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Working with the Prompts Tab: Bulk Actions

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Written by Amy Chen

Follow the step-by-step instructions on how to perform bulk actions in the prompts tab. You can perform two types of bulk actions: apply an action to All prompts, or to only the prompts you've Selected.

Select All Prompts

  1. Log into CoAuthor

  2. Click on the Projects Icon

  3. Click on your project name
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  4. In the Documents tab, click on the document you'd like to edit
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  5. Once the document opens up in Word, click on the CoAuthor Add-in
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  6. In the Add-in Prompts tab, click the Actions dropdown

Generate All

Generate All lets you generate content for multiple prompts at once, inserting the generated content for each prompt into the document.

  1. Click Actions > Generate All
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  2. The generated content will appear in the document for all prompts

Revert All

Revert All reverts the selected prompts back to placeholders, removing the generated content and restoring the prompt placeholder in the document.

  1. Click Actions > Revert All
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  2. All prompts will be reverted to placeholders in the document

Generate List of Abbreviations

Produce a complete, accurate, and alphabetized LoA in seconds

  1. Click Actions > Generate List of Abbreviations
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  2. From the popup, select from two options depending on your needs

    1. Append — add new entries to existing list

    2. New — generate a complete list
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  3. Click Generate

  4. Review the Abbreviations and check the boxes for the abbreviations you want to insert.
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  5. Click Insert

Copy From

Copy From lets you copy prompts from Certara, Sponsor Prompts, or Project Prompts, allowing you to recycle prompts more productively and efficiently.

  1. Click Actions > COPY FROM > Certara or Sponsor Prompts or Project Prompts

  2. The selected prompts will be copied to the chosen destination

Selected Prompts

How to Select Prompts

Before performing a bulk option, you'll need to select the prompts you want to act on:

  1. Log into CoAuthor

  2. Click on the Projects Icon

  3. Click on your project name
    ​

  4. In the Documents tab, click on the document you'd like to edit
    ​

  5. Once the document opens up in Word, click on the CoAuthor Add-in
    ​

  6. In the Add-in Prompts tab, select the prompts you want to act on by clicking the checkbox next to each prompt

Generate Selected

Generate Selected lets you generate content for multiple prompts at once, inserting the generated content for each prompt into the document.

  1. Select the prompts you want to generate

  2. Click Selected > Generate Selected
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  3. The Certara wheel will appear to indicate that the content in being generated
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  4. The generated content will appear in the document for each selected prompt

Revert Selected

Revert Selected reverts the selected prompts back to placeholders, removing the generated content and restoring the prompt placeholder in the document.

  1. Select the prompts you want to revert

  2. Click Selected > Revert Selected
    ​

  3. The selected prompts will be reverted to placeholders in the document

Manage Sources

Manage Sources lets you add or remove the sources used by your prompts. It also shows you which prompt each source is used by, making it easy to see and update source assignments across multiple prompts.

  1. Select the prompts you want to manage source

  2. Click Selected > Manage Sources
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  3. In the Manage Sources panel, you'll see the sources currently in use and which prompt each one is used by
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  4. To add a source, click the plus sign and select source(s)

  5. To remove a source, uncheck the box next to the source

  6. Click Apply Changes

Find & Replace

Find & Replace lets you search across your prompts and replace text in a single step. You can choose to search in Prompts or Titles, enter the text to find and the text to replace it with, and optionally enable Case sensitive matching.

  1. Select the prompts you want to search

  2. Click Selected > Find & Replace
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  3. Choose whether to search in Prompts or Titles
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  4. In the Find box, enter the text to find...

  5. In the Replace box, enter the text you want to replace with...

  6. (Optional) Check the CASE SENSITIVE box to match the exact capitalization of your search text

  7. Click Replace All to apply the change to the selected prompts

Copy Selected To

Copy Selected To lets you copy multiple selected prompts at once to Sponsor Prompts, Project Prompts, or the document you have open, allowing you to recycle prompts more productively and efficiently.

  1. Select the prompts you want to copy

  2. Click Selected > COPY SELECTED TO > Sponsor Prompts or Project Prompts

  3. The selected prompts will be copied to the chosen destination

First-use AI notice

The first time you actively engage CoAuthor's AI, a one-time notice appears:

Click Acknowledge to dismiss it. The notice will not appear again on later interactions.

How it behaves

  • When it appears – On your first active AI engagement — not on login, opening a document, or navigating between tabs.

  • Non-blocking – The underlying generation or chat action proceeds normally. You can acknowledge the notice, dismiss it, or ignore it without interrupting your work.

  • One acknowledgment, everywhere – A single dismissal in the add-in suppresses the notice across all CoAuthor AI surfaces — Prompts, AI Chat, and generation.

  • Only once – After you acknowledge, the notice does not appear again in this session, in future sessions, or on any other device.

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