Use Settings safely

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

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   Step 1

   Open and understand Settings

   Open Settings from the main navigation. Appearance and the read-only storage list are on the left. Full workspace backup and restore and the separate CPD backup are on the right. Settings has no activation-code control.

   Expected result: Settings opens with four clearly labelled areas for this device.

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   Step 2

   Choose an app theme

   Open App theme and choose Default light, Calm blue, Teacher green, or Dark. The preference belongs to this device and is not included in a workspace backup.

   Expected result: All four current theme names appear in the list and the selected name remains in App theme.

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   Step 3

   Confirm that the theme was saved

   Read the message below Appearance. GuroAssist saves the device preference immediately but asks for a restart before the theme is used everywhere.

   Expected result: A message such as “Theme saved. Restart GuroAssist to use Dark everywhere.” appears.

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   Step 4

   Restart and verify the device theme

   Finish current work, close GuroAssist normally, and reopen it. Return to Settings and check that the selected theme is used throughout the app.

   Expected result: GuroAssist reopens in the selected theme while the local teacher workspace remains unchanged.

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   Step 5

   Read the six storage locations

   Read Root, Data, Files, Templates, Logs, and Backups to understand where this laptop keeps local work. The paths are read-only in Settings. Do not move, rename, or delete these folders while GuroAssist is running.

   Expected result: All six path endings are readable and no edit or change-location control appears.

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   Step 6

   Prepare a private workspace backup

   Before restore, cleanup, Windows reinstall, or a laptop change, check the Backup and restore panel. Keep the result private because it can contain classes, learner records, local files, templates, and drafts. Paid activation is separate.

   Expected result: Back up workspace, Restore workspace, and Open backup folder are available and the local Backups path is shown.

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   Step 7

   Wait while the workspace backup is saved

   Select Back up workspace once and wait. While “Saving workspace backup...” is shown, the related recovery actions are unavailable so a second action cannot interrupt the save.

   Expected result: The progress message remains until the dated backup has finished saving.

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   Step 8

   Confirm workspace backup success

   Read the completion message before relying on the backup. GuroAssist saves the dated recovery file in the displayed Backups folder.

   Expected result: “Workspace backup saved” confirms that the current classes, learner records, local files, templates, and drafts were saved.

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   Step 9

   Find the dated backup file

   Select Open backup folder and locate the newest dated .guroassist-backup file. When recovery from laptop loss matters, copy that file with normal Windows file tools to a private teacher-controlled drive. Settings does not ask for another destination.

   Expected result: Windows opens the displayed Backups folder and shows the complete dated filename, type, size, and modified time.

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    Step 10

    Stop when workspace backup fails

    If GuroAssist cannot use the Backups location, stop cleanup or restore work. Close files that may be using the folder, confirm the location is available, and retry until a success message appears.

    Expected result: “Workspace backup failed” explains that the backup folder must be available; no successful backup is claimed.

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    Step 11

    Choose or cancel a trusted backup

    Select Restore workspace. In “Choose GuroAssist backup,” select only a known .guroassist-backup file whose folder, full filename, and date you recognize. Select Cancel instead when its origin is uncertain.

    Expected result: The complete supported filename and Open and Cancel choices are visible; Cancel leaves the current workspace unchanged.

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    Step 12

    Wait while GuroAssist checks the backup

    After selecting Open, wait while GuroAssist checks that the file is a supported, complete recovery copy for this app version. Do not close the app during this check.

    Expected result: “Checking workspace backup...” appears before either a safe summary or a blocked message.

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    Step 13

    Stop when a backup is invalid or corrupted

    Do not rename or force open a file that GuroAssist blocks. Return to the picker and choose a known GuroAssist backup, or contact support without sending unnecessary learner information.

    Expected result: “Backup blocked” says that the file could not be opened as a GuroAssist backup and the current workspace stays unchanged.

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    Step 14

    Update before using a newer backup

    If a backup was created by a newer GuroAssist version, stop. Update through the supported app process, reopen Settings, and check the file again. Do not bypass the version block.

    Expected result: “Backup needs a newer GuroAssist” instructs the teacher to update before restore.

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    Step 15

    Review the complete restore summary

    Check Backup date, Teacher, School, Classes, Learners, Saved file records, Archived local files, Archived templates, GuroAssist version, and Compatibility. Continue only when all ten values match the intended recovery point and you understand that the local workspace will be replaced after a safety backup.

