Entities, content types and grid
The first three pages in the Layout group of Settings shape how your entries are named, filed and shown: Entities, Content types and Grid.
Entities (Pro)
Settings > Entities holds the names and colours of your entities, your work and personal hints, your status workflows and the prompts the AI uses to sort entries.
Every setting on this page needs Pro. On the Free plan the page shows an upgrade message instead. See Plans and billing.
Changes save automatically. A text box saves when you click away from it.
Entity labels
Every entry has an entity: Project, Task, Knowledge, or none yet (Unclassified). In Entity labels you can rename the first three and give each its own colour.
Each entity has two names:
- a plural, used in the sidebar and in lists, such as Projects;
- a singular, used for one entry, such as Project.
So if you would rather call your projects “Clients”, type Clients and Client. The sidebar, the startup page choices and the detail panel all follow.
The colour you pick marks the entity’s badge across the app, and colours work plan cards when Use entity colours for cards is on.
Work and personal
The AI files each entry as work or personal. This group lets you rename those two labels, colour them, and tell the AI how to tell them apart.
| Row | What to put in it |
|---|---|
| Work | The label and colour for work entries. |
| Personal | The label and colour for personal entries. |
| What counts as work | Clients, companies and projects the AI should file as work. |
| What counts as personal | Family and friends’ names, hobbies and anything else the AI should file as personal, for example: my partner Sam, football, the allotment. |
Each hint box takes up to 1,000 characters. Only your own entries use your hints. See How the AI files your entries.
Status workflows
A status workflow is the list of statuses an entry can have, such as Not started, In progress and Done. Statuses that count as done are hidden by Hide done, never show as overdue and leave the open counts.
In this part of the page you can:
- rename statuses, recolour them, reorder them and choose which count as done;
- add and delete statuses and workflows;
- choose Which workflow each entity uses, or No status;
- Add a topic so entries with that topic use their own workflow.
Statuses are optional, and your kanban board columns stay as you set them whatever the status. The full guide is Statuses and workflows.
Prompts
The rest of the page holds the prompts the AI uses when it processes a new entry. Each prompt is the whole set of instructions the AI follows for that job.
| Group | Prompts |
|---|---|
| Classification | Classification prompt: fixes grammar and picks the entity, topics, people and work or personal for every entry. |
| Summary prompts | Image summary prompt, Audio summary prompt, Document summary prompt, Link summary prompt, Snippet/note summary prompt, Research summary prompt |
| Conversation prompts | Outlook email prompt, ChatGPT conversation prompt, Claude.ai conversation prompt, Perplexity search prompt |
| Content type prompts | Notion page prompt, Profile prompt |
| Legacy prompts | Text summary prompt (legacy): a fallback for text entries when a type’s own prompt is missing. |
Under each prompt, a line says which AI model it uses, which entry types it applies to, and the placeholders it can use. Placeholders are words in curly brackets, such as {notes} or {title}, that Ultrathink fills in for each entry. Keep the ones a prompt needs.
To change a prompt, edit the text and click away. Your version replaces the default prompt completely; it is not added to it. The prompt then shows Customised, with a Reset button that puts the default back.
A few tips:
- Change one prompt at a time, then save a new entry to see the effect.
- To make the AI file a client as work, use What counts as work rather than editing the classification prompt.
- To change the spelling the AI uses, use How the AI writes in Settings > Detail panel.
Prompt changes apply to entries the AI processes after the change. They do not rewrite entries that are already done.
Content types
Settings > Content types sets the badge colour for each kind of entry. The badge shows the entry’s type in lists, tables and the detail panel.
There is one colour picker for each type:
| Link | Screenshot | Snippet |
| Note | Idea | |
| Markdown | Word | Excel |
| PowerPoint | OneNote | Notion |
| Image | Video | Audio |
| File | Claude | ChatGPT |
| Perplexity | Outlook | Para |
Content types only set colours. Ultrathink detects an entry’s type when you capture it. See Entry types for what each type is.
Grid
Settings > Grid sets what the entries pages show in the list and table views.
In both views
| Switch | What it shows |
|---|---|
| Favourites | The star on each row. |
| Topics | Each entry’s topics. |
| People | Each entry’s people. |
Table columns
| Switch | What it shows |
|---|---|
| Row numbers | A number on each row, in the order you see the rows. |
| Date captured | When the entry was saved. |
| Date modified | When the entry last changed. |
You can also turn table columns on and off from the + at the end of the table header.
Rows
Alternate row colours shades every other row, which makes long lists easier to follow. When it is on, Alternate row colour lets you pick the shade.
Header
| Switch | What it does |
|---|---|
| Refresh button | A button next to the page title that reloads the entries. |
| Entry count | How many entries are showing, next to the page title. |
| Ordering | The order choice in the page’s Display menu. Clicking a table header still sorts by that column either way. |
Dates
Date format sets how dates show in the table:
- Relative (5 min ago, Yesterday)
- Short (30 Dec 2025)
- Long (30 December 2025, 14:30)
- ISO (2025-12-30)
The list view always shows short ages, such as 3d.