Example of using Create a Request action

The Create a Request action from the Process Composer package enables you to create a new request in Automation Co-Pilot on the web through a bot. In this example, use the Create a Request action to pass data through bot variables to initial form of the process.

Prerequisites

  • You must have a Bot Creator license and be assigned a custom role with the following permissions:
    • Check-in and check-out permission
    • Create folder permission
  • Create a process and check-in the process to the public workspace
  • Assign at least one team to the process with the default team selected
  • Select the by bot option in the Request creation field
Note:

The Request creation field is available when you edit the process containing the request. To edit a process, navigate to Manage > Process and select the process you want to edit. This opens the Edit Process page in the General tab. Towards the bottom of the page, you can set to have the request created by a bot. For more details, see Configure a process.

In this example, we will create a process to register new employee details in the company database. The initial form contains basic information such as Name, ID, Date of Birth, Gender, and Location. We will pass the initial form data through bot variables.

Procedure

  1. Log in to the Control Room as a Bot Creator user.
  2. Create the initial form.
    Create a form.
    1. On the left plane, click Automation.
    2. Click Create new > Form.
    3. Enter the form name employee_register_initial_form.
    4. Enter the folder location Bots\Employee Registration.
      To change where your form is stored, click Choose and follow the prompts.
    5. Click Create & edit.
    6. Use the following Elements and Element label in the form.
      Elements Element label
      TextBox Full Name
      Number ID
      Date Date of Joining
      Dropdown Gender
      Checkbox Location
      Select File Resume
      • For the Dropdown element, enter Male, Female in the Enter list items separated by commas field.
      • For the Checkbox element, click the plus icon in Checkbox content field and add the locations San Jose, Tokyo, India.
      • For the Select File element, you can limit the file type which can be uploaded by specifying it in the Enter supported file format separated by commas field. For example; doc, gif, pdf, png, txt, xls.
    7. Click Save.
    8. Click Close.
  3. Create a new process.
    1. In the same folder location, click Create new > Process.
      Create a process automation in Process Composer.
    2. Enter the process name employee_register.
    3. Click Create & edit.
    4. Click Start to add an initial form to the process.
    5. In the Select initial data form field, browse and select the initial form, employee_register_initial_form.
    6. Select Automation Co-Pilot Storage in the File upload storage dropdown.
    7. Provide Request title as Employee Registration.
    8. Click Save.
    9. Click Close.
    10. Check in this process to the public workspace.
  4. Create a new bot.
    1. In the same folder location, click Create new > Bot.
    2. Enter the bot name employee_register_request_bot.
    3. Click Create & edit.
  5. Create the following variables:
    • emp_name: String type; use as input.
    • emp_id: Number type; use as input.
    • emp_date_of_joining: Datetime type; use as input.
    • emp_gender: String type; use as input.
    • emp_location: Dictionary type, Boolean subtype; use as input. From the check box attributes given above, if you want to select the value San Jose for the location attribute in the initial form field, click the plus and create the dictionary variable in the format as given below:

      Name: emp_location

      Attributes Key Value
      San Jose CheckBoxGroup0_0 True
      Tokyo CheckBoxGroup0_1 False
      India CheckBoxGroup0_2 False
    • emp_resume: File type; use as input, select Desktop folder or file for the Default value and browse and select the file you want to upload.
    • employee_registration_request_id: Number type; use as output.
  6. Use the Create a Request action from Automation Co-Pilot Web package.
    1. In the Actions palette, double-click or drag the Create a Request action from the Process Composer package.
    2. In the Public Process field, browse and select the public process employee_register. The initial form fields from the process are displayed in the Input values field. These fields are from supported interactive form elements.
    3. In the Input values field, enter the values or variables to complete the required information to the initial form as given below:
      • emp_name: $emp_name$
      • emp_id: $emp_id$
      • emp_date_of_joining: $emp_date_of_joining$
      • emp_gender: $emp_genders$
      • emp_location: $emp_location$. To select the location San Jose in the initial form field, add the key and value pair for the attributes as given below:
        Attributes Key Value
        San Jose CheckBoxGroup0_0 True
        Tokyo CheckBoxGroup0_1 False
        India CheckBoxGroup0_2 False
      • emp_resume: $emp_resume$
      • employee_registration_request_id: $employee_registration_request_id$
    4. Click Save.
    5. Click Close.
  7. Deploy the bot.
    1. Click Run.
    2. In the Set input variables field, enter the values for the input variable.
    3. Click Confirm.
    The bot deploys successfully and a new request is created through the default team assigned to the process. The initial form fields are filled with the input provided through the bot. In the web interface, an Automation Co-Pilot admin can verify that a new request is created, and the data has been selected properly.