How to Build a Prompts Database in Notion

This article provides a step-by-step guide to creating and maintaining a prompts database in Notion. By building this system, you'll be able to easily capture useful prompts you find online, organize them effectively, and access them when needed—ultimately saving hours each week and developing a sustainable habit of using AI in your daily work.

Watch it in action

Resources

• Check out my full Notion Course: Build Your Command Center in Notion

Make a copy of my template

Key Takeaways

1. The most effective AI users build systems that make prompting frictionless - They create workflows that encourage regular AI tool usage, regardless of their technical background.
2. A well-organized prompts database reduces friction - By categorizing prompts by use case, output format, and relevance to different areas of your life, you can quickly find the right prompt when you need it.
3. Regular maintenance is key - Set aside time during weekly review sessions to test captured prompts, add relevant tags, and refine them for better results.

Benefits of Using a Prompts Database

Implementing a prompts database offers numerous advantages:

• Increased productivity: Quick access to pre-written prompts saves time and effort in crafting new ones for recurring tasks.
• Consistent AI usage: Reducing the friction of prompt creation encourages regular use of AI tools, helping you develop a habit of leveraging AI in your daily work.
• Enhanced creativity: Experimenting with different prompts can spark new ideas and innovative solutions.
• Continuous learning: As AI technology evolves, a prompts database provides a framework for updating and refining prompts based on new developments and best practices.

Setting Up Your Prompts Database in Notion

Creating the Basic Structure

1. Start with the template linked in the resources section
2. Click below the Quick Links section and type "/callout" to create a callout box
3. Name it "Quick Actions" and make it bold
4. Create a line and change the icon to a target
5. Move this above the Quick Links box
6. Duplicate it (CMD/CTRL + D)
7. Move the duplicate to the right and rename it to "Pinned"
8. Change the icon to a pushpin
9. Move the Quick Links box below Quick Actions

Creating the Operations Center

1. Create a Header 2 by typing "##" and name it "Ops Center"
2. Add a blue divider line
3. Under Quick Actions, create a button by typing "/button"
4. Add a plus icon
5. Under "New Action," select "Add page to" and choose the "Prompts DB (database only)"
6. Configure to automatically set the "Type" property to "Captured"
7. Set the button to open the new page in side peek view

Understanding Database Properties

The database includes several key properties to help organize your prompts:

• Type: Categorizes prompts by relevance (Personal, Business, Workplace, All, or Captured)
• Use Case: Tags the prompt with the category of task (copywriting, business operations, data analysis, etc.)
• Output Format: Indicates whether the result is text, image, or video
• App: Notes which specific AI application the prompt works best with
• Example Image Output: Shows sample results for image prompts
• Last Edited Time and Created Time: Helps with sorting and tracking

Adding Views to the Main Page

Creating an Inbox View

1. Add a table view linked to the raw prompts database
2. Change to List layout
3. Toggle off the database title
4. Show only the "Type" property
5. Filter for Type = Captured only
6. Rename to "Inbox" with a tray icon

Creating an Essentials View

1. Copy the Inbox view to the Pinned box
2. Rename to "Essentials"
3. Show only the Use Case property
4. Change filter to Type = All

Setting Up the Operations Center Views

1. Create a table view linked to the raw Prompts database
2. Hide properties and table title
3. Create a "Personal" view with gallery layout
4. Show only the App property
5. Filter for Type = Personal
6. Group by Use Case
7. Duplicate and create similar views for other types (Business, etc.)

Using Your Prompts Database in Real Life

Capturing New Prompts

When you come across a useful prompt:

1. Copy the prompt text
2. Click your New Prompt button
3. Name the prompt
4. It's automatically tagged as "Captured"
5. Add a Use Case and Output Format
6. Paste the prompt in the body
7. Note the source if applicable

Processing During Weekly Reviews

During your weekly review:

1. Clean up the prompt by removing unnecessary notes
2. Test it on real scenarios
3. Add helpful hints based on your testing
4. Specify which AI app it works best with
5. Change the Type to the appropriate category (Personal, Business, etc.)
6. Make improvements to the original prompt if needed
7. Save previous iterations for reference

Pro Tips for Better Organization

• Use code blocks (type "/code") to store prompts for easy copying
• Or use callout boxes if you need visual differentiation for variable placeholders
• Group similar prompts together on a single page to keep your database streamlined
• Add the New Prompt button to frequently used pages for seamless capture
• Use the search function to quickly find specific prompts

Final Thoughts

A well-organized prompts database is more than just a collection of text snippets—it's a system that enables you to leverage AI tools consistently and effectively. By reducing the friction of prompt creation and management, you'll develop a sustainable habit of using AI in your daily work, ultimately saving time and boosting your productivity.

The key is to start simple and evolve your system as you go. Begin by capturing prompts you find valuable, test them during regular review sessions, and organize them in a way that makes sense for your workflow. Over time, your database will become an invaluable resource that helps you keep up with AI advancements.

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