Intelligent Agents: Quick Start Guide
Intelligent Agents function as automated assistants withing Brightspace that continuously monitor student activity according to parameters you establish. When students meet specific criteria you’ve defined, the agents automatically trigger actions such as personalized notifications or alerts. Think of them as your virtual teaching assistants that work 24/7!This guide will help you set-up Intelligent Agents and recommend a few that you may want to try out.
3 Intelligent Agents Every Instructor Should Consider
- The Engagement Monitor
Monitors login activity to identify disengaged students early
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- Criteria: No login for 5-7 days
- Action: Personalized check-in email
- Frequency: Weekly
- The Early Warning System
Identifies struggling students based on assessment performance
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- Criteria: Release condition for scoring below 70% on a quiz/assignment
- Action: Email with support resources and office hours
- Frequency: Run after each major assessment
- The Celebration Messenger
Recognizes student achievements with positive reinforcement
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- Criteria: Release condition for high performance (85%+)
- Action: Congratulatory email
- Frequency: One-time per student per achievement
Before you Begin: Set Custom Email Values for Your Course
Before creating any Intelligent Agents, customize your email settings so messages come from you rather than a generic system address:
- Navigate to Course Admin > Intelligent Agents
- Click the Settings icon in the top right corner
- Select Set custom values for this course
- Enter your name in the Name that emails come from field
- Enter your email address in the Reply-To address for responses field
- Click Save
Important Note: Langara’s Brightspace instance does not have an internal email system. When Intelligent Agents send emails, they go to recipients’ Outlook inboxes. All subsequent communication between instructors and students happens through Outlook email, outside of Brightspace. Make sure your reply-to address is your Langara email account that you regularly check.
To create Intelligent Agents in Brightspace:
Step-by-step guide to creating an Intelligent Agent
Step 1: Access and Start the New Agent Process
- Go to Course Admin > Intelligent Agents
- Click New Agent
Step 2: Name and Enable Your Agent
- Enter an Agent Name (be specific and descriptive)
- Add a helpful Description for future reference
- Select or create a Category (optional, helps with organization)
- Check “Agent is enabled” to activate immediately
Step 3: Set Your Schedule
- Expand Scheduling
- Select Frequency (Hourly, Daily, Weekly, Monthly, or One-Time Run)
- Configure schedule details based on frequency selected
Step 4: Define Your Criteria
- Expand Criteria
- Select user roles: All users or specific roles
- Choose monitoring type:
- Login Activity: Hasn’t/has logged in for X days
- Course Activity: Hasn’t/has accessed course for X days
- Release Conditions: Create or attach existing conditions
Step 5: Configure Actions
- Expand Actions
- Set Repetition: First time only or every time criteria are met
- Select “Send an email when criteria are satisfied“
- Complete email details using replace strings for personalization
Step 6: Test Your Agent
Use Practice Run from the agent’s context menu to check results before enabling for real use
Common Replace Strings for Personalized Emails
Replace strings allow you to create one template message that Brightspace will automatically customize for each recipient. When the agent runs, these placeholder codes are replaced with specific student information, making each email feel individually crafted.
For Email Recipients:
{InitiatingUser}– The student who triggered the agent
For Email Content:
{InitiatingUserFirstName}– Student’s first name{InitiatingUserLastName}– Student’s last name{OrgUnitName}– Course name{OrgUnitCode}– Course code{LastCourseAccessDate}– Last date student accessed the course{LastLoginDate}– Last date student logged into Brightspace{LoginPath}– Direct link to Brightspace login
For a complete list of Brightspace replace strings, see the D2L documenation to Automatically Customize Course Content Using Replace Strings.
Sample Email Templates
Engagement Check-in Email
Subject: Checking in regarding your participation in {OrgUnitCode}
Dear {InitiatingUserFirstName},
I’m writing because I noticed you haven’t accessed our {OrgUnitName} course since {LastCourseAccessDate}. Regular engagement with course materials and activities is strongly correlated with academic success in this course.
If you’re experiencing any challenges with the course content or have other circumstances affecting your participation, please don’t hesitate to contact me. I have office hours on [days/times] in [location], or we can arrange a time to meet virtually.
You can access the course here: {LoginPath}
I look forward to seeing your continued participation in our upcoming activities.
Regards,
[Your Name]
[Your Contact Information]
Achievement Recognition Email
Subject: Excellent work in {OrgUnitCode}
Dear {InitiatingUserFirstName},
I wanted to take a moment to acknowledge your excellent performance on the recent assessment in {OrgUnitName}. Your work demonstrated a thorough understanding of the key concepts and strong analytical skills.
This level of achievement reflects the time and effort you’ve invested in mastering the course material. As we move into more advanced topics in the coming weeks, the foundation you’ve built will serve you well.
If you’re interested in exploring any aspects of this material in greater depth, I’d be happy to suggest additional resources or discuss potential applications during office hours.
Keep up the excellent work.
Regards,
[Your Name]
[Your Contact Information]
Did You Know?
Alternative to Direct Student Emails: Instead of having agents email students directly, you can set up agents to only notify you when certain criteria are met. Simply select enter only your email address in the “To” field (not using the {InitiatingUser} replace string). This creates an early alert system that allows you to decide whether to follow up with an in-person conversation or a personally crafted email that might be more appropriate for sensitive situations.
Early Warning System Email
Subject: Action Required: Course Progress in {OrgUnitCode}
Dear {InitiatingUserFirstName},
I’m reaching out because I’ve noticed some concerns with your recent assessment in {OrgUnitName}. Your current performance suggests you may benefit from additional support with the course material.
I encourage you to:
1. Review the feedback provided on your recent submission
2. Utilize the learning support resources available at the college (Learning Commons, [location], [hours])
3. Attend my upcoming office hours on [day] between [times] in [location]
The concepts covered in this module are foundational for our upcoming topics, so addressing any gaps in understanding now will be beneficial for your success moving forward.
Please let me know if you would like to discuss specific strategies to strengthen your understanding of these concepts.
Regards,
[Your Name]
[Your Contact Information]
Tips for Intelligent Agent Success
- Use clear naming conventions (e.g., “Week 2 Content Check-in” rather than “Agent 1”)
- Start small with 1-2 agents before expanding
- Always test with the Practice Run feature
- Avoid overwhelming students with too many automated messages
- Send emails to you as an alert, then send a personalized email to the student yourself
- Review agent performance periodically and adjust as needed
- Use categories to organize agents by purpose or timing
- CC yourself on agent emails to monitor what students receive
- Customize emails to match your teaching voice and style
- Consider timing of when agents run (e.g., working hours vs. middle of night)
- Document successful agents for reuse in future courses