Import & Export

Back up your prompt library, migrate between organizations, or share prompt templates with your team. The Import/Export feature provides flexible options for moving prompts in and out of LLMx Prompt Studio.

Accessing Import/Export

1. Navigate to Settings (gear icon)
2. Select the Export / Import tab
3. Requires Admin or Owner role

Export

Export Formats

Export Options

What Gets Exported

Included:

• All prompts with content
• Folder structure and hierarchy
• Variables, tags, and settings
• Template engine configuration
• Deployment history and versions (optional)

Excluded (for security):

• API keys
• Member information
• Organization settings

How to Export

1. Select your format (JSON or ZIP)
2. Check Include deployment history if needed
3. Click Export
4. File downloads automatically

Filename format: export-{org-slug}-{YYYY-MM-DD}.json or .zip

JSON Export Structure

{
  "llmx_export": {
    "version": "1.0.0",
    "format": "llmx-json",
    "exported_at": "2024-12-26T10:30:00Z",
    "organization": {
      "name": "My Organization",
      "slug": "my-org"
    }
  },
  "folders": [
    {
      "id": "folder-uuid",
      "name": "marketing",
      "parent_id": null,
      "order": 0,
      "metadata": { "tags": ["brand"] }
    }
  ],
  "prompts": [
    {
      "id": "prompt-uuid",
      "name": "welcome-email",
      "folder_id": "folder-uuid",
      "content": "Hello {{ name }}...",
      "metadata": {
        "tags": ["email"],
        "variables": [
          { "name": "name", "type": "string" }
        ]
      }
    }
  ],
  "deployments": [ /* if included */ ]
}

ZIP Export Structure

export-my-org-2024-12-26.zip
├── llmx-manifest.json              # Export metadata
├── marketing/                      # Folder
│   ├── _folder.json               # Folder metadata
│   ├── welcome-email.md           # Prompt as markdown
│   └── campaigns/                 # Nested folder
│       ├── _folder.json
│       └── holiday-promo.md
├── personas/
│   └── expert.md
└── deployments/                    # If included
    └── welcome-email/
        ├── v1.json
        └── v2.json

Markdown File Format

Each prompt is saved as a markdown file with YAML frontmatter:

---
# LLMX Prompt Metadata
name: welcome-email
path: marketing/welcome-email
tags: [email, customer]
variables: [name, company]
templateEngine: n8n
created_at: 2024-12-26T10:30:00Z
updated_at: 2024-12-26T15:45:00Z
---
 
Hello {{ name }}!
 
Welcome to {{ company }}. We're excited to have you.

Import

Supported Formats

Import Wizard

The import process guides you through 5 steps:

Step 1: Upload

1. Click Choose File or drag-and-drop
2. Accepts .json or .zip files
3. Maximum file size: 50MB
4. File is validated automatically

Step 2: Preview

Review what will be imported:

+------------------------------------------+
| Format Detected: LLMX JSON               |
+------------------------------------------+
| 📁 Folders: 5                            |
| 📄 Prompts: 23                           |
+------------------------------------------+
| ⚠️ Conflicts: 3                          |
|   • marketing/welcome-email              |
|   • personas/expert                      |
|   • campaigns/holiday                    |
|   +2 more...                             |
+------------------------------------------+

Conflict means a prompt or folder with the same name already exists.

Step 3: Configure

Choose how to handle the import:

Conflict Resolution:

Folder Structure:

Step 4: Importing

Progress indicator shows import status:

Importing...
Processing 23 prompts and 5 folders

Step 5: Results

View import summary:

+------------------------------------------+
| ✓ Import Completed                       |
+------------------------------------------+
| Prompts imported:  20                    |
| Folders created:    5                    |
| Skipped:            3                    |
+------------------------------------------+
| [Import Another File]                    |
+------------------------------------------+

Status types:

• Completed: All items imported successfully
• Partially Completed: Some items failed (see errors)
• Failed: Import could not complete

Conflict Resolution Details

Skip

• Existing prompts remain unchanged
• Duplicate items are not imported
• Counted in “Skipped” statistic

Best for: Adding new prompts without touching existing ones

Overwrite

• Existing prompts are replaced with imported content
• Metadata is updated
• Original prompt ID is preserved

Best for: Restoring from a backup, syncing changes

Rename

• New prompts created alongside existing ones
• Name format: {original} (imported)
• Auto-increments: (imported 2), (imported 3), etc.

Best for: Comparing versions, keeping both old and new

Import to Specific Folder

Import all content into a target folder instead of recreating the original structure:

1. In the Configure step, disable Preserve folder structure
2. Select a Target folder from the dropdown
3. All prompts import directly to that folder

Use Cases

Backup Your Library

1. Export as JSON with deployment history
2. Store the file securely
3. Import later to restore

Migrate Between Organizations

1. Export from source organization (ZIP recommended)
2. Log into target organization
3. Import the ZIP file
4. Choose Rename to avoid conflicts

Share Prompt Templates

1. Create a folder with template prompts
2. Export as ZIP
3. Share the ZIP file with team members
4. They import into their organization

Version Control with Git

1. Export as ZIP (markdown files)
2. Extract and commit to Git repository
3. Track changes with standard Git workflow
4. Import updated prompts back when needed

Best Practices

Before Exporting

1. Organize prompts into logical folders
2. Add metadata (tags, descriptions) for better organization
3. Include deployment history if you need version snapshots
4. Choose ZIP for human-readable, Git-friendly exports

Before Importing

1. Preview carefully — check conflict count
2. Choose resolution strategy based on intent:
   • Restoring backup? Use Overwrite
   • Adding new content? Use Skip
   • Unsure? Use Rename (safest)
3. Test with small export first before importing large libraries

Regular Backups

Set a schedule for regular exports:

• Weekly JSON export for full backup
• Before major changes or reorganizations
• Store exports in multiple locations

Troubleshooting

”Permission denied”

You need Admin or Owner role. Contact your organization administrator.

”File too large”

Maximum file size is 50MB. Try:

• Exporting without deployment history
• Splitting into multiple exports by folder

”Invalid file format”

Ensure the file is:

• A valid .json or .zip file
• Exported from LLMx Prompt Studio or follows the expected structure
• Not corrupted during download/transfer

Partial import failures

Check the error messages in the Results step:

• “Prompt already exists” — conflict not resolved
• “Invalid content” — malformed prompt data
• “Parent folder not found” — folder structure issue

Try re-importing with a different conflict resolution strategy.

Missing prompts after import

1. Check the “Skipped” count in results
2. Verify conflict resolution setting
3. Look in target folder (if structure not preserved)
4. Search by name in the sidebar

Limitations

• Maximum 50MB per import file
• Rate limited: 5 exports/imports per minute
• Deployment history increases export size significantly
• API keys and sensitive settings never included
• Cross-organization imports may lose some metadata