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Intelligent Agents

Intelligent Agents send an automated email when instructor-defined criteria are met. For example, instructors can email students who have not logged in recently, whose grades have fallen below a certain level, or who have viewed a specific content topic.

How to Access the Intelligent Agents Tool

Click Edit Course> Course Administration in the course navigation bar, and then click Intelligent Agents under the “Communication” heading.

Creating Intelligent Agents

You can create, edit, and delete intelligent agents from the Agent List page. When you create a new agent, you must first determine:

  • the criteria it looks for;
  • the content for the email that the agent sends when its conditions are met; and
  • how often it looks for students meeting its criteria. Every time an agent runs, it logs information on its activities and sends a list of them to the instructor by email.

Create an Intelligent Agent

  1. Click Edit Course > Course Administration in the course navigation bar.
  2. Click Intelligent Agents under the Communication heading. The Agent List page will open.
  3. Click New at the top of the page.
  4. Enter an agent name (required) and description (optional).
  5. Select Agent is Enabled if you want the agent to be active as soon as you create it. This setting only applies if you set your agent to run automatically on a schedule. See below for instructions on creating a schedule.
  6. Determine the criteria the agent looks for:
    • If you want the agent to send an email to a student who has not accessed your course recently, select Take action when the following course activity criteria are satisfied, and enter a number in the User has not accessed the course for at least [#] days field.
    • If you want the agent to send an email when a student views or interacts with a specific item in the course, click Create and Attach in the Release Conditions section. Choose a condition that must be met from the options on the Condition Type menu, and then specify the actions the student must take in the Condition Details section. Click Create when you are done selecting release conditions.
    • NOTE: If you are using the "Receive Grade" condition, students who are exempt from a grade item will not be included in the condition. This is because there is no grade for them to receive.

  7. Determine how the agent sends email when its conditions are met:
    • Select one of the “Action Repetition” radio buttons to set whether the agent sends email once or any time the conditions are met.
    • NOTE: If an agent is set to only run once, it will ignore future situations in which its conditions are met.

    • If you want the agent to run automatically, select the Use Schedule checkbox, and then click Update Schedule. The Update Agent Schedule window will open. Set the frequency and dates in the fields provided, and click Update.
  8. Enter the replace string in the “To” field. See page 3 to learn more about replace strings.
  9. Enter a subject and message for the email sent by the Intelligent Agent. You can use special replace strings in these fields as well.
  10. Click Save and Close.

NOTE: Scheduled Intelligent Agents will be disabled once the course is inactive.

Edit an Agent
  1. On the Agent List page, click the name of the agent you want to edit.
  2. Enter any changes you want to make.
  3. Click Save.

Testing Your Agent with a Practice Run

This “practice run” will generate a report of what students would have been caught by the agent. In a practice run, no emails are sent to your students. The list that is generated indicates would would have been contacted with the given parameters of an agent, which allows instructors to test how a particular agent’s settings would impact students.

  1. On the Agent list page, click the downward arrow next to the name of the agent you want to test.
  2. Select “Practice Run."
  3. Click Run.
  4. On the confirmation page, click Done.

Running an Intelligent Agent Manually

If your agent is not set up to run on a schedule, you will need to run it manually every time you want it to check for students who meet its criteria and send an email to them.

  1. Click the drop-down arrow next to an agent’s name on the Agent List page.
  2. Select Run Now. A confirmation dialog box will open.
  3. Click Run.

Intelligent Agent Settings

By default, intelligent agent emails come from "System - No Reply" and the reply-to email is "system_noreply@brightspace.com". You can change the name that appears when an intelligent agent sends an email, as well as the reply-to email address for responses. 
  1. On the Agent List page, click the "Settings" button in the upper-right corner.
  2. Check the "Set custom values for this course" button.
  3. Enter the name you want the email to appear from . For example, "Professor Xavier".
  4. Enter the reply-to email address that you want students to be able to reply to. For example, "cxavier@depaul.edu".
  5. Click Save.

NOTE: Your name and reply-to email address are global settings for all intelligent agents. You cannot change them for each individual agent.

Replace Strings for Intelligent Agents

Replace strings are specially formatted codes that you can enter in automated emails; they replace the need to enter information that might change from student-to-student. For example, you might want to send a personalized message to each student in your class of 60, but you don’t have time to change the name in the salutation for 60 emails. Instead, you can use the replace string {InitiatingUserFirstName}, and the names of your students will be filled in automatically, so you only have to send the message once.

See the table below for all of the replace string options and the text they generate. You can also click "What replace strings can I use in the subject and message?" under the email subject text box to see a list of replace string options.

Replace String Generated Text
{OrgName} The name of the organization
{OrgUnitCode} The code for the org unit (i.e., WRD_103_103_0990)
{OrgUnitName} The name of the org unit
{OrgUnitId} The id for the org unit
{InitiatingUserFirstName} The first name of the initiating user
{InitiatingUserLastName} The last name of the initiating user
{InitiatingUserUserName} The username of the initiating user
{InitiatingUserOrgDefinedId} The Org Defined ID of the initiating user
{LoginPath} The address of the login path for the site
{LastCourseAccessDate} The date the initiating user last accessed the course
{LastLoginDate} The date the initiating user last logged in
Here is a sample email using replace strings:

"Dear {InitiatingUserFirstName},

You have not logged into the {OrgUnitName} course site in the last week. Please remember that regular participation in course activities is essential for success in this course! 

Please log in to the course site as soon as possible. 

See you in class, 

Dr. Vincent DePaul"

In the example above, each student's name and the course title will automatically appear when the email is sent.​​​

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