Intelligent Agents
Access and Navigate Intelligent Agents
Step 1
From the NavBar, select Course Admin.
Step 2
Under Communication, select Intelligent Agents.
Note
Intelligent Agents copy during the course copy process, but the settings are disabled until reenabled to prevent an agent from running until desired.
Step 3
Once you have created your agent(s), the Agent List table containing the agent(s) appears on the Intelligent Agents page. The table contains four columns: agent name, results of last run, date of last run, and next run date. The table can be sorted by selecting the title of any of the four columns to sort by that column (alphabetically by name or ascending/descending order for dates).
Note
You can refine the list of agents by using the View dropdown, located at the upper right of the table, choosing from all agents by category, enabled, or disabled, and then selecting Apply.
Set-up Reply-to Email (Required!)
Note
To ensure those identified by your agent reply directly to you, you must complete this step. This step must also be completed in each course site (e.g., after course copy).
Step 1
From the Intelligent Agent Menu, select the Settings gear.
Step 2
Select the radio button for Set custom value for this course.
Step 3
In the first box, enter your name as you want it to appear in the recipient’s inbox.
Step 4
In the second box, enter your email address.
Step 5
Select Save
Create New Agent
Step 1
From the Intelligent Agent List page, select New Agent.
Step 2
Provide a name for your Intelligent Agent.
Note
Only the instructional team sees the agent’s name. Pick a name that makes it easy to find in a list of other agents.
Step 3 (optional)
Provide a Description of the agent.
Note
Use the Description to remind yourself & the instructional team what needs to be updated in the agent in future terms.
Step 4 (optional)
Select an existing category [or] Select Add Category to create a new one.
Step 5
Select Status checkbox when you want the agent enabled.
Note
Select the Save button to save the agent at this stage. As you work, it’s a good idea to periodically save the agent so that if you have to leave your work, you don’t lose your progress.
Step 6
Under Scheduling, select a frequency for the agent to run.
Note
Agents can be given: no Schedule, one-time run, or hourly, daily, weekly, monthly, or annual frequencies.
Step 7
Under Criteria, select the radio button for which users are to be included in the agent: all visible users or users with specific roles.
Step 8a
Decide which Action on Activity you want for the agent:
Step 8b
Select the checkbox for Login Activity and the corresponding radio button for either has or has not logged in for the supplied value of days. This option refers to the user accessing D2L.
Step 8c
Select the checkbox for Course Activity and the corresponding radio button for either has or has not accessed course in the supplied value of days. This option refers to the user accessing the course site.
Note
If neither option is desired, leave the checkboxes blank and provide a release condition. Both Login and Course activity can be selected at the same time. Keep in mind that Login Activity is based on the user accessing D2L irrespective of course access. If selected along with a release condition, the agent is triggered when action activity and release condition(s) is/are met.
Step 8d
Set Release Conditions, if desired.
Step 8e
Select Create to institute a new release condition. In the pop-up menu, Select Condition Type from the dropdown along with Condition Details (i.e., parameters for the release condition). Select Create to save the release condition.
Step 8f
Select Browse to choose an existing release condition. In the pop-up menu, Select a tool from the View Conditions for dropdown and then select a release condition from the dropdown of existing release conditions. Select Attach when done.
Step 9a
From the Actions menu, select which actions the agent should take upon the indicated criteria:
Step 9b
Select the radio button to indicate whether to take the action only the first time the criteria are met [or] to take action every time the agent runs
Note
Choosing to take action every time the criteria are met means that the agent will perform the supplied action(s) at every run based on the frequency indicated in Scheduling. If your agent action is to send an email, it is advisable to select the radio button for first time only to avoid sending multiple emails to a single user.
Step 9c
Select the checkbox to send an email when the criteria are met if desired. The reply-to settings will be displayed.
Note
Ensure your name and email are listed here. Having your name appear makes it likely the email will land in the user’s inbox and not in their spam; your email needs to appear here so users can reply directly to you. If you don’t see your email here, return to [LINK: Set-up Reply-to Email] to set-up your reply-to email.
Step 9d
Input the replace string: {InitiatingUser} in the To:, Cc:, or Bcc:, fields.
Note
You must use the Initiating User replace string in order to tell the agent to whom it should send the email.
Step 9e
Input a subject for the email (required).
Step 9f
Compose your email in the HTML box. You can format the text via the HTML tools. To insert customized text, use a replace string. To see a list of the available replace strings, select the hyperlink "What replace strings can I use in the subject line and the email message."
