Small business owner
AI Prompts for Moving a Saved AI Assistant to a New Tool
Written by PromptsByRole
Start with Step 1See an example
- Who it is for
- Small business owners who set up a saved AI assistant (a reusable setup with its own instructions and reference files) and now need to move it, because the tool is changing or retiring that feature, or because they're switching tools.
- Outcome
- A written copy of everything your assistant does, rewritten instructions you can paste into the new setup, a list of what you have to rebuild by hand, and a short set of test questions to check the new version behaves like the old one.
These prompts are plain text, so they work in whichever AI chat tool you use. Paste each step into the same chat so the AI keeps the context from earlier steps.
Step-by-step prompts
How to use it: replace the words in [brackets] with your details, paste Step 1 into your AI tool and answer any questions it asks, then paste the next steps into the same chat. Read and edit the result before you use it.
Step 1
Write down what the old assistant does
I'm moving a saved AI assistant to a new setup. Here is everything I copied from the old one: - Its name and what I use it for: [NAME AND PURPOSE] - Its instructions, exactly as written: [PASTE INSTRUCTIONS] - Reference files it uses: [FILE NAMES AND WHAT EACH ONE CONTAINS] - Connected apps or actions it can take: [LIST, OR "NONE"] - Who else uses it: [E.G. "JUST ME", "TWO STAFF"] Use only what I've pasted. Make an inventory table with columns: Item, Type (instruction, file, action, setting), What it's for, and Notes. Don't guess what a setting does. If I haven't said, write [CHECK].
Step 2
Rewrite the instructions so they stand on their own
Rewrite the instructions so they work in any AI chat tool, without depending on features of the old one. Keep every rule and every piece of business information exactly as I wrote it. Don't add new rules or facts. Organize them under these headings: Role, What you help with, Rules, Tone, What to ask me when information is missing. After the rewrite, list anything from the original you left out or changed, and say why.
Step 3
List what has to be rebuilt by hand
From the inventory, list everything that plain instructions can't carry over, such as connected apps, actions that send or change things, and files that need uploading again. For each one, say what I need to set up again, who needs access, and what to check before it's allowed to send, pay, change or delete anything. Mark any item that touches customer data or money as [REVIEW FIRST].
Step 4
Build test questions from real use
Here are [5] real requests I've given the old assistant, with customer names and details removed: [PASTE REQUESTS]. For each one, write what a good answer must include and must avoid, based on my instructions. Format it as a checklist I can use to compare the old and new assistants' answers side by side.
Step 5
Compare the answers and fix the gaps
Here are the new assistant's answers to the test requests: [PASTE ANSWERS]. Check each one against the checklist from Step 4. List every miss, say which instruction should have prevented it, and suggest a one-line change to the instructions. Don't change any business facts.
Example of good output
Illustrative example: fictional bakery and assistant; not real model output.
Given setup (illustrative): A bakery's saved assistant answers catering questions. Instructions: "Orders need 48 hours' notice. Never confirm a date. Say the owner will reply." Reference file: the catering menu.
Inventory row (Step 1): "Catering menu | File | Answering menu questions | Must be uploaded again."
Rewritten rule (Step 2): "Orders need 48 hours' notice. Never confirm a date. Say the owner will reply." Kept word for word, under Rules.
Test check (Step 4): A catering request for "this Saturday" must mention 48 hours' notice and must not confirm the date.
Gap found (Step 5): The new answer confirmed the date. The fix was to move "Never confirm a date" to the top of Rules.
Tips and pitfalls
- Copy everything out first. Save the old instructions and file list before anything changes, so you aren't relying on the old tool to keep them.
- Rebuild actions with care. A connected app that can send emails or take payments needs fresh permissions in the new setup. Test it on yourself before anyone else uses it.
- Test with real requests. Five requests you've actually handled make a better test than made-up ones. Remove customer details first.
- Check what's shared. If staff used the old assistant, tell them where the new one is and turn off the old one once the new one passes your tests.
- Keep one master copy. Save the rewritten instructions in a document you own, so you don't have to rebuild them from scratch next time.
FAQ
Do I need to move my past chats?
Usually not. Copy out any answers you want to keep as reference, and add the useful ones to the new assistant's reference files.
Will the new assistant behave exactly like the old one?
Not always. Different tools read instructions differently, which is why Steps 4 and 5 test it against real requests before you rely on it.
What if I can't see the old instructions anymore?
Rebuild them from what the assistant did. Paste a few of its best past answers into a new chat and ask what rules they follow, check every rule yourself, then use that list as the instructions in Step 2.