Build a bot to upload documents to Document Automation

Build a bot to upload documents to a specific learning instance for processing and extraction.

Prerequisites

Ensure you have the name of the destination learning instance.
If you have an adequate amount of Bot Runners connected. For instructions on connecting a Bot Runner, see step 5 of Set up your Document Automation environment.
Note: You need a dedicated Bot Runner for this bot and additional Bot Runners for the extraction and download bots, depending on the average number of pages in the documents. Review the explanation below for more guidance on how many Bot Runners are needed.
Decide on the scheduling interval for deploying this bot with a maximum interval of every thirty minutes.
Determine the average number of pages in the documents awaiting upload.

This bot is necessary for end-to-end automation of the document extraction process. When deployed, the bot checks if there are enough Bot Runners to handle the documents, by comparing the number of files already uploaded against a calculated value. The calculation considers the number of Bot Runners, scheduling interval, and average number of pages in the documents.

Note: This step is important as it controls the number of documents being uploaded to ensure smooth processing and avoid overloading the Bot Runners, which might cause a time-out error.

To determine the number of Bot Runners needed, consider the following:

One Bot Runner can process a single-page document in one minute.
One Bot Runner can process a two-page documents in two minutes.
One Bot Runner can process 1440 single-page documents in one day.
Two Bot Runners can process two single-page documents in one minute.

Use this equation to determine how many Bot Runners are needed:

Number of Documents to Process per day * Average Number of Pages per document / 1440 = Number of Bot Runners

Note: If the equation result is not an integer, you must round up to the next whole number to obtain an adequate number of Bot Runners. For example, if the equation result is 4.2, you will need 5 Bot Runners.

As an example, if you want to process 10,000 documents each day with an average of one page per document, you need seven Bot Runners:

10,000 documents * 1 page per document / 1440 = 7 Bot Runners

Procedure

To build the bot, follow these steps:

Create the following variables: Create a variable


Variable name	Description	Data type	Value
`File_Count`	Increments with each loop iteration to count the number of files uploaded for processing.	Number	0
`Extraction_DeviceCount`	Number of Bot Runner devices connected to the Control Room	Number	Enter the number of connected Bot Runner devices
`Scheduler_Interval`	Scheduling interval in minutes	Number	Enter the interval for which you will schedule this bot to run when you deploy it (minimum 2 min,maximum 30 min)
`Average_Pages`	Average number of pages per document		Enter the approximate average number of pages in the documents
`FilesInFolder`	Holds file name and extension	Dictionary	--
`SourcePath`	File path to the folder containing documents awaiting upload to Document Automation	String	Enter the file path
`OutputPath`	File path to the folder containing the extracted data and invalid or failed documents	String	Enter the file path where you want the extraction output

The completed bot should resemble the one in the image below:

Screenshot of completed bot

Next steps

Publish the process and bot. See step 3 of Publish the learning instance to production

Automation 360

Build a bot to upload documents to Document Automation