Prompt management and redid the webhooks page

[shajason]

Mohit - can you please take a pass through this and let me know what else needs to be added? Don't worry too much about formatting or grammar because coderabbit and other reviewers will focus on those. More about should there be more information.. I didn't really explain things about when the file data is taken and I'm not sure if customers need to know that. But maybe more needs to be said about the files that are used as data.

Summary by CodeRabbit

• Documentation
  • Added a comprehensive Prompt Management guide with templates, examples, UI access, and integration snippets.
  • Improved Webhooks docs: typo fixes, clarified behavior, step‑by‑step setup, endpoint validation, and updated imagery.
  • Added guidance for downloading Course Activity Data.
  • Reorganized Organization settings: split SSO and LLM setup into separate pages, reworded Overview/Billing/Dashboard/Integrations, and surfaced Prompt Management and related items.

_{✏️ Tip: You can customize this high-level summary in your review settings.}

[coderabbitai]

Walkthrough

Added a Prompt Management doc and updated Organization Settings toctree; split SSO/LLMs entries, added Webhooks and Course Action Data links, rewrote Organization Owners feature bullets, and clarified and restructured the Webhooks onboarding and content.

Changes

Cohort / File(s)	Summary
Organisation toctree source/instructors/admin/organization/organisation.rst	Added prompt-management to the toctree; split SSO/LLMs into Set up SSO Integration and Provide your own LLM keys; added links for Webhooks and Download Course Activity Data; reworded and reordered Organization Owners feature bullets to include Prompt Management.
New prompt management doc source/instructors/admin/organization/prompt-management.rst	Added new document describing organization-level Prompt Management: UI access, creating prompts with unique Prompt IDs, template tokens (e.g., INSTRUCTOR_VIEW, STARTER_CODE), referencing files in .guides/secure, example prompts, and a JavaScript snippet for using prompts in Custom Extensions.
Updated webhook doc source/instructors/admin/organization/webhook.rst	Fixed typos and clarified behavior (webhooks are not retried); standardized JWT/signature notes and branding; converted onboarding into a numbered step-by-step guide (select organization → Integrations → Webhooks → add/validate endpoint); updated images and captions.

Estimated code review effort

🎯 3 (Moderate) | ⏱️ ~20 minutes

• Mixed new content and doc restructuring across three related files.
• Areas to focus on:
  • Verify toctree anchors and link targets in organisation.rst.
  • Check token names, example variable usage, and JS snippet correctness in prompt-management.rst (file path references to .guides/secure).
  • Confirm webhook onboarding steps, image paths/captions, and JWT/signature wording in webhook.rst match current UI and integration behavior.

Suggested reviewers

• jairovelasquez

Pre-merge checks

✅ Passed checks (3 passed)

Check name	Status	Explanation
Description Check	✅ Passed	Check skipped - CodeRabbit’s high-level summary is enabled.
Title check	✅ Passed	The title accurately reflects the two main changes: introducing prompt management documentation and substantially revising the webhooks page.
Docstring Coverage	✅ Passed	No functions found in the changed files to evaluate docstring coverage. Skipping docstring coverage check.

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[coderabbitai]

Actionable comments posted: 7

Caution

Some comments are outside the diff and can’t be posted inline due to platform limitations.

⚠️ Outside diff range comments (1)

source/instructors/admin/organization/webhook.rst (1)

2-2: Fix typos in heading and description.

Lines 2 and 9 contain typos that diminish document quality:

• Line 2: "webhoooks" → "webhooks"
• Line 9: "Webbhooks" → "Webhooks"

Suggested fixes:

-   :description: Allow webhoooks to support passing of student data to extenal servers
+   :description: Allow webhooks to support passing of student data to external servers

-Webbhooks provide a way to receive Codio events at an endpoint you specify.
+Webhooks provide a way to receive Codio events at an endpoint you specify.

Also note: Line 2 has another typo—"extenal" should be "external".

Also applies to: 9-9

📜 Review details

Configuration used: Path: .coderabbit.yaml

Review profile: ASSERTIVE

Plan: Pro

📥 Commits

Reviewing files that changed from the base of the PR and between 9a6cc04 and 156fa74.

