Educators

A reference guide for Educators using Connect at TAFE Queensland.

Find activity that matches certain criteria

The Intelligent Agents tool monitors an org unit to find activity that matches criteria that you set. The criteria that the agents search for are login activity, unit activity, and release conditions in Connect.

Example uses for agents include:

Considerations for setting up agents

When you create a new agent, you need to determine:

Best practices for creating and using agents

There are many things you should consider when setting up agents for your unit in order to get the most benefit from using the tool. Agents are most useful when you have carefully considered how you are organizing and presenting them in a unit.

Some best practices include:

Replace strings for agents

Replace String

Description

For Use In

{InitiatingUser}

The user who performs the action that meets the agent’s criteria

Email address field

{InitiatingUserAuditors}

The auditors for the user who performs the action that meets the agent’s criteria

Email address field

{OrgName}

The name of the organisation

Email body

{OrgUnitCode}

The code for the Org Unit

Email body

{OrgUnitName}

The name of the Org Unit

Email body

{OrgUnitStartDate}

The start date specified for the Org Unit

Email body

{OrgUnitEndDate}

The end date specified for the Org Unit

Email body

{OrgUnitId}

The org unit ID required to make quicklinks works

Email subject line and email body

{InitiatingUserFirstName}

The first name of the initiating user

Email body

{InitiatingUserLastName}

The last name of the initiating user

Email body

{InitiatingUserUserName}

The username of the initiating user

Email body

{InitiatingUserOrgDefinedId}

The Org Defined ID of the initiating user

Email body

{LastCourseAccessDate}

The date the initiating user last accessed the unit

Email subject line and email body

{LastLoginDate}

The date the initiating user last logged in

Email subject line and email body

{LoginPath}

The address of the login path for the site

Email body

Using agents

Create an agent

To create an agent

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar iconIntelligent Agents > New.
  3. On the Agent List page, click New.
  4. In the Agent Details area, enter a name and description.
  5. If you would like the agent to be active, select Agent is enabled.
  6. In the Agent Criteria area, do one of the following:
    • If you want your agent to target users' login habits, in the Login Activity section, enter your criteria.
    • If you want your agent to target users' unit habits, in the Unit Activity section, enter your criteria.
    • If you want your agent to run when a specific existing condition has been met in the Release Conditions area, click Attach Existing. Select the check box for any condition you want to attach. Click Attach.
    • If you want your agent to run when a specific new condition has been met, in the Release Conditions area, click Create and Attach. Select a Condition Type from the drop-down list. Complete any additional Condition Details that appear and click Create.
  1. In the Agent Action area, do the following:
    • Select how often you want the agent to take action.
    • If you want to schedule how frequently Connect evaluates the agent criteria, select the Use Schedule check box. Click Update Schedule and set your scheduling details.
      Note: Scheduled intelligent agents stop running and are automatically disabled if the unit is inactive, over (end date passed), or deleted. You can still set up a practice run or a manual run of an intelligent agent at any time in a unit with a passed end date.
    • In the Email Format area, enter your email details.
  1. Click Save and Close.
Edit an agent
  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. From the context menu of the agent you want to edit, click The edit icon Edit Agent.
  4. Make your changes.
  5. Click Save and Close.
Copy an agent

You can copy an agent to reuse or make minor editing changes to. All copied agents will be disabled by default.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. From the context menu of the agent you want to copy, click Copy. A new agent is created and Copy of is added to the beginning of its name.
Delete an agent

You can delete an agent individually or in bulk. Deleted agents do not run if they have a recurring schedule.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. In the Agent List, select the check boxes of the agents you want to delete and click The delete icon Delete.
  4. To confirm the deletion, click Delete.
Restore an agent

You can restore deleted agents. All restored agents maintain existing properties and history.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. In the Restore Agents page, click Restore to restore any of the deleted agents.
Update Intelligent Agents settings

You can adjust the settings in the <tool_Intelligent_Agent> tool to set custom values for the name that emails come from and the reply-to address that responses are delivered to.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. Click Settings.
  4. On the Intelligent Agents Settings page, select one of the following:
    • Select Use the system defaults.
    • Select set custom values for this unit and fill in the available fields.
  1. Click Save.
Run an agent manually

Typically, agents are set up to run automatically. If you do not have a regular schedule set up for an agent, you must run it manually.

When you run an agent manually, it sends a confirmation email to the user that requested or set up the agent. This email contains the following information: org unit code and name, which agent ran, time and date the request was submitted, time and date the request was finished, and whether the agent took action.

You can set up a manual run of an intelligent agent at any time in a unit with a passed end date. Agents do not need to be enabled in order to set up a manual run.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. From the context menu of the agent you want to run manually, click Run Now.
  4. To confirm the manual run, click Run.
Perform a practice run

You can have an agent perform a practice run to see who will be identified by the agent without sending those users an email. Agents do not need to be enabled in order to perform a practice run.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. From the context menu of the agent you want to perform a practice run for, click Practice Run.
  4. To view the users identified, on the Agent List, in the Results of Last Run column, click the link.
Change the status of an agent

You can enable and disable agents individually or in bulk easily on the Agent List page. Disabled agents display an The disable carrier icon Agent is not enabled icon by their name.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. On the Agent List page, do one of the following:
    • To enable an agent, select the check box for any agent you want to enable and click the The checkmark icon Enable link.
    • To disable an agent, select the check box for any agent you want to disable and click the The disable carrier icon Disable link.
View the history of an agent

You can view the history of an agent to see when the agent was run, who was identified, the type of run (Manual, Scheduled, or Practice), who ran the agent, and if any errors were encountered.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. From the context menu of the agent you want to view the history of, click View History.
View scheduled agents' run time

You can view the time of day the scheduled agents will run.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. Click Settings.
  4. On the Intelligent Agents Settings page, view the Scheduled Agents Run Time.
View an agent's next run date

You can view the next run date for scheduled agents. There is no next run date if a schedule is not enabled.

  1. On the navbar, click Unit Admin.
  2. Click The intelligent agent navbar icon Intelligent Agents.
  3. On the Agent List page, view the Next Run Date.