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Prepare Your Org for the Course Operations Agent

Provide agent actions with the required data. Define at-risk criteria, supply data for course offering participant insights, create an advising record type for cases, and create employee records for faculty members.

Required Editions

Available in: Lightning Experience
Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud and the applicable Agentforce add-on license
User Permissions Needed
To manage objects: Education Cloud Full Access
To set up Data 360 and create or refresh data streams: Data Cloud Architect
To modify and run flows: Manage Flow
To update integration procedures: Omnistudio Admin

Set Up the Data for Student Risk Reports

To provide input to the Student Risk Report subagent's actions, prepare grounding data that categorizes student performance and supplies course offering participant insights.

  1. Make sure that your CourseScoreCategorization decision matrix and the required data streams are current. See steps 3 and 4 in Visual Indicator.
    Agent actions use these resources to create at-risk reports. If you don’t have a decision matrix that categorizes student performance into categories, create one. If you have an existing decision matrix but want to create a different version, update the Decision Matrix action in the integration procedure.
    Resource Name Resource Type Description
    GenerateRiskResult Integration Procedure Retrieves all course offering participants for a given course offering, gets their component grades, calculates final scores using the Course Score Calculation expression set, and returns a risk result for each participant.
    Course Score Calculation Expression Set Calculates a learner's score percentage in a course based on the weighted average of its components.
    CourseScoreCategorization Decision Matrix Defines the course score categories, and the text and icon format for each category.
  2. Prepare the data for course offering participant insights.
    Refresh the data streams to make sure that these required fields have valid values in Data 360. These values are grounding data sources for the prompt template that creates course offering participant insights.
    Prompt Template Data model object Grounding Data Source
    Create Course Offering Participant Insights Course Offering Activity Grade
    • Course Offering Participant
    • Academic Term Enrollment
    • Contact
    Course Offering Participation
    • Course Offering Participant
    • Academic Term Enrollment
    Course Offering Participant
    • Course Offering
    • Academic Term Enrollment
    • Contact
    Course Offering Rubric Course Offering
  3. Create a support process for the advising case type.
    1. From Setup, find and select Support Processes.
    2. Click New, and then enter Advising as the name.
    3. Define the case statuses for your advising cases.
    4. Save your changes.
  4. Define a case record type specifically for advising support cases to distinguish it from other types of cases.
    For Support Process, select Advising. Make sure that the record type is available to the appropriate profiles.

Create Employee Records for Faculty

An employee record links a faculty contact record to their Slack user ID. Agent actions use this mapping to add faculty to course offering channels and send direct messages to them in Slack.

  1. Update the Employee Status field on the Employee object with the API name Employee2.
    1. From Setup, click Object Manager, and then select Employee with the API name Employee2.
    2. From the sidebar, click Fields & Relationships, and then click Employee Status.
    3. In Employee Status Picklist Values, click New.
    4. Enter Active and Inactive as picklist values.
    5. Save your changes.
  2. To create employee records for faculty, run your version of the Create Employee flow.