    Expected result: All ten rows, the replacement warning, Restore this workspace, and Cancel are readable together.

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    Step 16

    Cancel when the summary does not match

    Select Cancel when the teacher, school, date, totals, version, or compatibility is unexpected. This closes the restore decision without replacing current work.

    Expected result: “Restore cancelled. Your current workspace was not changed.” appears and target-only sample work remains.

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    Step 17

    Stop when the safety backup cannot be made

    GuroAssist must save the current workspace before replacement begins. If that safeguard cannot be created, free local space or restore access to the Backups folder, then start again from a trusted file.

    Expected result: “Restore stopped” confirms that the current workspace was not changed.

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    Step 18

    Wait while the workspace is restored

    After selecting Restore this workspace, leave GuroAssist open while it saves the safety copy and applies the selected recovery point. Recovery actions remain unavailable during this work.

    Expected result: “Restoring workspace...” appears until success or a safe failure message is shown.

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    Step 19

    Keep current work when replacement fails

    If an open or locked local file prevents replacement, close the file and try again or choose another trusted backup. Keep the newly created safety backup private until recovery is resolved.

    Expected result: “Restore failed” says that the current workspace was kept; the disposable target-only file and safety backup both remain.

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    Step 20

    Read the successful restore result

    When replacement finishes, read the success message. GuroAssist requires a restart before the restored classes, learner records, local files, templates, and drafts are loaded into the open session. Paid access must be checked again on this device.

    Expected result: “Workspace restored” asks the teacher to restart GuroAssist.

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    Step 21

    Restart and verify classes and learners

    Close and reopen GuroAssist, open Classes, and compare the class and learner totals with the restore summary. In this disposable sample, two classes and three learners returned.

    Expected result: Classes shows two classes; Sampaguita shows two learners and the other sample class contains the third learner.

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    Step 22

    Verify the Files history result

    Open Files and compare it with Saved file records in the restore summary. This sample summary showed 0 saved file records, so an empty generated-history list is the correct result even though 15 local workspace files were safely carried in the recovery copy.

    Expected result: Files honestly shows “No saved files yet,” matching the 0 saved file records in the selected summary.

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    Step 23

    Verify restored templates

    Open Templates and confirm that the template library opens normally. Compare any teacher-owned templates you recognize with the selected recovery point before creating new documents.

    Expected result: The restored Templates screen opens with the current reusable document library available.

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    Step 24

    Verify restored CPD records

    Open CPD Tracker and spot-check the teacher name, credited units, pending items, and renewal information. The separate CPD ZIP is not required for this workspace restore because CPD records are already part of the full workspace recovery copy.

    Expected result: The sample CPD dashboard returns with Ana Dela Cruz and 19 credited units.

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    Step 25

    Create a fresh post-restore backup

    Return to Settings only after the spot-checks match. Select Back up workspace and wait for a new success message so the recovered state has its own current recovery point.

    Expected result: A new Last backup time and “Workspace backup saved” appear after post-restore verification.

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    Step 26

    Understand the separate CPD backup

    Use CPD backup as an additional local safeguard for CPD records and attached certificates. It does not replace Back up workspace, and the current app has no teacher-facing CPD restore action.

    Expected result: The panel shows its local folder, contents, retention, and Backup now action separately from full recovery.

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    Step 27

    Back up CPD records and certificates

    Select Backup now and wait for the dated guroassist-cpd-tracker-backup ZIP. Keep it private. The verified sample with CPD work contained the CPD record snapshot and six attached certificate files.

    Expected result: The CPD panel reports the complete dated ZIP name and updates Last backup.

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    Step 28

    Understand a CPD backup with no records

    A new workspace with no CPD entries can still create a small CPD ZIP containing the empty CPD snapshot. This is a successful safeguard of the current state, but it is not evidence that training records or certificate files exist.

    Expected result: The panel reports a successful dated CPD ZIP even when the workspace has no CPD records.

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    Step 29

    Stop when the CPD backup fails

    If CPD backup cannot use the local folder, close files that may still be open and restore access to the Backups location. Use Back up workspace as the supported full-recovery safeguard while resolving the separate CPD ZIP problem.

    Expected result: “CPD backup was not created” appears and no success time or new ZIP is claimed.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.

Glossary

Expand the terms used in this guide

Use the plain-language meaning here, then follow the exact label in GuroAssist.

AI

Artificial intelligence; optional draft help that still requires teacher review.

CPD

Continuing Professional Development; keep these records separate from class and learner data.