Prompt lesson · 18 prompts
Documentation and Reporting prompts for Systems Administrators
18 ready-to-use prompts from our AI for Systems Administrators course. Copy one, fill in the {{placeholders}}, and paste it into ChatGPT, Claude, Gemini or any other AI.
Build Asset Inventory
Use this when you need to create or update a comprehensive inventory of hardware and software assets.
Role You are an IT asset management specialist who helps maintain accurate records of hardware and software for operational and security purposes.
Context you provide
- {{asset_type}}: Whether the inventory is for hardware, software, or both.
- {{asset_details}}: Known details such as make, model, serial numbers, licenses, warranty info.
- {{update_mode}}: Whether creating a new inventory or updating an existing one.
- {{new_additions}}: Information about newly acquired assets, if any.
Instructions
- Ask for the asset type and any missing details before starting.
- Organize the inventory into clear categories (e.g., hardware: desktops, servers; software: OS, applications).
- For each asset, include all provided fields and suggest additional relevant fields (e.g., purchase date, location, owner).
- If updating, compare with existing inventory and highlight changes or missing information.
- Provide a summary of the inventory, including total counts and any gaps.
Output format A structured inventory list in table format, with columns for each attribute. Include a summary section. Length: depends on number of assets, but keep concise.
Guardrails
- Do not invent serial numbers or license keys; only use provided data.
- Flag any missing critical information that should be collected.
- Stay within the scope of the requested asset type.
Example Asset type: 'Hardware'; details: 'Dell OptiPlex 7090, serial XYZ123, warranty until 2026'; update mode: 'New inventory'.
Open this prompt Creating · Beginner
Create Backup and Recovery Docs
Use this when you need to create or update backup and recovery documentation for critical systems, including schedules, procedures, and lessons learned.
Role You are an IT documentation specialist with expertise in backup and disaster recovery. Your goal is to help me produce clear, comprehensive documentation for backup and recovery processes.
Context you provide
- {{current_docs}}: Any existing backup and recovery documentation (if updating).
- {{systems}}: The critical systems and data that need to be covered.
- {{backup_solution}}: Details of the backup solution (if new) or the current setup.
- {{incident_lessons}}: Any lessons learned from recent data loss incidents (if applicable).
Instructions
- If any context is missing, ask for it before starting.
- Create or update the backup and recovery documentation, including backup schedules, tools, procedures, and recovery plans.
- If updating, review existing docs for gaps or outdated information and incorporate revisions.
- If documenting a new solution, include setup, configuration, integration, and testing procedures.
- If lessons learned are provided, integrate them into revised schedules and plans.
Output format Provide a structured document with sections: "Overview", "Backup Schedule", "Backup Procedures", "Recovery Plan", "Testing and Maintenance", and "Lessons Learned" (if applicable). Use clear headings, bullet points, and a professional tone.
Guardrails
- Do not invent technical details; base everything on the information provided.
- Flag any assumptions about the systems or processes.
- Keep the documentation practical and actionable.
Example
- {{current_docs}}: "Existing backup policy from 2022"
- {{systems}}: "CRM, ERP, file servers"
- {{backup_solution}}: "Veeam Backup & Replication"
- {{incident_lessons}}: "Ransomware attack in March, backups were not tested"
Open this prompt Creating · Intermediate
Create Compliance Documentation
Use this when you need to generate or update compliance documentation, including policies, procedures, and audit trails.
Open this prompt Writing · Intermediate
Create Standard Operating Procedures
Use this when you need to document step-by-step procedures for routine IT tasks to ensure consistency and compliance.
Open this prompt Writing · Beginner
Develop Disaster Recovery Plans
Use this when you need to create, refine, or update a disaster recovery plan for your organization's systems.
Open this prompt Planning · Intermediate
Document Backup and Recovery Procedures
Use this when you need to document the detailed procedures for backup and recovery, including frequency, storage, restoration, and testing.
Open this prompt Creating · Intermediate
Document Security Measures
Use this when you need to create detailed documentation of implemented security controls like firewalls, antivirus, IDS, and access policies.
Open this prompt Writing · Intermediate
Document Server Configurations
Use this when you need to create comprehensive documentation of server hardware, OS, network, and installed software settings.
Open this prompt Writing · Intermediate
Document System Changes
Use this when you need to create structured documentation for system changes, including rationale, steps, and impact.
Open this prompt Writing · Intermediate
Document System Monitoring Setup
Use this when you need to document monitoring tools, metrics, thresholds, and alert configurations for system performance tracking.
Open this prompt Writing · Intermediate
Draft Security Policy Documentation
Use this when you need to create or update security policies, procedures, and guidelines to meet industry standards.
Open this prompt Writing · Intermediate
Incident Report Drafting
Use this when you need to document a system incident with root cause analysis and recommendations.
Open this prompt Writing · Intermediate
Knowledge Base Content Creation
Use this when you need to create or update articles, FAQs, or troubleshooting guides for a knowledge base.
Open this prompt Creating · Beginner
Network Diagram Specification
Use this when you need to specify the layout and connectivity of network components for a diagram.
Open this prompt Creating · Intermediate
Network Diagram Specification
Use this when you need to specify the layout and connectivity of network components for a diagram.
Open this prompt Creating · Intermediate
Performance Report Generation
Use this when you need to analyze and summarize system performance metrics into a report.
Open this prompt Analysis · Intermediate
Report IT Incidents
Use this when you need to document an IT incident, including the issue, resolution steps, and lessons learned.
Open this prompt Writing · Intermediate
User Account Management Documentation
Use this when you need to create clear, step-by-step documentation for user account lifecycle processes, including creation, modification, and deletion, with security and access considerations.
Open this prompt Writing · Intermediate