Embedded Files
Intelligent Agents can be set up to automatically send emails to a group of students based on desired criteria. Using release conditions, you can welcome new students to your class, congratulate students on a job well done or remind students to take their test. When set up and used properly, Intelligent Agents can be very effective. Email communications are sent to both the student and the learning coach.
Please keep in mind that bombarding students and learning coaches with repetitive and/or excessive emails can hinder the desired effect. Use Intelligent Agents responsibly.
Before setting up your IA, you may wish to change your settings so that students can reply to your emails. The default is for no system reply. Students may not put in the effort to find your email address if they want to respond!
Go to TOOLS on your course menu bar. Then click Course Admin.
Click Intelligent Agents towards the bottom.
The Agent List screen is where you can enable and disable created IAs and change account settings.
Click on Settings (cog wheel).
Check Set custom values for this course.
Enter your name and @okvirtual.org email.
Click Save.
Click the New button at the top of your screen.
Enter an Agent Name. Students do not see this.
Uncheck Agent is enabled until you have completed the set up and are ready to begin running the IA. You may decide to save your work and return at a later time to complete setting up. You don't want the IA running until you are ready.
Bubble Users with specific roles. This will then let you select Student as the desired target.
The next area is where you will create your release conditions (who will receive the email). Most are self explanatory. The skies the limit!
Below are a few examples of release conditions:
Send to students with a 0 in the gradebook - Received less that or equal to 0 % on grade item: Orientation Quiz
Send to students in a certain group - Member of group: Journal Enrollment > Dialogue Journal Group
Send to all students enrolled in the course - Enrolled in the org unit: SCI204BXE3_Sec1_Sem2_20-21
Send to students that are failing the course - Final grade: released and receives less than or equal to 59 %
Select how many times students will receive the email under Repetition.
Take action only the first time....means they will only receive the IA one time. This is good for new student welcome emails or when a student completes something.
Take action every time....means that every time they satisfy the criteria they will receive the IA. This is for zeros in the gradebook, failing emails, etc.
Check Send an Email.
The To* field must be filled out using the following string: {InitiatingUser}. Click on What special email addressed can I use? hyperlink to copy. DO NOT COPY {InitiatingUserAuditors} , this will send the email to all administrators including the HOS.
Add a catchy subject.
Click on What replace strings can I use in the subject and message?
Select {InitiatingUserFirstName}. Note: You can also use the bottom two within the body of your email if they apply. OrgUnitName can also be used to insert the name of the course.
Add your message and any links.
For a one time email: Make sure Agent is enabled is still unchecked at the top of the page. Click Save and Close.
For scheduled emails: Check Use Schedule. Then click Update Schedule.
Select how often you want the email to be sent. Enter any start or end dates if applicable.
Click Update.
Make sure Agent is enabled is still unchecked at the top of the page.
Click Save and Close.
You will want to do a practice run to make sure your conditional release is set correctly.
From the Agent List page hit the drop-down menu next to the message just created.
Select Practice Run.
Then Run.
This will take a few minutes to run. You will want to refresh your page or come back to the Agent List page after a few minutes.
Once the agent has run you will see results in the second column. This is the number of students who have been identified based on your release condition.
If the number IS NOT correct: Edit your agent's conditional release and do a practice run again.
If the number IS correct: Check the box for your agent and click Enable.
To see which students received an email, click on the users identified in the second column.
To see previous runs, click History at the top of the page.
You can then click on any of the results to see the name of students. This page also shows you the overall count of students identified for each run.
Intelligent Agents
Intelligent Agents
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