Check in a bot

Check in the bot files or folders to the public workspace from private workspace to make it available for all users who have the permission to access and run the bot.

Prerequisites

  • You must have Bot Creator or Citizen Developer license to check in a bot to the public workspace.
  • You must be assigned a custom role with the following permissions:
    • Required: Check in permission at the folder level and at the corresponding parent folder level in the public workspace.
    • Optional: Create folder permission.
    • Optional: View packages permission.
  • To check in a bot with dependent folders and files, ensure you have the following:
    • Create folder permission.

      If you are checking in a bot from your private workspace and if the folder in which the bot is present does not yet exist in the public workspace, you must have create folder permission to successfully check in the bot.

    • Check in permission on the dependency folder.
  • Ensure that your private and public workspaces have the same folder structure so that when you check in a bot from your private workspace, it will appear in the same folder structure in the public workspace. For example, if you check in a bot from the sample bot folder in the private workspace, it will appear in the sample bot folder in the public workspace.
  • You cannot check in a bot file if another bot file already exists in the same location in the public workspace.
  • When you check in a bot along with a cloned bot and no other bots are dependent on the clone, the cloned bot is deleted.
  • An alert is displayed during the following check in scenarios:
    • If a previous check in of a large bot (many dependencies) or file is in progress, and you try to check in the same bot or file again.
    • If you have initiated a bulk check in and try to check in any one of the bots or files that was part of the bulk check in.
    • When you try to check in a parent or child bots while the dependent files from previous check in are still in progress.

Procedure

  1. Log in to the Control Room as a Bot Creator or a Citizen Developer user.
  2. On the left pane, click Automation in the private workspace.
    A list of available bots and forms is displayed.
  3. You can choose to check in either one bot or multiple bots simultaneously.
    • Check in a single bot.
      1. Select the parent automation. Choose the parent automation you want to check in. Click the actions menu (vertical ellipsis) and click Check in such as Task Bot check-in or Process check-in.
      2. In the Check in window, navigate to the General tab and enter your check-in comment. The General tab displays child dependencies along with their status (New, Checked-out, Cloned, Checked-out and edited).
        • The Available dependencies table displays the automations already available in the public workspace, which do not need to be checked in again. Therefore, they are disabled by default.
        • The Dependencies that will be checked table lists all associated or nested dependencies that are included in the check-in.
          Note: You can deselect automation files with the status Checked out or Checked out and edited if you want to exclude them from the check-in process.
          Review the following behavior when you check in the parent automation:
          Parent status Child status Behavior
          New, Checked out, and, Checked out and edited New When you check in the parent, the child will also be checked in automatically. You cannot clear the child in this case.
          New, Checked out, and, Checked out and edited Checked out When you check in the parent, the child appears on the right side of the table. You can choose not to check in the child by moving it to the left side of the table. However, it is recommended to check in the child automation files so that other bot developers can work on them.
          New, Checked out, and, Checked out and edited Checked out and edited When you check in the parent, the child appears on the right side of the table. You can choose not to check in the child by moving it to the left side of the table. However, it is recommended to check in the child automation files so that other bot developers can work on them.
      3. Navigate to the Review dependencies tab, review and click Check in.

      When you check in a bot, an audit entry is logged with the Check In Request event type and individual bot name as item name. After the request is completed, an audit entry with the Check In event type and individual bot name as item name is logged. For more details, see Check In and Check In Request audit entries at Audit events list.

      Note: When you check-in a bot to the folder with the name System, the bot version is not displayed correctly.
    • Check in multiple bots.

      You can check in up to 10 bots at a time.

      1. Select the bots that you want to check in and click Check in checked items.
        Note: All the inherited dependencies are included to be checked in.

        Bulk check in of bots
      2. Add the comment and click Check in.
      3. Optional: Select Advanced options to view or modify the selected dependencies, add the comment, and click Check in.
    The bot appears in the same folder structure in the public workspace.

    When you check in multiple bots, an audit entry with the Check In Request event type and Multiple Files as item name is logged. After the request is completed, an audit entry with the Check In event type and Multiple Files as item name is logged. For more details, see Check In and Check In Request audit entries at Audit events list.

If you have issues in checking in a bot, see Unable to check-in the bots in Automation 360 (A-People login required).