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AI agent for prompt engineers

Prompt Library Cleanup Agent

Leave a smaller library where each purpose has one tested, owned prompt

Data cleanupIT and development
See how it worksGet access
Prompt Library Cleanup Agent: what goes in, what the agent does and what you get

What it does

A team prompt library grows to 400 prompts, with ten versions of the same email rewrite and several nobody has used in a year. This agent finds near-duplicate prompts by purpose, not only by text. It tests each group on the same sample cases, keeps the best performer, and notes the owner and the date of last use. It checks usage data so that a prompt used daily is not retired by mistake. Where it proposes a merge, it retests the merged prompt on the sample cases and compares it with the originals. It lists prompts to retire with the reason. The owner approves retirement. Edge case: two similar prompts serve different audiences with different tone, so the agent keeps both and labels them.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Quarterly cleanup 2 USES A TOOL Read the library with owners and last-used dates 3 DOES Group prompts by purpose and find near-duplicates 4 USES A TOOL Run each group on the same sample cases and graderesults 5 DOES Pick the best prompt in each group and proposemerges 6 USES A TOOL Test the merged prompt against the originals 7 CHECKS THE RESULT Does the merged prompt score at least as well as thebest original? If not: keep the best original or revise the merge andtest again. Back to step 5. 8 USES A TOOL Check recent usage of each prompt proposed forretirement 9 YOU APPROVE Owner approves retirement and merges 10 CHECKS THE RESULT Do users of the retired prompts have a workingreplacement link? If not: add the redirect or restore the prompt. Back tostep 2. 11 RESULT Cleanup report with kept, merged and retired prompts
Read the steps as a list
  1. Quarterly cleanup
  2. Read the library with owners and last-used dates
  3. Group prompts by purpose and find near-duplicates
  4. Run each group on the same sample cases and grade results
  5. Pick the best prompt in each group and propose merges
  6. Test the merged prompt against the originals
  7. Does the merged prompt score at least as well as the best original?If not: keep the best original or revise the merge and test again. Back to step 5.
  8. Check recent usage of each prompt proposed for retirement
  9. Owner approves retirement and mergesThe agent waits here for your OK.
  10. Do users of the retired prompts have a working replacement link?If not: add the redirect or restore the prompt. Back to step 2.
  11. Cleanup report with kept, merged and retired prompts

How it decides

It groups by purpose, keeps the prompt with the best test score and usage, and proposes retirement only for prompts with a better replacement and low recent use.

  • Treat prompts with the same purpose and audience as duplicates
  • Keep both when audience or tone differs
  • Do not retire a prompt used in the last 30 days without owner approval
  • Require the merged prompt to match the best original on 90% of test cases

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Usage window (default 30 days)
  • Group matching rules
  • Pass level for merged prompts (default 90%)
  • Cleanup schedule
  • Where archived prompts go

What keeps you in control

It always asks you first

  • Owner approves each retirement
  • Library lead approves merged prompts

Hard limits

  • Never delete a prompt, only archive it
  • Never retire a recently used prompt without its owner

It stops when

  • Done: every group has a kept prompt and retirements are approved
  • Stop: no usage data is available so retirements are held

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe library had 412 prompts and 38 groups of duplicates. In one group of 7 email rewrite prompts, scores ranged from 71 to 88. The merged prompt scored 84, below the best at 88, so the check failed. The agent kept the best original instead and proposed retiring 5 others. Two were used last week, so it asked their owner. The owner approved 3 retirements and linked 2.

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