⛔ Files ignored due to path filters (2)

• source/img/manage_organization/addprompt.png is excluded by !**/*.png, !**/*.png
• source/img/manage_organization/promptmanagement.png is excluded by !**/*.png, !**/*.png

📒 Files selected for processing (3)

• source/instructors/admin/organization/organisation.rst (3 hunks)
• source/instructors/admin/organization/prompt-management.rst (1 hunks)
• source/instructors/admin/organization/webhook.rst (1 hunks)

🧰 Additional context used

📓 Path-based instructions (1)

**/*.rst

⚙️ CodeRabbit configuration file

**/*.rst: Review files for:

• Consistent formatting (e.g., headings, lists, links).
• Anywhere there are tables, they should use list-table.
• Clear and concise language.
• Correct grammar and spelling.
• Proper use of rst syntax (e.g., avoid broken links or invalid code blocks).
• Adherence to style guides (e.g., consistent tone, terminology).
  Suggest improvements to enhance readability and accessibility.
• Make sure to find all improvements on the first pass.
  Go through the material multiple times before submitting comments.

Files:

• source/instructors/admin/organization/webhook.rst
• source/instructors/admin/organization/prompt-management.rst
• source/instructors/admin/organization/organisation.rst

🔇 Additional comments (1)

source/instructors/admin/organization/organisation.rst (1)

57-61: All cross-reference labels are correctly defined.

The five reference labels in lines 57–61 of organisation.rst all have matching anchor definitions in their target files:

• sso-integration → sso.rst (line 4)
• org_llm → llms.rst (line 4)
• webhooks → webhook.rst (line 4)
• course-action-data → course-action-data.rst (line 4)
• prompt-management → prompt-management.rst (line 4)

No broken cross-references detected. Build warnings should not occur from these references.

[mohitchandarana]

Added a couple comments with some notes on things we can add.
Please let me know if you need any more information on this!

[coderabbitai]

Actionable comments posted: 3

♻️ Duplicate comments (1)

source/instructors/admin/organization/prompt-management.rst (1)

32-32: Standardize path separator to forward slash for cross-platform consistency.

Line 32 uses a backslash in .guides\secure, which should be a forward slash. Documentation paths should consistently use forward slashes for compatibility across all platforms.

- You can use this feature to access solutions in the ``.guides\secure`` folder. See the example below.
+ You can use this feature to access solutions in the ``.guides/secure`` folder. See the example below.

📜 Review details

Configuration used: Path: .coderabbit.yaml

Review profile: ASSERTIVE

Plan: Pro

📥 Commits

Reviewing files that changed from the base of the PR and between e10e2a3 and 4edb191.

📒 Files selected for processing (1)

• source/instructors/admin/organization/prompt-management.rst (1 hunks)

🧰 Additional context used

📓 Path-based instructions (1)

**/*.rst

⚙️ CodeRabbit configuration file

**/*.rst: Review files for:

• Consistent formatting (e.g., headings, lists, links).
• Anywhere there are tables, they should use list-table.
• Clear and concise language.
• Correct grammar and spelling.
• Proper use of rst syntax (e.g., avoid broken links or invalid code blocks).
• Adherence to style guides (e.g., consistent tone, terminology).
  Suggest improvements to enhance readability and accessibility.
• Make sure to find all improvements on the first pass.
  Go through the material multiple times before submitting comments.

Files:

• source/instructors/admin/organization/prompt-management.rst

🧠 Learnings (6)

📓 Common learnings

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), the three template buttons have specific functions: Add Variable (dynamic variables like open guide page, open file, error message), Add Instructor View (files from .guides folder or student workspace with solution file templating), and Add Starter Code (files from student workspace with no student edits).

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), files referenced in prompts are retrieved dynamically server-side when the assistant is used, not at prompt creation time.

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), if a referenced file is deleted or doesn't exist when the prompt is used, an empty string is sent as context.

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), Prompt IDs can only contain uppercase letters, numbers, and underscores.

📚 Learning: 2025-12-11T12:13:40.724Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:13:40.724Z
Learning: In source/instructors/admin/organization/prompt-management.rst, ensure the Prompt Management feature documentation specifies the three template buttons and their exact functions: 1) Add Variable inserts dynamic variables (examples: open guide page, open file, error message), 2) Add Instructor View sources files from the .guides folder or student workspace with solution file templating, 3) Add Starter Code sources files from the student workspace with no student edits. The guidance should describe expected behavior, data sources, and any UI labels or templates used, so reviewers can verify accuracy and completeness.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), files referenced in prompts are retrieved dynamically server-side when the assistant is used, not at prompt creation time.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), if a referenced file is deleted or doesn't exist when the prompt is used, an empty string is sent as context.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), Prompt IDs can only contain uppercase letters, numbers, and underscores.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:13:36.657Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:84-104
Timestamp: 2025-12-11T12:13:36.657Z
Learning: Documented template usage: In Codio coachBot API, use the template syntax {% prompt 'PROMPT_ID' %} within custom extensions to reference organization-level prompts. This pattern should be described in all relevant reStructuredText docs (all .rst files) where prompts are referenced. The template resolves server-side to fetch the prompt text matching PROMPT_ID from the organization's stored prompts; explain this behavior and ensure examples show PROMPT_ID usage for clarity.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

