Set up prompts
Prompts are the questions Orchestor observes over time. Your choice of questions shapes which competitors, sources, and opportunities you discover. This guide takes you from understanding a customer's conversation with AI to creating, adding, and managing those questions.
Understand how prompts work
Prompts and keywords
A search keyword briefly names what someone is looking for. A prompt can also explain who is asking, their situation, and the decision they need to make.
| Approach | Example |
|---|---|
| Keyword | Recommended CRM tools |
| Prompt | Which CRM would be easy to introduce at a company with a ten-person sales team? |
Use natural questions that resemble real discussions and comparisons. Customer inquiries, recurring sales questions, and concerns before adoption are useful starting points.
Separate intent from context
Distinguish what you want AI to answer from the conditions its answer should account for.
| Element | What to consider | Example |
|---|---|---|
| Intent | The requested recommendation, explanation, or comparison | Which to choose, how to start, how options differ |
| Audience | Who needs the answer | Beginners, small businesses, marketing teams |
| Use case | What they need it for | Remote teams, e-commerce, multiple locations |
| Constraints | Conditions that affect the choice | Budget, team size, location, required features |
In “Which project management tool suits a remote team of fewer than 20 people?”, the intent is tool selection; team size and working arrangements provide context.
Prioritize different decisions over wording variations
Before filling your allowance with paraphrases, cover differences in audience, use case, budget, and location. Similar questions do not guarantee identical AI answers, so assess results as trends over time.
An informational question such as “How can I improve this?” may produce no brand mentions. If customers genuinely need a tool, include that choice in the question: “Which tools should I use?” Avoid making a question unnatural just to elicit brand mentions.
Plan your topics first
Before adding individual questions, start with roughly three to five broad themes. This is an organizational suggestion, not a product limit.
| Example topic | Questions it can contain |
|---|---|
| Marketing analytics | Measurement, traffic sources, and reporting comparisons |
| Content production | Writing, editing, and production efficiency |
| Team collaboration | Information sharing, project coordination, and remote work |
| Security | Fraud prevention, permissions, and data protection |
- Choose the areas where you want to be found
List your main offerings and the problems your customers need to solve.
- Give each topic a clear name
Make its scope easy to understand. If a question could belong equally to several topics, reconsider their overlap.
- Review suggestions and fill the gaps
Review questions for each theme, then add questions needed for specific customers or situations.
A topic is a question's primary home. Tags provide comparison dimensions across topics. See organize topics and tags.
Add prompts to your workspace
Select the workspace and open Prompts. Use suggestions, manual entry, or CSV import according to your needs.
Option 2: Enter prompts manually
Open manual entry from Add prompt. Enter one question per line for multiple prompts. Choose a topic, review the text, and add it. Check the result in Active.
The manual text field accepts 2,000 characters in total. Manual entry currently registers questions for Japan in Japanese. To register another country, specify Country Code in a CSV. You can assign tags from the table after adding prompts.
Option 3: Import a CSV
Open Add prompt → Bulk upload and select a CSV. Review the recognized rows and validation errors before importing.
Use UTF-8 encoding. Comma, semicolon, and tab delimiters are supported. Each upload accepts up to 500 prompts and 2 MB. The first row must contain column names.
| Column | Content | Rules |
|---|---|---|
Prompt | One question per row | Required; up to 2,000 characters per question |
Country Code | A country code such as JP or US | Blank defaults to JP; unsupported codes cause an error |
Topic | The question's topic name | Optional; created if the name does not exist |
Tag 1, Tag 2… | One tag per column | Optional; add columns as needed |
Persona | The intended customer profile | Optional |
Prompt,Country Code,Topic,Tag 1,Tag 2
Which CRM suits a ten-person sales team?,US,Customer management,Small business,Evaluation
Which knowledge-sharing tool suits a remote team?,US,Collaboration,Remote,EvaluationSupported country codes are currently JP, US, GB, DE, FR, ES, SG, AU, and CA. Prompts use the region and language mapped to the country code.
Check the successful and failed counts after an upload. If you reach the prompt allowance partway through, questions already added remain in the workspace. Check those questions before importing the remainder instead of resending the entire file.
Balance questions with the prompt builder
Use the prompt builder when you want a consistent mix of questions across offerings and markets.
- Confirm the business and audience
Choose services and personas.
- Choose markets
Set the countries and languages to observe.
- Review topics
Choose themes for your questions.
- Set the distribution
Make branded/non-branded proportions total 100%, and informational/commercial/transactional proportions separately total 100%.
Understand volume
Volume describes relative demand within an industry for a question or similar search intent. It differs from the number of prompts you track and the number of answers Orchestor collects. It is not a count of questions actually asked across AI services.
The current prompts list has no volume value and displays —. This does not mean demand is zero. Do not infer volume from visibility or position. Choose prompts using customer questions, relevance to your offering, and topics that matter when comparing options.
Manage allowances and history
Use All, Active, Suggested, and Archived in the prompt list to manage the questions you track.
| Status | Allowance and history |
|---|---|
| Active | Counts toward the allowance and is eligible for scheduled measurement |
| Suggested | Does not count until you accept it and start tracking |
| Archived | Stops new measurement, retains past answers, frees the allowance, and can be reactivated |
| Deleted | Leaves the allowance and normal lists; recoverable within the 30-day retention period |
Archive a question when you only need to pause tracking. Deleted prompts and their answer history are permanently removed after retention expires. Permanent deletion through the administrator API is separate from normal deletion in the UI and cannot be undone.
See organize topics and tags for bulk management.
Next steps
- Organize topics and tags: group questions for useful comparisons
- Add competitor brands: choose who to compare against
- Review AI answers: read the actual answers, mentions, and citations
Manage added prompts
See Prompt status and editing for status tabs, pausing measurement, and editing classifications and measurement settings.