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Review opportunities and convert to bot

  • Updated: 8/30/2021
    • Automation 360 v.x
    • Build
    • Discovery Bot

Review opportunities and convert to bot

Review potential system-generated opportunities, create a manual opportunity from a system-generated opportunity, and convert them to bots. You can also export the opportunity data to a Word document.

Prerequisites

Automation opportunities are separated into two types of opportunities; system generated and manual opportunities. System generated opportunities, also known as auto-generated opportunities, are created when at least two recordings are approved by the user. The auto-generated opportunities are available immediately for you to begin analyzing from the Opportunities page. The Download PDD option is not available for auto-generated opportunities.

Manual opportunities, also known as custom opportunities, are created when you select a view or a recording and the associated steps to create an opportunity from the Aggregated view of the Processes tab. You can also create a custom opportunity from an auto-generated opportunity from the View opportunities page to further analyze and review the benefits and savings of the opportunity with or without automation, as you look to build your investment in automation.

  • This task is performed by the Discovery Bot analyst who is in charge of reviewing and analyzing the associated recordings of business processes.
  • Ensure the analyst is assigned a Process analyzer license and the AAE_Discovery Bot Analyst role before processes are analyzed.

    Supported licenses for Discovery Bot

  • Ensure the analyst is assigned a Bot Creator license to convert opportunities to bots.

    Supported licenses for Discovery Bot

Procedure

  1. Review the data in the Opportunities tab:
    1. From your local machine, log in to your Control Room as Discovery Bot analyst.
    2. Go to Discovery Bot > Opportunities.
      The Opportunities page displays all the opportunities you have created. You can configure the menu option to display as you want using the Customize columns icon. The table lists the following information:
      Field Description
      Opportunity name The name created for the opportunity. To identify an auto-generated opportunity from a custom opportunity, the auto-generated opportunity begins with the name of the process hyphen OPPORTUNITY.
      Process name The name created for the process.
      Type The type of opportunity created for a process. The type can be Auto or Custom.
      Path The type of path specified based on the Model and Filter options applied to the opportunity. Auto-generated opportunities use default values of Model - Easy and Filter - Most common path.
      Date created When the opportunity was created.
      Date modified The date the opportunity is modified by the analyst. The modified date can occur when a opportunity is updated or when a custom opportunity is created.
      Owner The name of the process owner. The process owner can be system or analyst.
      # of recordings The number of recordings for a process associated with the opportunity.
      # of applications The number of applications used in a recording session associated with the opportunity.
      Process cycle The duration of the recording session associated with the opportunity.
      # of users The number of users who participated in the recording session for that process.
      Cost without automation The formula used to calculate the cost of the opportunity without automation. Use the formula to help you decide which opportunities to prioritize for your business development based on ROI, applications used, number of users, and so on. The formula is calculated by taking the number of users multiplied by the total hourly pay of number of users multiplied by the average process cycle.
      Savings The potential savings associated with this opportunity when automation is used. The formula is calculated by taking the number of users multiplied by the total hourly pay of number of users multiplied by the average process cycle.
      Priority The priority level assigned to the opportunity. The priority can be one of the following:
      • Low
      • Medium
      • High
      Bot created The bot created for an opportunity. This can be Yes or No. The Convert to bot option is not available for auto-generated opportunities. The Convert to bot option is available for custom opportunities only.
      Savings The potential savings associated with the opportunity (this could have been specified as a yearly savings or savings per run).
      PDD Click Download PDD to export and download the opportunity data into a Process Definition Document (PDD) Word document for custom opportunities. The Download PDD not is available for auto-generated opportunities. The PDD column displays N/A for auto-generated opportunities. The Download PDD option is also available from the View opportunity page.
    3. Select the required opportunity by sorting, searching, or both from the table using the Search field.
    4. Select an opportunity from the table.
      The View opportunity page is displayed. The Dashboard and Aggregated views are available to review the opportunity details.
      Note: Depending on the type of opportunity you selected (Auto or Custom) from the table, the Details window will display a different set of fields for you to enter if required.
  2. Optional: Create another opportunity from this custom opportunity:
    1. Click the Aggregated tab.
    2. Select the Select all steps check box to the left of the step to create a new opportunity.
      Based on your requirements, use the shift key to customize the number of steps within a path from the main canvas.
    3. Optional. Use the Filter option to customize a specific opportunity.
    4. Enter the fields in the Opportunity details tab.
    5. Click Create opportunity to save the new opportunity.
      The opportunity is saved in the Opportunities table.
  3. Optional: Create a custom opportunity from the auto-generated opportunity.
    1. Click the Aggregated tab.
    2. Select the Unselect all steps check box from the Details window to create a new custom opportunity.
      Based on your requirements, use the shift key to customize the number of steps within a path from the main canvas.
    3. Optional: Use the Model and Filter options to customize a specific opportunity.
    4. Enter a name for the opportunity.
    5. Enter the number of business users involved in the recording session for an assigned process.
    6. Enter the estimated cost of the process without automation.
    7. Enter the potential savings associated with the process when automation is used.
    8. Select the priority from the drop-down list.
    9. Click Save as custom to save the opportunity as a custom opportunity.
      The opportunity is saved in the Opportunities table.
    10. Click Revert to undo your changes entered in the fields.
    11. Optional: Repeat Steps 2b through d to create another opportunity, if required.
    12. Optional: Click an individual step in the canvas to display details about the step in the Preview window.
  4. Convert to bot:
    1. Click the Convert to bot option.
    2. Enter a bot name.
    3. Optional: Enter a description.
    4. Click Browse and accept the default folder location \Bots\.
      To change the location where your bot is stored, drill down to the folder in which you want to save the bot.
    5. Click Confirm.
    6. Click Convert.
      A message window appears notifying you that the bot has started to convert. You will receive an email when the bot is converted successfully. Click the hyperlink in the email to take you to your folder in which the bot was generated.
      Note: In the My bots tab, the converted bot displays an error, with 0 byte size while the bot creation is in process. Avoid opening the bot until the bot conversion is complete.
    The Convert to bot option is only available if you have the Bot Creator license. To review the created bot you must have the AAE_Basic role assigned.
  5. Click the Download PDD option to export the opportunity data into a Process Definition Document (PDD) Word document with the same name as the opportunity. The PDD includes the process recording flow chart, and the time on each individual step in hours, minutes, and seconds.

    When an opportunity is created, the PDD begins processing in the background automatically. When the PDD is generated, the field changes from generating PDD to Download PDD. You can now download the document. An email notification to the opportunity owner is also sent to the email address on file.

    You can also download the PDD for that opportunity from the Opportunities page. If an error occurs when you download the PDD, click Download PDD again to regenerate the PDD.

    Note: You must be the owner of the opportunity to be able to download it; otherwise, the download option is disabled.
    The document is saved in the folder on your machine that is configured for downloads in your browser.
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