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Prompt Version History

Every time a prompt’s content is replaced, Course Cadence first saves a copy of what was there before. These saved copies form the prompt’s version history. An administrator can restore any of them, so a bad edit or a mistaken approval is never permanent.

This page is for administrators. Version history is part of the prompt edit dialog in Course Cadence → Timelines & Prompts.

When a version is saved

A version is saved automatically, with no action needed from you, when:

Event Saved
An administrator clicks Update prompt in the edit dialog Yes. This happens even if nothing was changed
An administrator approves a trainer’s edit suggestion that changes the subject or body Yes
An administrator restores an earlier version Yes. The content being replaced is saved first, so a restore can itself be undone
A prompt is moved to another week, or a week is inserted No. Only the position changes, not the content
A timeline is cloned No. The copied prompts start with an empty history

Each version records the prompt’s subject, body, attachments, linked lessons, audience and day offset as they were. It also records the date and time it was saved (site time) and the person whose change replaced it.

There is no limit on the number of versions and no automatic clean-up.

Viewing version history

  1. Go to Course Cadence → Timelines & Prompts, choose the course and click the timeline.
  2. Click Edit on the prompt.
  3. Near the bottom of the dialog, open Version history (N), where N is the number of saved versions. This section only appears when the prompt has at least one saved version. A prompt that has never been edited has none.

Each entry shows:

  • The subject at that point, or “(no subject)” if it was blank.
  • The date and time the version was saved, in the form 2026-04-14 10:32:05.
  • The name of the person whose change replaced this version, meaning the administrator who saved the edit or approved the suggestion. If that user has been deleted, or their data erased, the name shows as “Unknown”.
  • A Restore button.

Newest versions are listed first. The list shows earlier states only. The prompt’s current content is what you see in the form above.

The list shows subjects only, not the full body. To compare bodies, restore a version, look at it, and restore again if you change your mind. Every restore is itself saved as a version.

Restoring an earlier version

  1. Open the prompt with Edit and expand Version history (N).
  2. Find the version you want and click Restore. The button changes to “Restoring…”.
  3. You’ll see “Version restored.” The dialog closes and the prompt list refreshes with the restored content.

What a restore changes

  • Subject, body and attachments are set back to the saved version.
  • Linked lessons, audience and day offset are also set back. On sites upgraded from a pre-release build, versions saved before the upgrade didn’t record these fields. Restoring one of those versions leaves these fields as they are now.
  • The content you’re replacing is saved as a new version first. To undo a restore, restore that newer entry.

What a restore does not change

  • Week number and timeline. The prompt stays where it is. To change its week, use Move to another week… (see Prompt management).
  • Emails already sent. Nothing is re-sent. People who already received this prompt won’t receive it again. Students who haven’t received it yet will get the restored wording.
  • Trainer suggestions. Approved and rejected suggestions stay in their own history (see Trainer edit workflow). If a trainer has a suggestion still waiting, it was based on the old wording, so read it carefully before approving.

The restored content shows on the guidance pages straight away.

Permissions

Who Version history
Administrators View and restore
Trainers No access. They see only the current guidance and their own suggestions
Students No access

Audit trail and data

  • A restore is recorded in the audit log under Settings → System as a prompt Updated entry, with your name and the time. Edits and approvals are logged in the same way. The audit log records who did what and when, and version history keeps the exact content, so together they give a full record of changes.
  • Versions are stored in the plugin’s own database table. When someone’s personal data is erased through Tools → Erase Personal Data, their name is removed from the versions they’re recorded against, but the content is kept. Those entries then show “Unknown”.
  • Deleting a prompt doesn’t remove its saved versions from the database, but you can no longer restore them from the screen.

Troubleshooting

There’s no “Version history” section. The prompt has never been changed since it was created, or it was created by cloning. History starts with the first edit.

“Failed to rollback prompt. Version not found or does not belong to this prompt.” The version list is out of date, for example because someone else restored or edited the prompt in another tab. Close the dialog, reload the page and try again.

I restored a version but the lesson links didn’t come back. That version was saved before linked lessons were recorded, which only happens on sites upgraded from a pre-release build. Re-tick the lessons and click Update prompt.

A student says they got the old wording. Their email was sent before the change. Emails aren’t re-sent after an edit or restore. If it matters, contact the student directly or point them to the guidance page, which always shows the current version.

Worked example: undoing an approved suggestion

A trainer at a community college suggests rewording the week 7 prompt “Preparing for your workplace visit”. The administrator approves it, and the change is applied to the prompt. A version of the original wording is saved, recording the administrator who approved the change.

Two days later the course coordinator notices that the new wording dropped the reminder to bring a signed log book. To fix it:

  1. Open the week 7 prompt with Edit and expand Version history (1).
  2. The entry “Preparing for your workplace visit · 2026-03-10 14:05:12 · Sam Lee” is the original. Click Restore.
  3. “Version restored.” appears. The history now shows Version history (2), and the newer entry holds the trainer’s wording in case it’s needed again.

Students whose week 7 email hasn’t gone out yet will get the original wording. Students who were already emailed are not emailed again.

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