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Prompt Manager - User Guide

Overview

Prompt Manager is a browser extension that lets you store, manage, and quickly insert prompts into any text field on the web. Your prompts are stored in a Notion database and cached locally for fast, offline access.

Features

  • 🔍 Quick Insert: Right-click in any text field to insert your favorite prompts
  • 💾 Local-First: Prompts cached in IndexedDB for instant access and offline use
  • 🔄 Notion Sync: Keep your prompts in Notion and sync them to the extension
  • ⭐ Favorites: Mark prompts as favorites for quick access
  • 🏷️ Tags: Organize prompts with tags
  • 👁️ Hover Preview: See prompt content after hovering for 200ms
  • 🔍 Search: Instantly search through all your prompts

Setup

1. Create a Notion Integration

  1. Go to Notion Integrations
  2. Click "+ New integration"
  3. Give it a name (e.g., "Prompt Manager")
  4. Select the workspace where your prompts will be stored
  5. Click "Submit"
  6. Copy the Internal Integration Token (starts with secret_)

2. Create a Notion Database

  1. In Notion, create a new database (full page or inline)

  2. Add these properties:

    • Name (Title) - The prompt title
    • Body (Text) - The prompt content
    • Tags (Multi-select) - Optional tags
    • Favorite (Checkbox) - Mark favorites

  3. Share the database with your integration:

    • Click "..." menu → "Add connections"
    • Select your integration

  4. Copy the Database ID from the URL:

    https://notion.so/workspace/DATABASE_ID?v=...
                           ^^^^^^^^^^^^^^^^

3. Configure the Extension

  1. Install the extension in your browser
  2. Right-click anywhere → "Prompt-Manager öffnen"
  3. Click the ⚙️ Settings button
  4. Enter:
    • Notion Token: Your integration token
    • Database ID: Your database ID
    • Property Mapping (optional): Customize field names if different
  5. Click "Save"

4. Initial Sync

  1. Right-click anywhere → "Von Notion synchronisieren"
  2. Wait for sync to complete
  3. Your prompts are now available!

Usage

Insert a Prompt

Method 1: Context Menu

  1. Right-click in any text field (textarea, input, contenteditable)
  2. Hover over "Prompt einfügen…"
  3. Click a prompt from the submenu
  4. The prompt is inserted at cursor position

Method 2: Popup

  1. Click the extension icon or right-click → "Prompt-Manager öffnen"
  2. Search for a prompt using the search bar
  3. Click a prompt to insert it into the last active text field

Preview a Prompt

In the popup:

  1. Hover over any prompt for 200ms
  2. A tooltip appears showing the full content
  3. Move mouse away to hide the tooltip

Create a New Prompt

From Selection:

  1. Select text on any webpage
  2. Right-click → "Auswahl als Prompt speichern…"
  3. The popup opens with the selected text pre-filled
  4. Edit and save

From Popup:

  1. Open the popup
  2. Click "+ Neuer Prompt"
  3. Enter title, body, and tags
  4. Save (creates in local cache - will sync to Notion on next sync)

Edit a Prompt

  1. Open the popup
  2. Find the prompt
  3. Click the ✏️ Edit button
  4. Modify title or body
  5. Changes are saved locally

Delete a Prompt

  1. Open the popup
  2. Find the prompt
  3. Click the 🗑️ Delete button
  4. Confirm deletion
  5. Prompt is soft-deleted (marked as deleted, not shown in list)

Sync with Notion

Manual Sync:

  • Right-click → "Von Notion synchronisieren"

Automatic Sync:

  • On extension startup
  • (Optional: Set up periodic sync in Options)

How Sync Works:

  • Pulls new/updated prompts from Notion
  • Uses last-write-wins strategy (most recent updatedAt wins)
  • Incremental: only fetches pages edited since last sync
  • Safe: never overwrites newer local changes

Advanced Features

Property Mapping

If your Notion database uses different field names, configure the mapping in Options:

{
  "title": "Prompt Title",
  "body": "Content",
  "tags": "Categories",
  "favorite": "Star"
}

Keyboard Shortcuts (Future)

  • Ctrl+Shift+P: Open Prompt Manager
  • Ctrl+Shift+S: Sync from Notion

Search Tips

  • Search matches title, body, and tags
  • Searches are case-insensitive
  • Use specific keywords for better results

Troubleshooting

"Notion API unauthorized (401)"

