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Move from IQ Bot Extraction package to Document Automation

  • Updated: 2022/07/05
    • Automation 360 v.x
    • Build
    • IQ Bot

Move from IQ Bot Extraction package to Document Automation

As of the Automation 360 v.26 release, the IQ Bot Extraction package will be deprecated. Instead, configure your learning instances from Automation 360 IQ Bot to extract data in the new document processing solution, Document Automation.

Prerequisites

Check if any bots in use the IQ Bot Extraction package: Navigate to Manage > Packages, and search for the IQ Bot Extraction package. If the status is Enabled, you must do steps on this page to identify the bots that contain the Process documents action and the associated learning instances, and configure those learning instances to run in Document Automation.

Search for IQ Bot Extraction Package

Set up your Set up your Document Automation environment, which includes creating a custom role and users to perform tasks in Document Automation.

In this page, you connect your learning instances from Automation 360 IQ Bot, build a bot to upload documents to Document Automation, publish the learning instance assets, and deploy them to a Bot Runner.

Procedure

  1. Identify the learning instances that you must connect to Document Automation:
    1. Navigate to Automation page, under the Public tab, locate the Bots folder.
    2. Click on a TaskBot to open the Bot editor.
    3. If the TaskBot contains the IQ Bot Extraction > Process documents action, locate the Learning instance name field and note the value. This is the name of the learning instance that you must connect to Document Automation.
    4. Repeat these steps to identify all the learning instances that must be connected to Document Automation.

Connect your learning instances to Document Automation

When you connect a learning instance that was created in Automation 360 IQ Bot, the system creates learning instance assets (RPA bots, AARI process, and form) to enable the learning instance to start processing documents in Document Automation.
Note:
  • The Automation 360 IQ Bot environment must be associated with the Control Room where Document Automation is installed. In addition, Automation 360 IQ Bot must be in a version that is compatible with the Control Room.
  • You can connect one learning instance at a time.

  1. Login to the Control Room as the Admin user. Navigate to Manage > Learning Instances. Click Connect learning instance.
    This takes you to Connect Learning Instances from IQ Bot classic page which contains a list of Automation 360 IQ Bot learning instances.
  2. Select the learning instance from version Automation 360 IQ Bot to connect with. Move it from left to right. Click Connect. Connect your learning instance
    The newly-connected learning instance appears in the Learning instances table in private mode.
  3. Upload documents to the learning instance that you connected in the previous step to test its extraction capability.
    1. Click Process documents.
      Process documents
    2. In the Process Documents window, click Browse to select the files to upload.
    3. In the Download data to field, enter the file path that will hold extracted data.
      When the process runs, it creates the following three folders in the provided file path:
      • Success: Contains the extracted data in the specified format (CSV or JSON).
      • Invalid: Holds documents marked invalid.
      • Failed: Holds documents that could not be processed.

      You can provide an output folder path based on one of the following options:

      • Option 1: The local device path if you have set up document processing and validation on the same device.

        This option is typically used when you are testing the learning instance.

      • Option 2: The shared folder path if you have set up distributed validation on separate devices.

        This option is typically used for published learning instances. For example, \\10.239.192.60\Sharepath\Output.

    4. Click Process documents.
      The Bot Runner window appears. The window disappears when the documents are done processing. Refresh the Learning instances table to see the updated metrics.

If there is a value next to the Validate documents link, you must manually validate the document fields. Otherwise, proceed to step 3.

  1. Fix the validation errors and edit the rows:
    1. Click Validate documents.
      The AARI Task Manager opens in a new tab, with the first failed document in queue. For an introduction to the Validator user interface, see Using the AARI Task Manager Validator for Document Automation.
    2. Review each field to verify the data type and extracted value.
      Document Automation supports the following data types: text, number, time, and check box
      Alternatively, from the drop-down list on the right panel, you can select Show fields that need validation.
      Note: When documents are awaiting validation, if you edit the learning instance, click Reprocess to reattempt extraction.

      Reprocessing documents does not affect the uploaded documents metric.

    3. Update the fields with errors.
      Click the field or draw a box around the values that you want to extract.
      • To skip a document without correcting errors, click Skip to proceed to the next document in the validation queue.
      • To remove a document that cannot be processed, click Mark as Invalid.
    4. After you make the necessary corrections, click Submit so that the document can finish processing.
      The next document in queue appears. When all the documents are corrected, the system displays a message stating that no more tasks are available.
    5. Close the tab to return to the Learning Instances page.
  2. Verify the output results:
    1. Open the file in the Success folder that contains the extracted data and review the results to ensure that it matches your use case.
    2. Optional: Review the Learning Instance dashboard.
      The dashboard displays the total number of uploaded documents and the number of documents pending validation.

Configure the learning instance to process documents in production

  1. Log in as a user with the Bot Creator license and build an Extraction-Scheduler bot to automate uploading documents to the learning instance: Build a bot to upload documents to Document Automation
  2. Log in as the Admin user to publish the process.
    1. Navigate to Automation > Private tab > Bots > Document Workspace processes and select the folder with the same name as the learning instance.
    2. Mouse over the vertical ellipses to the right of the process to open the actions menu and click Check in process.
      The Check in Process window opens with the bots and form auto-selected to also be checked in.
    3. In the Check in Process window, add your comment and click Check in.
      The process appears in the same folder structure in the public workspace.
  3. Publish the Extraction-Scheduler bot.
    1. Locate the Extraction-Scheduler bot in the private tab.
    2. Mouse over the triple ellipses to the right of the bot to open the menu and click Check in Task bot.Check in Task Bot
      The Check in Task bot page opens with the bot auto-selected.
    3. Add a comment and click Check in.
  4. Deploy the process and RPA bots to the unattended Bot Runner devices: Deploy the learning instance assets

Next steps

Build a bot to upload documents to a specific learning instance for processing and extraction: Build a bot to upload documents to Document Automation

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