Managing prompts for the AI Assistant in Studio

Info: This feature requires Studio 11.217 or higher (on top of the general requirements for using the AI Assistant).

Using the AI Assistant in Studio, users can efficiently improve the quality of articles by analyzing or transforming the content with the help of artificial intelligence (AI) and then updating the article with the suggested feedback.

By default, a small number of generic prompts are provided. Using the AI Custom prompts builder in the Studio Management Console, system administrators can optionally hide these default prompts and add custom prompts.

How this is done is described in this article.

Prompts are shared with the Print editor and the Digital editor

Any prompts that are configured are therefore available in both the Print editor and the Digital editor, except when they contain a keyword that can only be used in the Print editor (see Writing prompts below).

Any prompts that are configured are therefore available in both the Print editor and the Digital editor.

Accessing the AI Custom prompts builder

Step 1. In Studio Server, access the Management Console by clicking Integrations > WoodWing Studio.

Step 2. Do one of the following:

• In Studio 11.222 or higher:
• In the Artificial Intelligence (AI) section, click AI Custom prompts builder.

• In Studio 11.221 or lower:
• In the Digital editor section, click AI Custom prompts builder.

Prompts configuration storage

The prompts configuration is stored in a Studio Server setting and maintained when upgrading to a newer version of the Studio plug-in.

Prompts hierarchy and terminology

Prompts are shown in the following hierarchy in the AI Assistant panel:

• A prompt is always part of a group. A group is therefore the highest level.
• Within a group, a prompt can either be a single action, or a group of actions within a subgroup.

Multiple groups can be created, a group can have multiple subgroups, and a subgroup can have multiple actions. A subgroup cannot be part of another subgroup.

An 'action' is a combination of the name of the prompt and the prompt (instructions for the AI) itself.

Note: Prompts are added on Studio Server level and cannot be restricted to a Brand. All users therefore see all prompts for all Brands. (See section 'Using groups and subgroups' below for optionally grouping prompts per Brand or publication.)

The following figure shows the relation between the components in the AI Assistant panel versus the components in the AI Custom prompts builder:

Figure: Prompt components in the AI Assistant panel versus the AI Custom prompts builder: 1) Group 2) Subgroup 3) Action (in the panel represented by the name only).

Using groups and subgroups

Prompts that are related to each other can be grouped and optionally combined in a subgroup. A subgroup acts as a drop-down list from which a prompt can be chosen.

The following are some examples of adding prompts to a group and / or a subgroup:

1. When the prompts are a variation on the same action.

Example: The default Edit group contains prompts for editing the article in some way. Similarly, the 'Revise tone and style' subgroup of the Edit group combines actions for making text formal, positive, serious, and so on.

2. As a way of grouping prompts per Brand or publication. Because prompts are added on Studio Server level, all users will see all prompts. To split prompts per Brand or publication, groups can be set up for each Brand or publication, and further split into subgroups. Users can then focus on the groups or subgroups that are specific to the publications they are working on and can ignore all others. Downside of this method is that you may lose the option to add prompts to a subgroup because subgroups cannot be part of another subgroup.

Writing prompts

Take note of the following when writing prompts:

• Prompts are restricted to a maximum of 10,000 characters.

Note: The number of remaining characters is shown below the prompts field when editing a prompt.

• It is strongly encouraged to use an AI tool such as Claude or ChatGPT to draft prompts, as AI-generated prompts tend to be more precise and effective. Provide context such as:
• Publication type (such as 'sports magazine')
• Role (such as 'senior copy editor', 'professional translator')
• Use case (such as 'game recap')
• Desired tone (such as 'casual')

• AI responses are typically shown as blocks of text that can be copied into the article. It is also possible to have each response shown as an individual 'suggestion' which can be approved, rejected, or copied (requires Studio 11.225 or higher). This is done by including the term AI_ASSISTANT_SUGGESTIONS anywhere in the prompt (such as separately at the very end). The working of it is explained in Optimizing an article by using the AI Assistant in Studio, in section Processing suggestions.

• Available keywords. When writing a prompt, the following keywords can be included (such as separately at the end of the prompt):

• AI may ask follow-up questions to refine the prompt before generating a final version, which can then be copied directly into the Prompt field in the Management Console.

Creating a custom prompt

In this step, a custom prompt is created from scratch.

Note: The following limitation exists when not using Studio 11.226 or higher in combination with Studio Server 10.69 or higher: the total number of characters that can be stored for all custom prompts combined is 60,000. When this limit is reached (which is easily achieved by creating 7 prompts containing 10,000 characters each), no custom prompts can be loaded in the AI Assistant panel. As a temporary solution, a notification is shown when saving an action and the limit is reached. When this occurs, reduce the number of characters in the action you are editing and/or other actions, and try again.

Step 1. Determine if the prompt should be part of a new group or an existing group. Do one of the following:

• When a new group should be created, click New group in the top right corner and enter a name for that group. Optionally, then click Add subgroup and enter a name for that group.

• When the prompt should be part an existing group, select that group in the list of groups on the left (use the filter to reduce the number of groups shown). If the prompt needs to be part of a subgroup within that group, expand that group.

Step 2. (Optional but recommended) Click the Active toggle for the action to deactivate it while you are working on it. As soon as the name and prompt fields are filled out namely, the prompt is available to users (users who have the panel open first have to refresh it).

Step 3. Add a new action by clicking Add action in one of the following locations:
 

• To the right of the group name when the action should be added to a group.
• At the bottom of the expanded subgroup when the action should be part of a subgroup.

Step 4. Enter a name for the prompt and the prompt itself (for details, see section 'Writing prompts' above).

When the Active toggle is enabled, the action is now available in the AI Assistant panel for all users (users who have the panel open first have to refresh it).

Step 5. (Optional) Change the order of the groups, subgroups, or actions (see Managing prompts below).

Step 6. (Optional, only when the action was deactivated at the start of the process) Click the Active toggle to make the action active.

Managing prompts

Prompts can be managed in the following ways:

• Move actions between groups or subgroups, or move actions in or out of subgroups by clicking the drag handle for it and dragging it to a new position.

• Change the order of groups, subgroups, or actions, or move actions between groups or subgroups by clicking the drag handle for it and dragging it to a new position.

Note: To make the handle appear in the list of groups, hover the mouse pointer over that group.

Figure: The handles for dragging a group, subgroup, or action to a different position.

• Duplicate an action by clicking its Duplicate icon. A duplicate action with the same name and prompt is added below it. Use it as a basis for creating a new but similar prompt.

• Temporarily deactivate an action by clicking its Active toggle. This removes the prompt from the AI Assistant panel. Click the toggle to activate it again. Use this method as an alternative to permanently deleting an action.

• Permanently delete a group, subgroup, or action by clicking its trash can icon and confirming that you want to delete it.

Note: The default groups, subgroups, and actions cannot be deleted. If these are not wanted, make them inactive.

Revisions

• 3 September 2026: Updated the not in section 'Creating a custom prompt' about the limitation of the total number of characters for all custom prompts combined.
• 19 August 2026: Updated section 'Writing prompts' with a reference to showing responses as individual suggestions.
• 19 August 2026: Updated section 'Writing prompts' with available keywords to use.
• 18 August 2026: Combined the information for the Print editor and the Digital editor into one article.