---
schema_version: "1"
id: e390cb56c71c51a35025d72436d484af248f4f9704fc1475d711f607fef92abb
title: Prepare Your Org for the Course Operations Agent
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/sfdo/264-0-0/ec_prep_org_for_course_operations_agent.md
canonical_url: https://help.salesforce.com/s/articleView?id=sfdo.ec_prep_org_for_course_operations_agent.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: f9735a5c3a937cc8d2d8d3644afd91e87f73f1520108ce0e89c1f7faf4b56cac
description: 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.
products:
  - Education
release: "264"
---
# 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

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small edition"><colgroup><col></colgroup><tbody><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: Lightning Experience</td></tr><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: <strong>Enterprise</strong>, <strong>Unlimited</strong>, and <strong>Developer</strong> Editions with Education Cloud and the applicable Agentforce add-on license</td></tr></tbody></table>

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small permission">
        <colgroup>
          <col style="width:50%">
          <col style="width:50%">
        </colgroup>
        <thead class="slds-text-title_caps ">
          <tr class="">
            <th scope="colgroup" class="slds-cell-wrap" colspan="2" style="text-align:left;vertical-align:top;" id="d47455e71">User Permissions Needed</th>
          </tr>
        </thead>
        <tbody>
          <tr class="">
            <td data-label="User Permissions Needed" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">To manage objects:</td>

            <td class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">Education Cloud Full Access</td>

          </tr>
          <tr class="">
            <td data-label="User Permissions Needed" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">To set up Data 360 and create or refresh data streams:</td>

            <td class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">Data Cloud Architect</td>

          </tr>
          <tr class="">
            <td data-label="User Permissions Needed" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">To modify and run flows:</td>

            <td class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">Manage Flow</td>

          </tr>
          <tr class="">
            <td data-label="User Permissions Needed" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">To update integration procedures:</td>

            <td class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e71 ">Omnistudio Admin</td>

          </tr>
        </tbody>
      </table>

## Set Up the Data for Student Risk Reports

Before you start, [set up Data 360 for Education Cloud](https://help.salesforce.com/s/articleView?id=sfdo.ec_set_up_data_cloud_for_education_cloud.htm&type=5&language=en_US)

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](https://help.salesforce.com/s/articleView?id=sfdo.ec_visual_indicator.htm&release=264.0.0&type=5 "Use Visual Indicator in Education Cloud to give advisors a quick view of a student’s performance in the enrolled courses of the current academic term. Based on the student’s course component scores, Visual Indicator shows their course performance in customizable categories such as At Risk, On Track, and Needs Attention.").
    
    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.
    
    <table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small ">
              <colgroup>
                <col>
                <col>
                <col>
              </colgroup>
              <thead class="slds-text-title_caps ">
                <tr class="">
                  <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d47455e257">Prompt Template</th>
                  <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d47455e260">Data model object</th>
                  <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d47455e263">Grounding Data Source</th>
                </tr>
              </thead>
              <tbody>
                <tr class="">
                  <td data-label="Prompt Template" class="slds-cell-wrap" rowspan="4" style="vertical-align:top;" headers="d47455e257 ">Create Course Offering Participant Insights</td>

                  <td data-label="Data model object" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e260 ">Course Offering Activity Grade</td>

                  <td data-label="Grounding Data Source" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e263 ">
                    <ul>
                      <li>Course Offering Participant</li>

                      <li>Academic Term Enrollment</li>

                      <li>Contact</li>

                    </ul>
                  </td>

                </tr>
                <tr class="">
                  <td data-label="Data model object" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e260 ">Course Offering Participation</td>

                  <td data-label="Grounding Data Source" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e263 ">
                    <ul>
                      <li>Course Offering Participant</li>

                      <li>Academic Term Enrollment</li>

                    </ul>
                  </td>

                </tr>
                <tr class="">
                  <td data-label="Data model object" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e260 ">Course Offering Participant</td>

                  <td data-label="Grounding Data Source" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e263 ">
                    <ul>
                      <li>Course Offering</li>

                      <li>Academic Term Enrollment</li>

                      <li>Contact</li>

                    </ul>
                  </td>

                </tr>
                <tr class="">
                  <td data-label="Data model object" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e260 ">Course Offering Rubric</td>

                  <td data-label="Grounding Data Source" class="slds-cell-wrap" style="vertical-align:top;" headers="d47455e263 ">Course Offering</td>

                </tr>
              </tbody>
            </table>
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](https://help.salesforce.com/s/articleView?id=platform.creating_record_types.htm&type=5&language=en_US) 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

Before you start, [customize the Create Employee flow](https://help.salesforce.com/s/articleView?id=sfdo.ec_simplify_faculty_employee2_creation.htm&release=264.0.0&type=5 "Customize the Create Employee flow to collect specific information when it creates employee records for faculty. Agent actions use these fields to identify faculty Slack users.").

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.