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Review opportunities, convert to bot, and generate PDD

  • Updated: 2022/04/08
    • Automation 360 v.x
    • Build
    • Discovery Bot
    • Process flow

Review opportunities, convert to bot, and generate PDD

Review potential, system-generated opportunities, create custom opportunities from a system-generated opportunity, and convert them to bots. You can also export the opportunity data to a Microsoft Word or PDF document for your reference.

Prerequisites

Automation opportunities are of two types, system-generated and manual. System-generated opportunities, also known as auto-generated opportunities, are created when at least one recording is approved by the user for a process. The auto-generated opportunities are available immediately for you to begin analyzing from the Opportunities page for the recording. The Download option to generate a Microsoft Word or PDF document is not available for auto-generated opportunities. Creating a branch and merging steps into the branch for auto-generated opportunities is not available from the process diagram.

Manual opportunities, also known as custom opportunities, are created from auto-generated opportunities. A custom opportunity allows you the flexibility to review current and newly added recordings from users and decide to accept or reject the new recording changes to the existing process diagram. You can also create a branch as you add steps from another recording to the process diagram. The Download option is available for you to use if you want to download a Microsoft Word or PDF document of the custom opportunity data for your reference.

  • 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 Filter option applied to the opportunity. Auto-generated opportunities use filter default value of 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 the opportunity (this could have been specified as a yearly savings or savings per run).
      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.
    3. Select the required opportunity by sorting, searching, or both from the table using the Search field.
    4. Click the vertical ellipsis icon (three dots) from the table to view an opportunity or download a Word or PDF PDD document.
      The PDD download option for Word or PDF is only available for custom opportunities.
    5. Select an opportunity from the table for display.
  2. Optional: Create a custom opportunity from the autogenerated opportunity.
    1. Expand the Recordings section from the left side of the main canvas.
      By default, all selected recordings are displayed in the process diagram.
    2. Select a single recording from the Recordings section for review, as needed.
      The selected recording is colored in blue from the Recordings section and displayed in the new feeder canvas to the left of the main canvas. All recordings are displayed in the process diagram to the right of the main canvas. Toggle off the selected recording to select another recording for display.
    3. Select either the screenshot icon or the application icon to decide how you want to display the steps.
      Use the Zoom in or Zoom out options as required. Use the Reset zoom to bring the view back to the default level and recenter the process in the canvas.
      Contiguous steps performed in the same application are combined together. This is displayed as a single group to allow better readability of the process. The number of steps collated together is indicated in the bottom-right corner of the group.
      Note: If the screenshot view is the last active view, then the image of the last step in the group is the one that is displayed for the collapsed group. You can drag the process within the canvas by holding down the mouse left button and moving the process to the desired location.
    4. Click a step to expand a group of steps to preview the step in more detail. Alternatively, click the arrow near the top-right corner of the group icon.
      Use the group icon to display groups of steps that belong to the primary and secondary level actions (and subgroup level actions) used during the recording session. As required, expand a group of steps to drill down from the primary to subgroup-level actions to help you decide what group of steps to use when creating a potential opportunity for a task that you want to automate. For example, a primary-level action displays Microsoft Outlook, a secondary-level action displays Outlook mail notification, and subgroup-level actions can display compose email, body email, and send email.
    5. Select the Select all steps check box from the Overview pane to select all the steps in the process diagram.
      Based on your requirements, use the Shift key to customize the number of steps within a path from the main canvas. If you select a nested branch or loop, the parent branch or loop displays a partial selection.
    6. Optional: Use the Filter option to customize a specific opportunity.