Create and manage opportunity

Submit and build a business case for an opportunity and track its progress through the approval stages. Measure the results of the opportunity after it has been automated.

Opportunity owner

As an Opportunity owner, you propose and build the business case for new opportunities, track the progress of opportunities through stage gates, and oversee opportunity implementations. When an opportunity has been delivered, you also track the benefit provided by the opportunity to ensure that the achieved benefit matches the anticipated benefit outlined in the business case.

It is important for you to provide up-to-date information about the opportunity to the automation CoE and your executive team. The investment made into each opportunity is justified by the anticipated value to be achieved when the opportunity is delivered. The opportunity information you provide helps your CoE and leadership team understand the current state and make strategic decisions.

Before you can access the RPA Accelerator to enter and update opportunity information, you must create an account. See Create and manage your account.

Access the program

After creating an account, you will be authenticated into the RPA Accelerator with the program content displayed by default.

The program or the opportunity dashboard is defined as the homepage. In addition to the Home icon, you can use the navigation tree to view and access the opportunities. You can access these from any page (both routes are highlighted in the following image).


access program
Note: when your automation lead sets up the RPA Accelerator, they will have invited you into the program level or into an opportunity that triggered the email prompting you to join Shibumi. Permissions are inherited downwards within the RPA Accelerator. If you were invited into the top-level Program, you have the ability to access and edit all unlocked data in the workstreams and opportunities. However, if you were invited into a specific, lower-level opportunity, you will be able to edit information specific to that opportunity.

Create an opportunity

To create a new opportunity, click the plus icon on the Opportunities tab or the Opportunity dashboard.

create opportunity

When the create opportunity process is initiated, you will be prompted to answer questions used to categorize and define the anticipated value of your proposed opportunity.

After you have submitted the responses to the questions, a new opportunity is created and you are provided a link to it so that you can continue to edit opportunity information and monitor the approval process.

See an example of the questions included in the opportunity creation process in the following image:

opportunity intake form
Note: To crowdsource the automation ideas from across your organization, navigate to the Admin-Advanced tab to get the opportunity intake form URL.

Manage opportunity data

On the Opportunity window, key information is organized and grouped in tabs. You can access the tabs by clicking the tab names. The name of the currently displayed tab is highlighted in blue. By default, the Opportunity Summary tab is displayed.

The following table lists the tabs:

Tab Description
Opportunity Summary Monitor overall delivery status and advance the opportunity to new stages
Details Review costs, benefits, and the alignment of the opportunity to the program’s strategic goals
Activities Create and track the status of activities required to implement the opportunity
Execution Tracking View the automation process and digital worker information associated with the opportunity
Workflow Review delivery status of opportunity, submit for approval/approve, retire and cancel the opportunity
History Audit field edits, status changes, and stage approvals

Opportunity summary tab


opportunity summary
  1. Edit the status message by clicking the Update Status hyperlink.
  2. Submit the opportunity for stage gate approval by clicking Submit for Approval.

Details tab


details tab

The details initially displayed for the opportunity are what is entered on the opportunity intake form. Edit any data by clicking the Edit icon for the field. After you have clicked the icon, the form toggles to edit mode. Update the content and then click Save on the form to save the newly entered or edited values.

As you change details on the left, the value summaries on the right will update to reflect the modifications. The overall prioritization score for the opportunity is derived from the expected benefit, estimated cost, complexity, and alignment.

Note: As an RPA admin, you can update how a process is measured (# of times performed or # of records processed) when the opportunity is in one of the following stages:
  • Idea
  • Pipeline
  • In-Progress

Workflow tab


workflow tab

The Workflow tab displays the following options (blue buttons):

  • Submit for Approval: This option notifies the approvers that the opportunity is ready for review and approval. After you have submitted the opportunity, the label on this option will change to Approve.
  • Approve: If you have the permission to approve opportunities, you can click this option to approve the opportunity to move it to the next stage gate. Depending on which gate the opportunity currently resides, this might be disabled.
  • Disapprove: This option is disabled until a disapproval reason is entered. When this option is clicked, the opportunity does not progress forward and a notification email is sent to the opportunity owner. The opportunity owner can then either address the disapproval reason or cancel the opportunity.
  • Retire Opp: The retire and cancel options both set an inactive disposition for the opportunity. The retire option indicates that the automation opportunity was deployed but has now been retired.
  • Cancel Opp: The retire and cancel options both set an inactive disposition for the opportunity. The cancel option indicates that the automation opportunity was not approved to be deployed.

History tab


history tab

Review the status history and modification made to the opportunity data on this tab.

Create and manage activities

After the opportunity is approved and moves to the in-progress stage, the automation implementation activities begin. While implementing, you can create, edit, and assign activities from the Activities tab.

  1. Activities are created by navigating to the Activities tab and selecting the plus (+) icon (grey) located on the right-side of the opportunity name on the Activities Gant section.

    create and manage activities
  2. Add the name, start date, and due date in the Create a new Automation Activity dialog box. When these updates are saved, the activity will be generated on the Activities Gantt section.
  3. From the Gantt, you can hover over and select one of the activities to open the preview pane for the specific activity. The preview pane allows for quick tracking and editing of certain features of the activity, such as the completion date.
  4. To delete an activity, select the blue hyperlink name for the intended activity. When the automation activity opens in a new tab, select the three dots on the top-right of the page and choose the Delete option.

    delete opportunity

Managing team members

To invite people into the RPA Accelerator, use the Participant window. Start by navigating to the work item to which you want grant access, then click the person silhouette icon at the top right of the page.

From the Participantwindow, you can invite a user to a role on the opportunity.

  • If you are adding an existing RPA Accelerator user,
    1. Type the user’s name (the intelligent type ahead will propose matches).
    2. Select the correct match.
    3. Select the role the person will fill.
    4. Click Add.
  • If you are adding a new RPA Accelerator user,
    1. Type the user’s email address.
    2. Select the role the person will fill.
    3. Click Add.

      The new user will receive an email inviting them to set up an account. When the user has set up the account, they will have access to the work item.


managing team members