Build a bot to upload documents to Document Automation

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

Number of Documents to Process * Average Number of Pages / Scheduling Interval = Number of Bot Runners

10,000 documents * 1 page per document / (720 hours in an average month * 2 times per hour) = 7 Bot Runners

To build the bot, follow these steps:

1. Navigate to Automation > Private tab and click Create a bot.
   Ensure you do not place the bot in the Document Workspace folder.
2. Provide a name for the bot, such as Extraction-Scheduler.
3. 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

4. Insert a Loop action to iterate through all the documents in a specific file path.
   1. Double-click or drag the Loop action.
   2. Select the For each file in folder iterator.
   3. Insert the SourcePath variable into the Folder path field.
   4. Insert the FilesInFolder variable into the Assign file name and extension to this variable field.
5. Insert an If action to compare the number of documents uploaded for processing to the number of Bot Runner devices multiplied by a scheduling interval and divided by the average number of pages.
   Note: You must include this equation to limit the number of files uploaded for processing at one time to ensure that the Bot Runners are able to process the documents.
   1. Drag the If action into the Loop container.
   2. Select the Number condition.
   3. Insert the File_Count variable into the Source value field.
   4. Select the Less than operator.
   5. Enter the following into the Target value field: $Extraction_DeviceCount$*$Scheduler_Interval$/$Average_Pages$
6. Insert If: Else and Loop: Break actions to end the loop if the condition is not met:
   1. Drag the If: Else action beside the If action in the Loop container.
   2. Drag the Loop: Break action into the If: Else container.
7. Insert an error handling mechanism to log any possible errors:
   1. Drag the Error handler: Try action into the If container.
   2. Drag the Error handler: Catch action beside the Error handler: Try action.
   3. Drag a Delay action below the Error handler: Catch action.
   4. Set a delay of 10 seconds.
8. Configure actions to upload documents to the process associated with a specific learning instance.
   1. Drag the AARI Web: Create a request action below the Error handler: Try action.
   2. Mark the Set LearningInstanceName option and provide the name of the learning instance where to send the documents.
   3. Mark the Set InputFile option and enter $SourcePath$/$FilesInFolder{name}$.$FilesInFolder{extension}$.
   4. Mark the Set InputFileName option and enter $FilesInFolder{name}$.$FilesInFolder{extension}$.
   5. Mark the Set OutputFolder option and enter $OutputPath$.