> ## Documentation Index > Fetch the complete documentation index at: https://docs.firstanswer.ai/llms.txt > Use this file to discover all available pages before exploring further. # Import Prompts from a Spreadsheet > Add many prompts at once using the First Answer template spreadsheet. Organize prompts into existing groups and create new groups right in the spreadsheet. ## What is spreadsheet import? Spreadsheet import lets you add many monitored prompts at once. You download your brand's template spreadsheet, fill in one prompt per row, mark the groups for each prompt, and upload the file back. It's the fastest way to: * Add dozens or thousands of prompts without typing them one by one. * Put each prompt in one or more [prompt groups](/features/monitored-prompts-groups.md). * Create new groups while you build the list. > [!NOTE] > > The import only **creates new prompts**. It doesn't change or delete the prompts you already monitor. ## Step by step **1. Open the New prompt page** In the sidebar, click **Monitored Prompts**, then the **New Prompt** button in the top-right corner. On the "New prompt" page, click **Import prompts from a spreadsheet**. ![New prompt page with the Generate prompts with AI, Add prompts manually and Import prompts from a spreadsheet buttons, with the NEW badge, and an empty prompt list](https://mintcdn.com/firstanswer/O8d9MnMVcvhm2GC1/images/monitored-prompts-import-page.png?fit=max\&auto=format\&n=O8d9MnMVcvhm2GC1\&q=85\&s=183d9fd9ddb1b8c457f4404fa8f1431c) **2. Download the template** In the modal, click **Download template (.xlsx)**. The spreadsheet already has one column for each group your brand has today. ![Import prompts from a spreadsheet modal with the Template spreadsheet block, the Download template (.xlsx) button, the Filled-in spreadsheet field with no file selected and the Import prompts button disabled](https://mintcdn.com/firstanswer/O8d9MnMVcvhm2GC1/images/monitored-prompts-import-modal.png?fit=max\&auto=format\&n=O8d9MnMVcvhm2GC1\&q=85\&s=12d4f480b60f6075b5b1a02c652a9a2e) **3. Fill in the spreadsheet** Write one prompt per row in the `prompt` column and mark **YES** on the columns of the groups it belongs to. See [How to fill in the spreadsheet](#how-to-fill-in-the-spreadsheet) for details. **4. Upload the file** Go back to the modal and click **Select file**. First Answer reads the spreadsheet right away and shows how many prompts and groups it found, or what needs fixing. **5. Import the prompts** Click **Import N prompts**. The prompts are added to the list on the page with the **Spreadsheet** badge and their groups already selected. **6. Review and save** Check the list, adjust the text or groups of any prompt, and click **Save Monitoring**. Only then are the prompts saved and start being monitored. ## How to fill in the spreadsheet The template always has the same structure: ![Template spreadsheet open with the PROMPTS — How to fill in this spreadsheet link in cell A1, the GROUPS and NEW GROUPS bands in row 1, the prompt column and existing groups in row 2, empty columns for new groups and the More groups note next to them](https://mintcdn.com/firstanswer/O8d9MnMVcvhm2GC1/images/monitored-prompts-import-template.png?fit=max\&auto=format\&n=O8d9MnMVcvhm2GC1\&q=85\&s=4b4dbb0516ae313f9eb3fb67e7618628) | Row | What it has | What you do | | - | - | - | | **1** | Colored bands: **PROMPTS**, **GROUPS** (groups that already exist) and **NEW GROUPS** (where you create groups) | Nothing. This row is just guidance. | | **2** | Headers: `prompt` and the name of each group | Only edit it to [create a new group](#create-a-new-group-from-the-spreadsheet). | | **3 onward** | Blank rows | One prompt per row. | ### Write the prompts In the `prompt` column, write one prompt per row, the way a user would ask an AI. For example: *"Where can I take a pottery class in São Paulo?"*. Fully blank rows are skipped, so you don't need to delete the leftover rows from the template. ### Mark the groups of each prompt Each group has its own column. To put a prompt in a group, click the cell in that group's column and pick **YES** from the list. Leave the cell empty when the prompt doesn't belong to the group. * A prompt can be in **several groups**: mark YES on as many columns as you want. * A prompt can have **no group**: leave all group columns empty. * Besides YES, the spreadsheet also accepts `SIM`, `x` and `1`. This helps when you paste data from another spreadsheet. Example for a brand with the groups **Single classes** and **Workshops**: | | A · prompt | B · Single classes | C · Workshops | | - | - | - | - | | **3** | How much does a single pottery class cost? | YES | | | **4** | Weekend pottery wheel workshop | | YES | | **5** | Pottery class with a workshop included | YES | YES | | **6** | Pottery studios near me | | | ## Create