prompt-optimizer/mkdocs/docs/en/basic/data.md

Data Management

The data management entry lives in the top toolbar as Data Management.

Its main job is local backup, restore, inspection, and migration. It is not cloud sync.

What this page is best for

• exporting a full local backup
• importing that backup on another device
• moving context collections separately
• checking where desktop data is stored
• spotting abnormal storage growth before it becomes a startup problem

What the current UI can do

Full data export

You can export one complete local backup file that includes multiple areas of app data, such as:

• history
• model configs
• custom templates
• user settings
• context data

The format is JSON. It is intended for local backup and migration.

Full data import

You can import a previously exported JSON backup into the current environment.

Be careful when importing:

• it can affect existing local data
• model configs may include saved API keys or other sensitive settings
• if a backup file comes from someone else, inspect it before importing

Context collection import and export

Data management also supports separate import and export for context collections:

• export to file
• export to clipboard
• import from file
• import from clipboard

This is better for moving advanced context setups without replacing the entire local environment.

Storage overview

Recent versions also make the storage overview easier to read.

The current UI can summarize storage regions and their approximate footprint so you can answer questions like:

• which category is growing unusually fast
• how large the local data roughly is on this device
• whether you should inspect or clean something before exporting

The goal is not exact accounting. The goal is earlier visibility into abnormal growth.

What extra information appears on desktop

In the desktop app, data management can also show local storage details such as:

• the user data directory path
• primary data file size
• backup file size
• open storage directory
• refresh storage information

These details are mainly for troubleshooting local persistence issues. The browser version usually cannot expose the same filesystem-level view.

Where data is stored by default

Storage location depends on how you run the app:

• Web: inside the browser's local storage environment for that site
• Desktop: inside the local app data directory on your machine
• Extension: inside the extension's own local storage space

This is not a cloud-sync or shared-team-data feature.

How startup repair relates to data management

Recent releases made startup storage checks more proactive.

That means:

• Data Management is still your manual backup and restore entry point
• startup repair exists to keep the app bootable when local data is obviously damaged
• some clearly invalid, damaged, or unreferenced data may be cleaned automatically

The safest habit is still the same: export a backup before large changes.

Data management vs favorites import/export

These two entry points are easy to confuse, but they work at different levels:

• Data Management: whole-environment backup and restore, with broader impact
• Favorites & Import: selective migration and sharing of chosen content, not a full machine backup

If you only want to carry over a few verified prompts, start with Favorites & Import.

Favorite Complete Backup (v2.10.0)

Starting from v2.10.0, exporting favorites now packages referenced images and media resources together.

This means:

• Exported JSON files include all resources
• Importing automatically restores resource references
• No need to separately migrate image files

Suitable for:

• Migrating favorites with images
• Complete backup of favorite collections
• Sharing prompts with media

Difference from Normal Export

Feature	Normal Export	Complete Backup
Prompt content	✅	✅
Variable definitions	✅	✅
Image resources	❌	✅
Media files	❌	✅
File size	Smaller	Larger

Usage Recommendations

• Only migrating text prompts: Use normal export
• Migrating favorites with images: Use complete backup
• Sharing with others: Use complete backup (ensures resources are complete)

Recommended usage

• export one full backup before large changes
• check for sensitive configs before sharing backup files
• use context collection import/export when you only need context migration
• if import fails, first verify that the JSON is complete and was exported by the app

Related pages

• History Management
• Favorites & Import
• Context Workspace
• Variable Workspace
• Troubleshooting