How to Create a Team and Share a Prompt with the Team

[Stacey]

Visit PromptOwl

1. Click on “Team” to create your team to manage and share the prompts.

2. Type your team name.

3. Enter the email addresses that you are inviting.

4. Click “add” for each email address

5. Once all email addresses are added, click on “Create Team”

6. Click on “Dashboard” to find the prompts you want to share.

7. On the dashboard, click on the “share” button on the prompt you created to share.

8. Click here to type the email address that you want to share with. When ready, press “Enter”.

9. When sharing with a team, please mark the team name. Once marked, the prompt is shared with everyone in the team automatially.

Teams

Teams in PromptOwl provide a central hub for sharing prompts and managing user access. You can add team members using their email addresses and assign them specific roles.

Prompt Sharing

Prompts can be shared with entire teams. When a prompt is shared with a team, all team members gain access based on their assigned role. Sharing via email directly grants “User” access.

User Roles and Permissions

PromptOwl uses a role-based system to control access to prompts. The following roles are available:

Owner: Owners have full control over the prompt. They can:

• View the prompt

• Use the prompt’s output

• Edit the prompt

• Publish the prompt

• Share the prompt with others

• View monitoring data (performance, usage, etc.)

• View prompt history

Editor: Editors have extensive control over the prompt’s content and usage. They can:

• View the prompt

• Use the prompt’s output

• Edit the prompt

• Publish the prompt (within the team)

• View monitoring data

Viewer: Viewers have read-only access to the prompt and its output. They can:

• View the prompt

• Use the prompt’s output

User: Users have limited access, primarily focused on utilizing the prompt’s output. They can:

• Use the prompt’s output

Permissions Matrix

Key Differences Between Roles

Publishing: Only Owners and Editors can publish prompts. Editors can only publish prompts within the team, while Owners can share them more broadly.

Sharing: Only Owners can share prompts with other users or teams.

Editing: Only Owners and Editors can modify the content of a prompt.

Accessing Monitoring and History: Only Owners and Editors can view monitoring data and prompt history.

How it Works in Practice

1. Creating a Team: You create a team and add members by their email addresses.

2. Assigning Roles: For each team member, you assign a specific role (Owner, Editor, Viewer).

3. Sharing a Prompt: You share a prompt with a team.

4. Access Based on Role: Team members can then access the prompt based on their assigned role. For example, a Viewer can see the prompt and use its output, but cannot edit or publish it. A User will be taken directly to the ‘Use’ page for the prompt.

5. Direct Email Sharing: If you share a prompt directly with an email address (not through a team), that user will automatically be assigned the “User” role.

Important Notes:

• If a team member with a non-owner role removes a shared prompt from their dashboard, it only removes it from their view. The prompt remains available to other team members. Only an Owner can permanently delete a prompt for everyone.

• All deleted prompts are soft-deleted, meaning they technically remain in the database but are hidden from users. This feature is for future data recovery purposes.