How to Use Airtable to Manage AI Prompts in Automations

Common Mistake

• Issue: Embedding prompts directly into automations.
  • Problem: Any prompt change requires opening and testing the automation, risking breakage of other automations.

Solution: Use Airtable for Prompt Management

• Manage Prompts in Airtable:
  • Store system, user, and assistant prompts.
  • Allows for easy updates and management.
• Use Automations:
  • Import prompts as variables.
  • Map system, user, and assistant prompts directly.

Benefits

• Easy Modification: Modify prompts in Airtable, and updates automatically reflect in automations.
• Organization: Prompts are organized and accessible.

Step-by-Step Guide

Airtable Setup

1. Create Airtable Base:
   • Rename to "AI Prompt Database".
   • Create table named "Prompts".
2. Create Columns:
   • Name: Name of the prompt reference.
   • System Prompt: Long text field.
   • User Prompt: Long text field.
   • Assistant Prompt: Long text field.
3. Populate with Sample Prompts:
   • Copy and paste sample prompts.
   • Adjust row height for better visibility.

Automation Setup

1. Create New Automation:
   • Start with Airtable module.
   • Search for records and connect to new base.
2. Add Connection:
   • Connect to "AI Prompt Database".
   • Select all columns.
   • Set row limit (e.g., 100 if needed).
3. Text Aggregator Module:
   • Use to refactor data into JSON format.
   • Build JSON object with system, user, and assistant prompts.
4. Parse JSON Module:
   • Map text from previous module into JSON.
   • Test run to ensure data is formatted correctly.

Using ChatGPT in Automation

1. Integrate ChatGPT:
   • Add ChatGPT module to automation.
   • Select model (e.g., ChatGPT system 4.0).
2. Map Prompts:
   • Add system, user, and assistant prompts.
   • Use JSON formatted prompts for mapping.
   • Save automation.

Updating Prompts

• Process:
  • Update prompts directly in Airtable.
  • Re-run automation to reflect changes.
  • No need to manually update automation setup.

Community and Resources

• No Code Architects Community:
  • Access to templates and workshops.
  • Regular support and interaction opportunities.

Conclusion

• Advantages: Organized prompt management, easy adjustments, reduced risk of automation breakage.
• Invitation: Join the community for further learning and resources.