How to Build a Prompts Database in Notion (template included)!

Seamless Prompt Capture and Organization [00:00]

• Professionals, not just engineers, are becoming the best AI users by creating systems for regular AI tool integration.
• Prompting is the primary AI interaction method, and simplifying it makes it automatic in daily work.
• A Notion prompt database can save hours weekly and provide a sustainable system to keep up with AI advancements.
• The system allows users to copy prompts encountered online, add them to the database with a name, and then revisit them for testing and tagging during weekly review sessions.

  "despite having zero technical background I've noticed the best AI users aren't necessarily the engineers instead they're professionals who have created systems that encourage regular use of AI tools"

Setting Up the Notion Workspace Structure [01:40]

• Create a "Quick Actions" callout box with a target icon for immediate access to functionalities.
• A "Pinned" callout box is created to the right of "Quick Actions" for frequently accessed items.
• A header labeled "Operation Center" is established, followed by a "New Prompt" button.
• The "New Prompt" button is configured to add a new page to the prompts database using a predefined template, automatically setting the "type" property to "capture."
• This new page is opened in a side-peek view for immediate prompt entry and initial property setup.

Configuring the Prompts Database Properties [05:05]

• The "Type" property categorizes prompts (e.g., capture, archived, personal, business, workplace).
• "Use Case" tags prompts with their intended task (e.g., copywriting, business operations, data analysis).
• "Output Format" specifies the expected result (text, image, video).
• "App" property lists specific applications if the prompt is exclusive to them (e.g., Midjourney for text-to-image).
• Including an example image in a property helps visualize expected outputs.
• "Last Edited Time" and "Created Time" properties are crucial for sorting, ensuring the most recent prompts are at the top.

Creating Dynamic Views for Prompt Management [06:30]

• A linked "Table View" is created under "Operation Center" that filters for prompts with the "Type" as "Captured," named "Inbox."
• The "Inbox" view shows prompts that have been saved but not yet tested or organized.
• The "Inbox" view is duplicated and renamed to "Essentials," with the filter changed to show all prompts and grouped by "Use Case," intended for frequently used prompts.
• The "Type" property acts as a workflow indicator, moving prompts from "Inbox" to specific categories like "Personal," "My Business," or "Workplace" as they are processed.

  "the type property represents the area of My Life The Prompt is relevant for is it relevant for my personal life my business the workplace or all of the above"

Customizing Category-Specific Views [09:52]

• Under the "Ops Center," a linked table view is set up to display prompts.
• Duplicates of the "All" view are created and renamed to "Personal," "My Business," and "Workplace," with corresponding icons.
• Each category view is filtered specifically for its respective "Type" (e.g., "Type equals to Personal").
• The "Personal" view is set to a "Gallery" layout for a more visual presentation, grouped by "Use Case."
• The "Ops Center" retains an "All" view for quick searching of any prompt using keywords.

Practical Prompt Capture and Iteration Workflow [12:21]

• Users can capture a prompt by highlighting, copying, pasting it into the "New Prompt" button in Notion, and filling out properties like "Use Case," "Output Format," and "Source" (including URLs).
• During weekly review, users can test prompts, create duplicates for iteration, and move original versions to "Previous Iterations."
• Prompts can be refined by adding details like personas, removing unnecessary content, and adding "Helpful Hints" or specific usage instructions (e.g., "works best in Claude with .csv files").
• The "App" and "Type" properties are updated accordingly to reflect the refined prompt's usage.

  "I would make a duplicate of the prompt move the original down to previous iterations so I have a copy of the original"

Advanced Prompt Organization and Inspiration [14:02]

• Inspiration for prompt organization can be drawn from resources like Hunter Bom's use of code boxes for prompts, which include a convenient copy button.
• The speaker prefers callout boxes for prompts that contain placeholder variables, using formatting like Command + Control + E to visually distinguish these variables for easy replacement.
• Similar prompts can be grouped on a single Notion page (e.g., name generator and domain name generator) to maintain database cleanliness.
• External prompt libraries are linked for inspiration, including resources from major tech companies and user-generated collections.
• An "Archived Prompts" page stores prompts whose "Type" has been changed to "Archived."