a new group from the spreadsheet You don't need to create the group in First Answer first. After the existing group columns, the spreadsheet has free columns under the blue **NEW GROUPS** band. **1. Write the group name** Click the header (row 2) of a column under **NEW GROUPS** and type the group name. For example: *Beginners*. When you select the cell, Excel shows a help balloon. **2. Mark the group's prompts** On the rows of the prompts that belong to the group, pick **YES** in that column. **3. Import as usual** When you upload the file, the modal shows **New groups will be created: Beginners (2 prompts)**. The group is created when you click **Import**. Example, with the new group **Beginners** in column D: | | A · prompt | B · Single classes | C · Workshops | D · Beginners | | - | - | - | - | - | | **3** | Pottery class for beginners near me | | | YES | | **4** | First pottery wheel class | YES | | YES | | **5** | Weekend pottery wheel workshop | | YES | | In this example, the **Beginners** group is created with the prompts on rows 3 and 4, and row 4 also goes into **Single classes**. ### Need more groups? The **NEW GROUPS** columns are just a starting point. To create more groups, type the name in row 2 of the column right after them, marked by the note *"More groups? Type the name right below ↓"*, or in the columns after that. Any column with a name becomes a group. ### New group rules | Situation | What happens | | - | - | | The name matches an existing group (even with different capitalization, like "workshops") | The existing group is used. No duplicate group is created. | | Two columns with the same name | They become a single group. | | A column with a name but no YES | It's ignored. No empty group is created. | | A column with YES but no name in the header | The spreadsheet is rejected and the modal points to the column. Type the name or clear the marks. | | A name longer than 255 characters | The spreadsheet is rejected and the modal points to the column. | > [!WARNING] > > New groups are created when you click **Import**, before you save. If you leave the page without saving the prompts, those groups still exist, only empty. You can delete them in [Prompt Groups](/features/monitored-prompts-groups.md). ## Can I change the spreadsheet? Yes. The spreadsheet is read by each column's **name**, not by its position. You can: * **Reorder the columns**: prompts still go to the right groups. * **Delete the column of a group** you won't use: prompts just don't go into that group. * **Use a spreadsheet downloaded earlier**: if someone created a group after the download, the spreadsheet still works. The new group just isn't in it. What you **can't** do is rename or delete the `prompt` column. Without it, the spreadsheet is rejected. > [!TIP] > > First Answer only reads the **first sheet** of the spreadsheet. If you use other sheets for drafts or notes, always keep the prompts in the first one. ## Fill in the spreadsheet with help from an AI Already have your prompts in another file, a list or loose notes? You can ask an AI, like Claude or ChatGPT, to move everything into the template format. **1. Download the template** Click **Download template (.xlsx)** in the import modal. This way the AI gets the right columns, with the groups your brand already has. **2. Send the template and your prompts to the AI** Attach the template and the file with your prompts, or paste the list into the chat. **3. Ask the AI to fill in the spreadsheet** Explain what you want and ask for an `.xlsx` file back. See an example request below. **4. Review and import** Open the file the AI returned, check the prompts and groups, and upload it through the modal as usual. ![Chat with Claude where the user attaches the template spreadsheet and asks it to fill in prompts for their brand. Next to it, the returned spreadsheet with the prompts in the prompt column and YES on the group columns](https://mintcdn.com/firstanswer/DnWsjf4hU05P3pcl/images/monitored-prompts-import-ai.png?fit=max\&auto=format\&n=DnWsjf4hU05P3pcl\&q=85\&s=02d6dc46161145bf21042f06802f5f16) Example request: ```text theme={null} I attached the First Answer template spreadsheet and a file with my prompts. Fill in the template with these prompts and return an .xlsx file: - One prompt per row in the "prompt" column, starting at row 3. - For each prompt, write YES in the column of each group it belongs to. A prompt can be in more than one group. - If a group doesn't exist yet, write its name in row 2 of an empty column under the NEW GROUPS band and mark YES on the rows of its prompts. - Don't rename or delete the "prompt" column and don't change row 1. - Remove duplicate prompts. - Keep the prompts in the first sheet and save as .xlsx. ``` > [!TIP] > > You can also ask the AI to suggest new prompts or to split the