Managing AI Search Prompts

• Accessing Prompt Management
• Managing Prompts
• Managing Prompt Groups
• Switching Between Locations
• Data Availability
• Indexing and Data Retention

Accessing Prompt Management

To access AI Search settings, click the data icon (stacked cylinder) in the top-right corner of the app.

Managing Prompts

The top section gives you an overview and key controls for managing prompts within your selected domain and location. The prompt usage bar shows how much of your allocated capacity is currently in use, helping you quickly see how much space remains. You can also request additional capacity if needed, or add new prompts for tracking and analysis.

The table provides an overview of all prompts in your account, along with key metadata to help you manage and analyze them. Each row represents a single prompt, and the columns provide additional context.

The table shows:

• Prompt — the prompt text being tracked
• Group(s) — the number of groups the prompt has been assigned to, with a quick-view icon to see which ones
• Last updated — the most recent date the prompt was modified
• Last updated by — the user who last made changes to the prompt

Key considerations when uploading prompts

Prompts are natural-language questions or phrases used to query AI search engines. The validation rules for prompts are intentionally more permissive than those for Search Terms or AI Overview Content Terms — there is no word limit, and a wide range of characters and formats are accepted.

✅ Allowed

The following are all valid when creating a prompt:

• Word limit — prompts can be short keywords or full questions and sentences, up to 400 characters are accepted
• Question marks — "Which broadband deal is best for me?" is accepted
• Colons — "Car insurance: how to find the cheapest policy" is accepted
• Exclamation marks — accepted within prompts
• Parentheses — accepted within prompts
• Uppercase letters — case is preserved exactly as entered; "Best HELOC Rates 2025" will not be converted to lowercase
• Apostrophes, hyphens, and special characters — accepted
• Accented and non-Latin characters — accepted
• Group names — up to 200 characters

❌ Not allowed

The following will cause a prompt or group to be rejected:

• Blank prompts — a prompt cannot be empty or contain only whitespace
• Prompts over 400 characters — any prompt exceeding the character limit will be rejected
• Blank group names — a group name cannot be empty or contain only whitespace
• Group names over 200 characters — will be rejected
• Duplicate group names — a group name must be unique within your account for the same product (AEO Performance or AI Ads Intelligence)
• Reserved group name — "Prompts Not Grouped" is a system-reserved name and cannot be used for a custom group

For CSV uploads specifically:

• The CSV must contain at least one prompt — an empty file will be rejected
• Each prompt must still meet the 400-character limit and cannot be blank
• If the upload would take you over your account's prompt quota, the entire batch is rejected

Note: There is no strict single-column format requirement for CSV files. The in-app CSV template is the recommended starting point to avoid formatting issues.

Following these guidelines will help ensure your prompts are added successfully with minimal errors.

Adding prompts

You can add prompts manually or via CSV upload.

Option 1: Add manually

1. Click + Add Prompts.
2. Select the Add manually tab.
3. Enter one prompt per line in the text area.
4. Click Next.
5. On the Link Groups step, select one or more existing groups to assign these prompts to.
6. Review the prompts and destination group on the Review & Add screen.
7. Click Add Prompts to confirm.

Note: If you do not select a group, prompts will be saved to a default group called Prompts Not Grouped.

Select the groups to add these prompts to.

Confirm the prompts and groups before adding.

Prompts are successfully added.

Option 2: Upload via CSV

1. Click + Add Prompts.
2. Select the Upload CSV tab.
3. Drag and drop your CSV file or click Upload File.
4. Click Next.
5. Select one or more groups to link the prompts to.
6. Review and click Add Prompts to confirm.

Upload CSV file

Select the groups to add these prompts to. If you do not select a group, prompts will be saved to a default group called Prompts Not Grouped.

Confirm the prompts and groups before adding.

Prompts are successfully added.

Prompt capacity

Each account has a maximum number of prompts based on your subscription, tracked separately for AEO Performance and AI Ads Intelligence. The system tracks usage automatically.

Key behaviors:

• Capacity updates in real time as you add prompts.
• You cannot exceed your purchased limit.
• If a CSV upload would take you over your limit, the entire batch is rejected.

If you reach your limit, click Request More Prompts to contact your account team, or remove prompts that are no longer required.

Deleting a prompt

To remove a prompt:

1. Locate the prompt in the Prompts table.
2. Click the delete icon beside the prompt.

Important: Deleting a prompt removes it from your library and from all groups it belongs to.

Managing Prompt Groups

Prompt Groups allow you to organize related prompts together for easier filtering and analysis in AEO Performance and AI Ads Intelligence reports.

Groups are especially useful for organizing prompts by:

• Campaign theme
• Product category
• Brand vs competitor queries
• Informational vs transactional intent

From the Prompt Groups page, you can manage your groups in several ways:

• View groups to see their details and included prompts
• Edit groups to rename them or update their prompts
• Add prompts to an existing group directly from the list
• Remove prompts that are no longer relevant
• Delete groups that are no longer needed

This page displays a list of existing Prompt Groups. Each row represents a single group and shows how many prompts it contains, when it was created, and who last updated it. You can expand any row to view the prompts within it.

Creating a prompt group

1. Navigate to AI Search > Prompt Groups via the AI Settings icon.
2. Select the AEO Performance or AI Ads Intelligence tab.
3. Click + Create Group.
4. Enter a name for the group (e.g. "Brand Awareness") and click Next.
5. On the Add Prompts step, choose how to add prompts:
   • Choose existing — select from prompts already in your account
   • Add manually — type one prompt per line
   • Upload CSV — drag and drop or upload a CSV file with one prompt per line
6. Click Review Prompts.
7. On the Review & Create screen, confirm the group name and selected prompts. Use the delete icon to remove any prompts before proceeding.
8. Click Create Group.

Add prompts to this group.

Confirm the group name and prompts before creating.

Add prompts to this group

Option to add via CSV.

Deleting a prompt group

1. Navigate to Prompt Groups.
2. Locate the group you want to remove.
3. Click the three-dot menu (···) on the right side of the group row.
4. Select Delete.

What happens when a group is deleted:

• The group and all its prompt associations are removed.
• Prompts within the deleted group stop being actively tracked.
• Prompt history is preserved on the data side and the deletion is reversible — contact your account team if you need to restore a deleted group.
• Prompts that belong to other groups are not affected.

Important: "Prompts Not Grouped" is a system-managed default group. It cannot be created, renamed, or deleted manually.

Switching Between Locations

You can toggle between locations to view and manage prompts for different markets.

1. Navigate to Prompts or Prompt Groups.
2. Click the location selector in the top-right of the page.
3. In the Domain panel, select the domain/location you want to view (for example US, UK, CA, or AU).
4. In the Locations panel, choose the specific location(s) you want to apply.
5. Click Apply.

The page will update to show prompts, prompt groups, and capacity usage for the selected location(s).

Data Availability

Data typically populates within 72 hours of activation, though it may take a little longer.

Indexing and Data Retention

Indexing starts the day after a prompt is added and stops the day after it's deleted. Deleted prompts show as "deleted" in the Prompt dropdown, and all historical data collected up until the prompt was deleted is retained. Historical data remains viewable until its dates fall outside the rolling 30-day reporting window.