Scheduler users and device pools in Automation Co-Pilot

To assist running routine automation in Automation Co-Pilot, a process or bot automation can be run by a scheduler user at a set time. This can be combined with devices in a device pool to improve deployment efficiency.

Scheduler definition and concepts

The scheduler user is not a human user, rather a middleman that helps allocate resources. This user tells Automation Co-Pilot two necessary details during deployment: the device and a runner license.
  • Scheduler user have one scheduler role.
  • Scheduler role has 1:many Run as users defined.
  • Scheduler role is the consumer of 1:many Device Pool.
Table 1. Setup requirements
Role Requirements
Admin
  • Set up of users should be handled by an admin.
  • Have the AAE_Pool Admin system role, or a user-created role with respective permissions to create and administer Bot Runners, Bot Creators, and device pools.
Scheduler user
  • Be an owner or a consumer of a device pool.
  • Have a Run as user associated (own a role with at least one runner set in Run as section).
Bot Runners
  • Have the runner license.
  • Have credentials to the device in the pool.
  • Have permission to view and run bots; meaning, have a role granting that permission.
  • Have access to the public bot file (and its folders); meaning, have a role granting that folder.
Note: There is nuance to the last two bullets. The scheduler user is the one who should meet these requirements, as the runner will use authority from the scheduler.

Scheduler, Run as user, and devices

When the scheduler deploys automation, the Run as users (Bot Runners) and the devices used to deploy a bot adhere to the following principles.

  • The scheduler user determines who and where the bot will deploy, based on configurations set across the device pool and unattended Bot Runners of each automation.

  • Using your configurations, the system will analyze the available capacity of resources (user and device) and determine the best fit for deployment.

  • Typically, Run as users have a default device. If no device is set for these users, a device pool must be used.

  • The device pool includes multiple machines where automation can be deployed, increasing availability of resources at time of scheduled deployment. The automation is deployed on an available device in the device pool.

  • Each automation scheduled will be deployed a single time using the best fit of Run as user and device. When more automations are scheduled than there available resources, the excess automation is queued until resources are available. For example, if three bots are scheduled and only two devices are available, two bots are deployed and the last bot is queued for the next available device.

This system allows for efficient and flexible deployment of bots across multiple devices and users.

Hierarchy of scheduler users: process, global, team

When there are multiple schedulers such as team, process, and global schedulers, the system uses a hierarchy to determine which one to use.

  1. Team Scheduler: This is the first scheduler that the system checks. If a team scheduler is defined, it will be used for the deployment of the automation.

  2. Process Scheduler: If a team scheduler is not defined, the system will then check for a process scheduler. If a process scheduler is defined, it will be used for the deployment.

  3. Global Scheduler: If neither a process scheduler nor a team scheduler is defined, the system will default to the global scheduler.

This allows for flexibility and control over deployment at different levels.

Sequence of deployment

The bot deployment process is determined based on two factors:
  • How the scheduler user (per-process scheduler or global scheduler user) is attached to the team or role assigned to the process.
  • Whether device pools have been previously defined.
Note: When a scheduler user or device pool is modified, it can take up to ten minutes for the system to use updated configurations in a process automation. To work around this cache timing constraint, you can manually edit the process and update the scheduler user configurations.
  1. In the Control Room, go to Manage > Process.
  2. From your selected process, click Edit > Save.
The following process flow illustrates the priority and effect of a scheduler user and defined device pool on bot deployment.
Bot deployment process with scheduler user and device pool

You are ready to configure the scheduler user. Configure scheduler user for Automation Co-Pilot