Following up on Theme Alerts
The Theme Alerts screen is intended for authorized administrators and teachers. Administrators only see alerts within their permitted schools; teachers only see alerts from groups to which they are linked as a teacher via Select groups. Direct access to the Firestore collection is blocked; the overview and handling run through server-side authorization checks.
What an alert contains
An alert contains only data necessary for follow-up:
- theme, severity, action, and source phase (prompt or response);
- a short, neutral agent summary;
- found keywords and a concise analysis reason with confidence;
- user, school, group, timestamp, and secure references to chat and message;
- status, owner, response deadline, notification status, and audit trail.
The full prompt or full response is not copied into the alert record. Open the linked conversation only if your viewing rights allow it and the additional context is necessary.
Filtering and assessing
Filter in the toolbar by Status and Severity. Urgent alerts receive the highest priority and a short response deadline. Expand an alert to review the summary, matches, analysis, school, group, and notification status. Use Open conversation only if additional context is needed and you have viewing rights for that conversation.
A high confidence is a tool, not proof or diagnosis. Check the context before making a decision. Educational content, denials, quotes, and words with multiple meanings can cause false positives.
Handling
Use the statuses in this order:
- Seen confirms that an authorized staff member has opened the alert.
- In progress assigns the alert to yourself and clarifies ownership.
- Add only necessary, business-related internal notes. Do not include full transcripts or new sensitive personal data.
- Choose Handled when the follow-up is complete, or False positive when the context did not match the theme.
Every status change, assignment, and note is recorded with actor and timestamp in the audit trail. Concurrent changes are prevented by version control; reload the alert if someone else has updated it in the meantime.
For larger numbers, select the selection mode in the toolbar. Select individual alerts or all visible alerts, choose one new status, and apply it collectively. The same authorization, allowed status transitions, and audit logging apply as with an individual change. Therefore, first check the active filters before performing a bulk action.
Escalation and notification errors
When Escalating, the alert always remains in the in-app overview. If email is enabled, a minimal notification is sent via the central mail queue. The email contains no transcript and refers to the secure overview.
If failed, check whether valid recipients and the email channel are configured. A notification error does not delete the alert and does not block normal AI requests.
Retention period
The configured retention period is stored as an expiration date and applied via Firestore TTL. Use the shortest possible period that fits the follow-up purpose. Handling does not automatically extend the retention period.
