Using Intelligent Agents

Intelligent Agents can be used to send automatic emails to students based on criteria met and schedules defined by you. This guide will show you how to create an agent. The example used is a scenario in which a student has been away for six consecutive days.

There are a number of examples that you can import which are held in Space Admin of the VU Collaborate Essentials space.  Have a look to see if there are some that suit your course.

Below are the steps to use the Intelligent Agent

 

 1. Select Space Admin on the main navigation bar.

Space Admin menu

2. Under the Communication sub-heading, click Intelligent Agents.

Under communication heading, Intelligent Agents button is highlighted

3. From the Agent List screen click New.

Agent List menu with New button highlighted. Other options visible include More actions dropdown menu

 

Step Two: Add Agent Details


1. Write a name for your agent.

2. You can write a Description to remind you of the agent’s purpose.

3. Tick the Status box to enable the agent.

 Agent Details

 

Step Three: Add Agent Criteria


 For this example we will set up the following properties:

1. Assign the agent role to All users visible in the classlist.

1. Tick the Login Activity action.

2. Select the option User has not logged in for at least (write 6) days.

3. Tick the Course Activity action.

4. Select the option User has not accessed the course for at least (write 6) days.

 updated agent criteria 

Note: You can include release conditions.

Step Four: Agent Action & Sending an Email


1. Select the first option to ensure that the email is sent only once.

updated repetition action

2. Select HTML format to customise your email.

updated email format

3. Write {InitiatingUser} in the To: to ensure that the email is sent to any user that meets the agent’s criteria. More information can be found by clicking "What special email... *"

 updated email settings

3. You can write your own email address in the Cc: to show your students your email address and to receive a copy of each email sent. Alternatively, you can also use Bcc: to only receive a copy of each email sent.

4. Write the email subject. You can use the replace strings of {OrgUnitCode} and {OrgUnitName} to personalise the email with your own unit code and unit name. More information can be found by clicking on "What replace strings... *".

Tip:  What replace strings can I use in the subject and message?

The following are replace strings you can use in the subject line and the message (email body):

{OrgName} - The name of the organisation.
{OrgUnitCode} - The code for the Org Unit.
{OrgUnitName} - The name of the org unit.
{OrgUnitStartDate} - The start date specified for the org unit.
{OrgUnitEndDate} - The end date specified 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.

5. Write the message. You can use the replace string {InitiatingUserFirstName} to personalise the email with the student’s first name.

6. Click Save and Close to finish.

 

Step Five: Agent Schedules


1. Tick the box Use Schedule.

2. Click Update Schedule to specify the repeat and schedule dates options.

updated agent schedule

 
For this example, we will set up the following properties:

1. Select Repeats Daily and write 1 day to ensure that the agent checks the user’s criteria every day.

2. Tick Has Start Date to define when the agent will begin.

3. Click on the date field and select the start date such as the first day of your teaching period.

4. Similarly, tick Has End Date and select the last day of your teaching period.

5. Click Update to finish the agent’s schedule set up.

 updated agent schedule dates


6. Once you are satisfied with the prepared intelligent agent, click Save and Close.


Further Support

Visit the VU Collaborate Help site at https://vucollaboratehelp.vu.edu.au for up to date information and resources on blended learning or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.