Cause: Invalid or missing token

Fix:

  1. Open Options
  2. Verify your token is correct (starts with secret_)
  3. Make sure the integration has access to your database
  4. Re-save the configuration

"Notion API rate limited (429)"

Cause: Too many API calls in a short period

Fix:

  • Wait 1 minute
  • Try syncing again
  • The extension automatically adds delays between batch requests

"Keine Prompts" (No Prompts)

Cause: Database empty or not synced yet

Fix:

  1. Check your Notion database has pages
  2. Run manual sync: Right-click → "Von Notion synchronisieren"
  3. Check browser console for errors (F12 → Console)

Prompts Not Inserting

Cause: Content script not loaded or permission issue

Fix:

  1. Refresh the webpage
  2. Check if the page allows content scripts
  3. Try on a different website
  4. Check extension permissions in browser settings

Hover Preview Not Showing

Cause: Moved mouse away too quickly

Fix:

  • Keep mouse over prompt for at least 200ms
  • Tooltip appears slightly below the prompt item

Data & Privacy

Where is Data Stored?

  • Notion: Your source of truth - all prompts stored in your Notion workspace
  • Local Cache: IndexedDB in your browser for fast access and offline use
  • No Cloud Storage: Extension never sends data to third-party servers

What is Synced?

  • Prompt title, body, tags, and favorite status
  • Created and updated timestamps
  • Usage statistics (count, last used)

What is NOT Synced?

  • Notion token (stored only in chrome.storage.local)
  • Usage statistics (local only)
  • Deleted prompts remain in local cache with deleted flag

Notion Database Schema

Required Properties

Property Type Description
Name Title Prompt title (displayed in menus)
Body Text Full prompt content

Optional Properties

Property Type Description
Tags Multi-select Organize prompts by category
Favorite Checkbox Mark for quick access
Source Select Origin context (e.g., "work", "personal")
Deleted Checkbox Soft-delete flag (optional)

Auto-Tracked Fields

The extension automatically uses these Notion system fields:

  • created_time: When the page was created
  • last_edited_time: When the page was last modified (used for incremental sync)

Tips & Best Practices

Organization

  1. Use Tags: Group related prompts (coding, email, writing)
  2. Mark Favorites: Star frequently-used prompts for quick access
  3. Descriptive Titles: Use clear, searchable titles
  4. Keep It Short: Long prompts work better in Notion; use links for context

Performance

  1. Sync Regularly: Keep local cache up-to-date
  2. Limit Database Size: 100-500 prompts recommended for best performance
  3. Use Search: Faster than scrolling through long lists

Workflow

  1. Collect in Notion: Add new prompts to your Notion database throughout the day
  2. Sync Once: Run manual sync at start of work session
  3. Use Offline: All prompts available without internet connection
  4. Review Weekly: Clean up unused prompts, update outdated ones

Keyboard & Mouse Reference

Context Menu (Right-Click)

  • In text field: "Prompt einfügen…" → Insert prompt
  • On selected text: "Auswahl als Prompt speichern…" → Save selection
  • Anywhere: "Prompt-Manager öffnen" → Open popup
  • Anywhere: "Von Notion synchronisieren" → Manual sync

Popup

  • Search bar: Type to filter prompts
  • Prompt item: Click to insert
  • Hover 200ms: Show preview tooltip
  • ✏️ button: Edit prompt
  • 🗑️ button: Delete prompt
  • ⚙️ icon: Open settings

Support & Feedback

Reporting Issues

  1. Check browser console (F12 → Console) for errors
  2. Note the extension version (from manifest or about page)
  3. Describe steps to reproduce
  4. Include relevant error messages

Feature Requests

Future features planned:

  • OAuth authentication (instead of internal integration)
  • Push to Notion (create/update from extension)
  • Keyboard shortcuts
  • Custom context menu ordering
  • Export/import backup
  • Multi-database support

Version History

v0.1.0 (Current)

  • ✅ Notion API integration
  • ✅ Local-first caching (IndexedDB)
  • ✅ Context menu insertion
  • ✅ Popup UI with search
  • ✅ Hover preview (200ms)
  • ✅ CRUD operations
  • ✅ Incremental sync
  • ✅ Rate limit handling

License

[Add your license here]

Credits

Built with:

  • Vite
  • React
  • TypeScript
  • Dexie (IndexedDB wrapper)
  • Notion API