Keywords and Prompt Files

What is it?

Prism tracks the keywords and prompts you give it.

• Keywords are used by rank tracking: Google SERP, Bing, Play Store, App Store and YouTube.
• Prompts are used by AI Visibility, the LLM Tool. A prompt is a question Prism asks AI platforms.

You can manage them in two places in the Client panel:

• Keyword Setting — add, edit, switch off, upload and export keywords one tracking project at a time. This is the easiest way to make changes.
• The project form in Project settings — upload a full keywords or prompts file when you create or edit a tracking project.

Why use it?

• To start tracking a new project.
• To add, switch off or change keywords and prompts.
• To group them by brand, category and sub-category, so you can filter your reports.

Before you start

You need admin or owner access to open the Client panel. See Roles and permissions. If you do not have access, you see You need admin or owner access on at least one project to open this panel.

How to use it

Open Keyword Setting

1. Open the Client panel

   In the Prism sidebar, under System, click Settings. You can also open the Current Project switcher at the top and click + New project.

2. Open Keyword Setting

   In the Client panel sidebar, click Keyword Setting. The page is called Keyword Settings.

3. Pick a channel and a project

   Click a channel tab: Google, LLM Tool, Bing Rankings, YouTube, Play Store or App Store. Then pick the tracking project in the filter bar.

You only see tabs for the channels turned on for your project. If none are on, you see No channels are enabled for this project.

Add one keyword

1. Open the menu

   Click Add Keyword, then Add Single Keyword.

2. Fill in the form

   Type the Keyword. You can also add a Brand, Categories and Subcategories, and pick a Status.

3. Save

   Click Add Keyword. You see Keyword added. If the keyword was already in the list, you see This keyword already existed — it was updated with the new values.

Upload many keywords

1. Open the upload window

   Click Add Keyword, then Bulk Upload Keywords.

2. Choose a method

   Pick Bulk Insert or Update All (see the table below), then click Next.

3. Pick your file

   Choose an .xlsx or .xls file. Click Download sample file if you need a template.

4. Upload

   Click Upload Keywords. A message shows what changed, for example Keywords uploaded: 12 added · 3 updated.

Edit or switch off a keyword

Click Edit on a row. Change the keyword, Brand, Categories, Subcategories or Status, then click Save Changes. Set Status to Inactive to stop tracking a keyword. Set it back to Active to start again.

Understanding the screen

Keyword list

• Search box, for example Search Google keyword or Search keyword.
• Status: filter with Active (the default), Inactive and All.
• Export Keywords downloads the list you are looking at, for example google-keywords.xlsx, bing-keywords.xlsx, youtube-keywords.xlsx, play-store-keywords.xlsx, apple-store-keywords.xlsx or llm-keywords.xlsx.
• Columns: Keyword, Brand, Categories, Subcategories, Status.

Active and inactive keywords

• Prism only checks active keywords.
• Inactive keywords are never deleted. Their past rankings stay in your reports.
• Changes count from the next check. See Tracking frequency.

Prompts on the LLM Tool tab

The LLM Tool tab works the same way for prompts. Its Add Keyword menu also has Generate with AI, which writes prompts for you. Learn more in AI Visibility.

File headers

Use these column headers in your Excel file. Prism reads only the first sheet and skips empty rows.

On the project form, the header row must match exactly. The columns can be in any order, but nothing can be missing and nothing extra can be added. Prism checks the file as soon as you pick it (you see Checking file…).

The Category and SubCategory values are what you later filter by, for example with Category and Sub Category on rank tracking screens, or All Categories and All SubCategories on AI Visibility screens.

Files on the project form

• Download sample file — a sample file with the right headers: sample-keywords.xlsx or sample-prompts.xlsx.
• When you edit a project, you see how many keywords or prompts are uploaded now, and Download current file.
• Click to replace the keywords file — upload a new file. The keywords in the new file become active. All others become inactive. Nothing is deleted.

Understanding the data

Example

For example, a keywords file for a shoe shop might look like this:

A prompts file for the same shop:

You stop selling office shoes. On Keyword Setting, you open the Google tab, click Edit on "leather office shoes", set Status to Inactive and click Save Changes. Prism stops checking it from the next check.

Tips

• Always start from Export Keywords or Download current file when you edit a whole list.
• Use Bulk Insert to add keywords. Use Update All only with a complete list.
• Keep category names short and spelled the same way every time.
• Write prompts the way a real customer would ask them.

Common issues