[LolaValente]

Just a comment on one image and the capitalization of the "Example Prompts" titles

[coderabbitai]

Actionable comments posted: 1

♻️ Duplicate comments (1)

source/instructors/admin/organization/prompt-management.rst (1)

28-32: Consider adding explicit guidance on file content behavior during updates.

The section explains which files can be used and what happens if a file is deleted, but it could benefit from explicitly stating that referenced files are current when the prompt runs. This helps customers understand that file modifications after prompt creation are reflected dynamically.

You might add a sentence such as:

- File contents are always read from their current state when the prompt is executed, so any updates to referenced files will be reflected in subsequent prompt runs.

Alternatively, this could be integrated into the note on line 35–36 if space is preferred.

📜 Review details

Configuration used: Path: .coderabbit.yaml

Review profile: ASSERTIVE

Plan: Pro

📥 Commits

Reviewing files that changed from the base of the PR and between 49b6a0c and d4d8ec7.

⛔ Files ignored due to path filters (1)

• source/img/manage_organization/promptmanagement.png is excluded by !**/*.png, !**/*.png

📒 Files selected for processing (1)

• source/instructors/admin/organization/prompt-management.rst (1 hunks)

🧰 Additional context used

📓 Path-based instructions (1)

**/*.rst

⚙️ CodeRabbit configuration file

**/*.rst: Review files for:

• Consistent formatting (e.g., headings, lists, links).
• Anywhere there are tables, they should use list-table.
• Clear and concise language.
• Correct grammar and spelling.
• Proper use of rst syntax (e.g., avoid broken links or invalid code blocks).
• Adherence to style guides (e.g., consistent tone, terminology).
  Suggest improvements to enhance readability and accessibility.
• Make sure to find all improvements on the first pass.
  Go through the material multiple times before submitting comments.

Files:

• source/instructors/admin/organization/prompt-management.rst

🧠 Learnings (6)

📓 Common learnings

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), the three template buttons have specific functions: Add Variable (dynamic variables like open guide page, open file, error message), Add Instructor View (files from .guides folder or student workspace with solution file templating), and Add Starter Code (files from student workspace with no student edits).

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), files referenced in prompts are retrieved dynamically server-side when the assistant is used, not at prompt creation time.

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), if a referenced file is deleted or doesn't exist when the prompt is used, an empty string is sent as context.

📚 Learning: 2025-12-11T12:13:40.724Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:13:40.724Z
Learning: In source/instructors/admin/organization/prompt-management.rst, ensure the Prompt Management feature documentation specifies the three template buttons and their exact functions: 1) Add Variable inserts dynamic variables (examples: open guide page, open file, error message), 2) Add Instructor View sources files from the .guides folder or student workspace with solution file templating, 3) Add Starter Code sources files from the student workspace with no student edits. The guidance should describe expected behavior, data sources, and any UI labels or templates used, so reviewers can verify accuracy and completeness.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), files referenced in prompts are retrieved dynamically server-side when the assistant is used, not at prompt creation time.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), if a referenced file is deleted or doesn't exist when the prompt is used, an empty string is sent as context.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:14:03.649Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:0-0
Timestamp: 2025-12-11T12:14:03.649Z
Learning: In Prompt Management feature (source/instructors/admin/organization/prompt-management.rst), Prompt IDs can only contain uppercase letters, numbers, and underscores.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst

📚 Learning: 2025-12-11T12:13:36.657Z

Learnt from: mohitchandarana
Repo: codio/knowledge PR: 445
File: source/instructors/admin/organization/prompt-management.rst:84-104
Timestamp: 2025-12-11T12:13:36.657Z
Learning: Documented template usage: In Codio coachBot API, use the template syntax {% prompt 'PROMPT_ID' %} within custom extensions to reference organization-level prompts. This pattern should be described in all relevant reStructuredText docs (all .rst files) where prompts are referenced. The template resolves server-side to fetch the prompt text matching PROMPT_ID from the organization's stored prompts; explain this behavior and ensure examples show PROMPT_ID usage for clarity.

Applied to files:

• source/instructors/admin/organization/prompt-management.rst