list into groups by topic, intent or product. It's a quick way to build a complete list from a few examples. > [!WARNING] > > The AI can make mistakes: move a prompt to the wrong group, change its text or rename columns. Review the file before importing. The modal also checks the spreadsheet and shows what's wrong. Also keep in mind that you'll be sharing your brand's prompts and group names with the AI tool. Follow your company's rules for using these tools. ## Limits | Limit | Value | | - | - | | Format | `.xlsx` only (the template) | | File size | Up to 5 MB | | Prompts per spreadsheet | Up to 3,000 | | Length of each prompt | Up to 1,000 characters | | Total prompts | Your plan's limit. If the spreadsheet has more prompts than you can still add, the modal shows how many rows to remove. | Need to import more than that? Split the prompts into more than one spreadsheet and import them one at a time. ## Skipped rows Some rows don't block the import but are left out. When this happens, the modal shows a yellow warning, for example **22 prompts ready · 2 rows will be skipped**. Click **Show details** to see each row and the reason: | Reason | What to do | | - | - | | **Duplicate prompt in the spreadsheet** (same as another row) | Nothing. The first occurrence is imported and the repeats are skipped. | | **The prompt is already in your list** | Nothing. It's already on the New prompt page, so it isn't added again. | | **Empty prompt** | Write the prompt or clear the row's marks. | | **Prompt longer than 1,000 characters** | Shorten the prompt. | You can import the ready rows anyway, or fix the spreadsheet and upload it again with **Change file**. ## Error messages When the file can't be used, the field turns red and the **Import** button is disabled. Fix the spreadsheet and upload it again. > **Unsupported format** > > The file isn't `.xlsx`. Use the template. If you edited it in Google Sheets, download it with **File > Download > Microsoft Excel (.xlsx)**. > **The file is over the 5 MB limit** > > Split the prompts into more than one spreadsheet. > **The columns don't match the template** > > The `prompt` column wasn't found. Download the template again and don't rename the `prompt` column. > **We couldn't read the file** > > The file is corrupted or password-protected. Open the spreadsheet, remove the password, save it as `.xlsx` and upload it again. > **The spreadsheet has no prompts filled in** > > No row from row 3 onward has a prompt. Fill in the `prompt` column and upload it again. > **The spreadsheet has more than 3,000 prompts** > > Split the prompts into more than one spreadsheet. > **The spreadsheet has more prompts than you can add** > > Your plan doesn't have room for all the prompts. Remove the rows shown in the modal or upgrade your plan. > **The column has marks but no group name** > > A column has YES on its rows, but its header (row 2) is empty. Type the group name in the header or clear the marks. > **The group name is longer than 255 characters** > > Shorten the group name in the header of the column shown. > **We couldn't import the prompts** > > There was a connection problem. The file is still selected: click **Try again**. ## After importing Imported prompts are added to the list on the **New prompt** page, together with the ones you added manually or with AI: * Each prompt shows its origin badge: **Manual**, **AI** or **Spreadsheet**. * The groups marked in the spreadsheet appear in each row's group selector. You can select, clear or create groups right there before saving. * Nothing is saved until you click **Save Monitoring**. If you try to leave the page before that, First Answer warns you that the prompts will be lost. Once saved, the prompts appear in [Monitored Prompts](/features/monitored-prompts.md) and the first metrics arrive after the next collection. ## FAQ > **Can I use Google Sheets, Numbers or LibreOffice?** > > Yes. Open the template in the app you prefer and, when you're done, save or download it as `.xlsx`. Some apps don't show the options list or the help balloon on the columns. In that case, type **YES** directly in the cell. > **Can I write prompts and group names in other languages?** > > Yes. The spreadsheet's titles are always in English, but prompts and group names can be in any language. > **Does the import change the prompts I already monitor?** > > No. It only creates new prompts. To change the groups of prompts you already monitor, use the [Prompt Groups](/features/monitored-prompts-groups.md) page. > **Can I put an already monitored prompt in a new group from the spreadsheet?** > > No. The spreadsheet only handles the prompts you're adding now. For prompts you already monitor, edit the group in [Prompt Groups](/features/monitored-prompts-groups.md). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.