Enrollment Notifications using Intelligent Agents

Colton.M.941

Hello,

I am looking for advice on how I can setup and intelligent agent to notify me when a user is enrolled and/or dropped from my Brightspace course. I have been playing with some features but it is difficult to test and I am not authorized to add learners at my organization. Looing to see if anyone has had success using this approach.

Thank you in advance.

Nathan.G.332

Hello Colton,

It is fairly straightforward to create an Intelligent Agent that would notify you about new student enrollments (although note that you will receive a separate email for each individual student, there's no way you could have that list aggregated each day).

However I don't believe there is any way to create an Intelligent Agent that would notify you about dropped students.

For new enrollments:

• Under "Scheduling" set it up to run every day,
• Under "Criteria" I would recommend selecting "Users with specific roles" and then checking the box for whatever the "Student" equivalent role(s) in your instance of Brightspace are called. You actually won't have to apply any Release Conditions or other logic here (which will make more sense after the next bullet).
• Under "Actions" make sure that "Take action only the first time the agent’s criteria are satisfied for a user" is the selected option. This is important so you don't get an email about every student, every day.
• In the "Send an Email" option (check the box to enable) for the "To:" address you would just put your own email address, not a replace string of any kind. In the "Subject:" line you would then want to use any combination of the following which would identify the student who was enrolled since the last time the Intelligent Agent ran.
  {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.
• The "Message:" can be anything you want, but isn't really necessary since you have already identified the student using the Replace Strings in the subject (saving you from having to open each message, ideally).

When you do a Run or Practice Run for the first time, you should see all existing students in your classlist. On all subsequent runs, only new students will result in new emails.

For dropped students:

You can manually see this information in your Classlist tool. Click the "Enrollment Statistics" button and then scroll down the page where you should see a "Withdrawals" list. You can bookmark this page and check it regularly if you need to keep track of dropped students.

I hope you find this helpful!
- Nathan