Note
The more you personalize the email, the more likely it is that the recipient opens it and takes action on it. You can use Insert Stuff to link to content, assignments, discussions, or quizzes so that recipients can directly connect to materials or work they need to do.
Step 9g (optional)
Upload an attachment, Record a video or sound file, or Choose Existing files to include with your email.
Step 10
Select Save and Close when finished.
Practice Run
Step 1
From the Agent List, select the Actions menu icon next to the agent you want to do a practice run on and Choose Practice Run.
Step 2a
Select Run on the next screen to confirm your practice run, then select Done on the next screen.
Step 3
When the practice run has completed, a hyperlink appears in the Last Run column for that agent. Selecting the hyperlink takes you to a page with the results and the date/time the practice run occurred.
Note
Prior practice runs are also included in the agent’s History view. The Type column indicates if that run was a practice run. Practice runs can also be included in Export Agent History by selecting the checkbox to the right of the agent selection dropdown.
Manual Run
Note
Manual runs can still be done when an agent is disabled, the course is inactive, or if you have not scheduled the agent.
Step 1
From the Agent List, Select the Actions menu next to the agent you want to do a manual run on and select Run Now.
Step 2
The next screen prompts your confirmation to initiate a manual run. Select Run to begin the manual run.
Step 3
The following screen indicates the manual run has been submitted. When the run has completed, you will receive an email (sent according to your D2L email preferences).
Step 4
When the manual run has completed, a hyperlink will appear in the Last Run column for that agent. Selecting the hyperlink takes you to a page with the results and the date/time the manual run occurred.
Note
Prior manual runs are also included in the Agent's History view. The Type column indicates if that prior run was a practice run by displaying Practice Run.
Enable or Disable Agent
Note
Disabled agents can still run, either as a manual or practice run. Enabling an agent with a schedule causes the schedule to begin according to your agent's settings.
Step 1
From the Agent List, Select the agents you wish to enable or disable by selecting the checkbox(es) next to the agent’s name.
Step 2
From the options above the table, Select either Enable or Disable.
Note
This method allows selected agents to be either enabled or disabled, but not both simultaneously.
Note
You can also access the Bulk Edit menu, with your agents selected, to enable or disable accordingly in one screen via the toggle found in the right-most column of the table. Select Save and Close when done.
Edit an Agent
Step 1
From the Agent List, Select the Actions menu of the agent you want to modify and Choose Edit.
Step 2
The Edit Agent interface functions the same as the interface for making a new agent. Here, you can access the agent’s name, schedule, criteria, and actions. Select Save and Close when you’re finished editing.
Copy An Agent
Step 1
From the Agent List, Select the Actions menu of the agent you want to copy and Choose Copy. The agent copies automatically. It appears as Copy of…agent name in the Agent List table.
Note
To edit the copied agent, follow the steps above to access the copied agent’s Edit Agent interface. Select Save and Close when you’re finished editing.
Delete or Restore Agent
Note
You can delete agents one-by-one or in bulk. You can also restore a previously deleted agent within 30 days of deleting it.
Delete One-by-One
From the Agent List table, select the down caret of the agent you wish to delete select Delete. At the pop-up confirmation, choose Delete.
Delete in Bulk
From the Agent List table, Select the agents to be deleted via the checkbox(es) and then Select Delete from the options above the table on the left side of the screen.
Restore a Deleted Agent
From the Agent List menu, Select More Actions and then Choose Restore. The table shows deleted agents. To restore an agent, Select the Restore button for that agent on the right side of the table. The agent automatically restores.
View Agent History
Step 1
From the Agent List menu, Select the Actions menu of the agent you wish to view history for and Select View History.
Step 2
The History screen displays a table of the agent’s history, including: date/time of the agent’s run, the result of the agent’s run (displayed as a hyperlink which, when selected, displays the name of the user who triggered the agent’s action and the action taken; selecting the hyperlink of the user who triggered the action displays the action taken, including a copy of the email (if sent).
Note
If the agent ran according to a schedule, the name of who ran it is the name of the individual who created it.
Export Agent History
Step 1
From the Agents List menu, Select More Actions and then Export Agent History.
Step 2
From the Select an Agent dropdown, Choose either All [or] select a specific agent.
Step 3
To include practice runs, Select the checkbox to the right of the dropdown.
Step 4
Choose a date range to export (the default is the prior two weeks) via the calendar options.
Step 5
Select Export. The process runs, displaying a status bar below to let you know it’s running. The next screen has a hyperlink. Select the hyperlink to download your file to your device.