format: "Return as JSON" or "Use markdown formatting"
Provide a format example in the prompt
Use response field descriptions to guide output structure

Token Limit Reached

Check daily usage in logs
Optimize prompts to be more concise
Reduce unnecessary AI triggers
Consider upgrading your plan for higher limits

Advanced Features

File Attachment Processing

Enable "Allow Attachment" on your prompt to process files:

Extract text from PDFs and images
Analyze document content
Pull structured data from forms and invoices
Process multiple file types automatically

Multi-Response Prompts

Define multiple response fields to get several outputs from one AI request:

Generate both a title and description
Get sentiment score AND classification
Extract multiple data points from text
Produce content for different platforms simultaneously

Conditional Logic

Combine AI Prompts with record rules to create intelligent workflows:

Run different prompts based on field values
Trigger follow-up actions based on AI responses
Build multi-step AI workflows
Create approval flows with AI-assisted decisions

Security & Privacy Considerations

Data Processing - AI prompts send your data to external AI providers (like OpenAI) for processing
Sensitive Information - Avoid including highly sensitive personal data in AI prompts when possible
Compliance - Consider your industry's regulations (HIPAA, GDPR, etc.) when using AI features
Logging - All AI activity is logged at the app level for transparency and auditing
Access Control - Use Tadabase's permission system to control who can create and trigger AI prompts

Pricing & Availability

AI Prompts are available on Premium plans and above
Each plan includes a daily token limit
Token usage is tracked and logged for transparency
When you reach your daily limit, prompts will not run until the next day
Check your current plan's AI Prompt limits in your subscription details

Video Tutorial

Watch this comprehensive video walkthrough of AI Prompts:

Creating AI Prompts in Tadabase - Detailed guide on setting up prompts
Adding AI to Live Forms - Form-specific AI integration
AI in Action Links & Record Rules - Automation workflows
AI in Data Components - Query and analyze data
Page-Level AI Prompts - Page-wide AI features

Need Help?

Check the logs - AI Prompt Logs show exactly what was sent and received
Review examples - Look at prompt templates for inspiration
Test incrementally - Start simple and add complexity gradually
Community support - Ask questions in the Tadabase community
Contact support - Reach out to Tadabase support for assistance

How did we do ?

Adding AI Prompts in Tadabase