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AI agent for elearning developers

Policy-Triggered Course Update Agent

Every affected course and quiz reflects the new policy and the right learners are retrained.

ComplianceGovernmentEducation
See how it worksGet access
Policy-Triggered Course Update Agent: what goes in, what the agent does and what you get

What it does

When a policy changes, the training that teaches it can stay wrong for months. The agent starts from the new policy and the old one, and finds what changed. It searches every course for the screens, quiz questions and downloads that mention the old rule, and drafts updated text and revised questions. It checks that each quiz question still matches what the course now teaches. It then lists the learners who completed the old version and need retraining, based on the level of change. After the developer edits the course, it rechecks all affected screens and quizzes for leftover old wording. The developer and the policy owner approve before anything goes live. Edge case: a minor wording change does not need retraining, but a changed deadline does.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Policy change published 2 USES A TOOL Read the old and new policy text 3 DOES List the changes and mark minor or material 4 USES A TOOL Search courses and quizzes for the old rule 5 DOES Draft updated screens and quiz items 6 CHECKS THE RESULT Does each quiz item match the updated content? If not: Rewrite the quiz item or screen until theyagree. Back to step 4. 7 DOES List learners who need retraining based on thechange level 8 YOU APPROVE Developer and policy owner approve the edits andretraining list 9 USES A TOOL Publish the updated course and assign retraining 10 CHECKS THE RESULT Does any screen still mention the old rule? If not: Return the screen to the draft step and repeatthe search. Back to step 3. 11 RESULT Updated courses and retraining list
Read the steps as a list
  1. Policy change published
  2. Read the old and new policy text
  3. List the changes and mark minor or material
  4. Search courses and quizzes for the old rule
  5. Draft updated screens and quiz items
  6. Does each quiz item match the updated content?If not: Rewrite the quiz item or screen until they agree. Back to step 4.
  7. List learners who need retraining based on the change level
  8. Developer and policy owner approve the edits and retraining listThe agent waits here for your OK.
  9. Publish the updated course and assign retraining
  10. Does any screen still mention the old rule?If not: Return the screen to the draft step and repeat the search. Back to step 3.
  11. Updated courses and retraining list

How it decides

It finds mentions of the changed rule across courses and classifies the change as minor or material to decide retraining.

  • Material change means retraining
  • Minor change means update only
  • Any mention of the old rule needs a revision
  • Retraining deadline follows the policy effective date

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Policies and courses linked
  • Material change rule
  • Retraining deadline
  • Approvers
  • Search scope

What keeps you in control

It always asks you first

  • Developer and policy owner approve all edits
  • Policy owner approves the retraining list

Hard limits

  • Never publish without both approvals
  • Never leave old values in the course
  • Never assign retraining without the owner's list

It stops when

  • Done: all affected content updated and retraining assigned
  • Stop: the policy is withdrawn or changed again

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA travel policy changes the approval limit from $500 to $250. The agent finds 6 screens, 3 quiz items and a PDF mentioning the old limit across 2 courses. It drafts updates. On the check one quiz item still says $500, so it rewrites it. It lists 410 learners who completed the old version. The owner approves and retraining is assigned with a 30 day deadline.

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