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Writing Effective Prompts

When creating workflows, clarity and specificity are paramount. Your prompts should be:
  • Unambiguous: Leave no room for interpretation
  • Specific: Include exact details like file paths, button names, or expected values
  • Actionable: Use clear, directive language

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Example of Good vs Poor Prompting

"Download the report"

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Understanding Variables

Cyberdesk supports two types of variables in your workflows:

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Input Variables: {variable}

  • When defined: Before the workflow starts
  • Purpose: Pass dynamic data like patient names, dates, or IDs
  • Example: {patient_name}, {report_date}

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Runtime Variables: {{variable}}

  • When defined: During workflow execution (ONLY by focused actions)
  • Purpose: Store values discovered during the workflow for later use
  • Example: {{extracted_invoice_id}}, {{found_file_path}}
  • Important: Can only be set by focused_action, but once set can be used anywhere
Key Difference: Input variables are replaced before the agent sees them, while runtime variables are set during execution and used by subsequent steps.

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Utilizing Prompt Images

Images can anchor your instructions with visual context. Add screenshots alongside your text in the dashboard editor to help the agent recognize ambiguous icons, menu locations, or tricky UI flows (especially in legacy apps).
  • Place images near the paragraph they illustrate for best results
  • Use images as guidance – the agent will still take fresh screenshots during execution
  • Keep images focused on the relevant UI area; include multiple images if needed

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Understanding Cached Tools

Cyberdesk’s intelligent caching system allows workflows to run deterministically while still capturing dynamic outputs. To achieve this, you must explicitly prompt the agent to use specific tools at the right moments.
Why explicit tool prompting?When a workflow is cached, the agent replays the exact same actions. By explicitly telling the agent when to use these specialized tools, you ensure that even during cached runs, you’ll still get the dynamic outputs you need (extracted data, exported files, screenshots, etc.).

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The 5 Essential Workflow Tools

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1. Focused Action

Capture dynamic content or make context-aware decisions during cached runs.

When to use

  • Selecting different items from a list each run
  • Extracting dynamic data that changes between runs
  • Making decisions based on screen content
In prompts, refer to it as "focused_action"

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2. Mark File for Export

Export files from the remote machine after workflow completion.

When to use

  • Downloading generated reports
  • Extracting processed files
  • Saving workflow outputs
In prompts, refer to it as "mark_file_for_export"

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3. Save Screenshot as Run Attachment

Capture important moments as screenshots accessible after the run.

When to use

  • Documenting visual confirmation
  • Capturing patient X-rays or medical images
  • Recording transaction confirmations
In prompts, refer to it as "save_screenshot_as_run_attachment"

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4. Execute Terminal Command

Run PowerShell commands on the Windows machine.

When to use

  • System administration tasks
  • File operations
  • API calls or data processing
In prompts, refer to it as "execute_terminal_command"

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5. Declare Task Failed

Terminate workflow execution when failure conditions are met.

When to use

  • Error handling
  • Validation failures
  • Preventing unnecessary continuation
In prompts, refer to it as "declare_task_failed"

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Quick Examples

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Using Focused Action

"When you reach the patient list, use focused_action to select the patient 
whose name matches {patient_name} and extract their ID number"

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Exporting Files

"After generating the report, use mark_file_for_export to export the file 
located at C:\Reports\output.pdf"

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Capturing Screenshots

"Once the payment confirmation appears, use save_screenshot_as_run_attachment 
to capture the confirmation screen as 'payment_confirmation.png'"

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Running Terminal Commands

"Use execute_terminal_command to run 'Get-ChildItem C:\Exports\*.pdf | 
ConvertTo-Json' to list all PDF files in the exports folder"

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Handling Failures

"If the login screen shows 'Account Locked' or 'Invalid License', 
use declare_task_failed to terminate with message 'Unable to access system'"

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Next Steps

For detailed information about each tool, including advanced usage patterns and real-world examples, explore the individual tool documentation pages:

Focused Action

Dynamic observations and decisions

Mark File for Export

File extraction from workflows

Save Screenshot

Visual documentation

Execute Terminal

PowerShell automation

Declare Task Failed

Error handling