List of steps for configuring embedded task automation

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of List of steps for configuring embedded task automation

    This guide outlines the sequential steps ServiceNow customers should follow to configure embedded task automation using the Yokohama release. Completing these tasks in order enables you to build, publish, and trigger attended bot processes integrated directly within ServiceNow forms and interfaces, enhancing automation capabilities.

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    Key steps and their purpose

    • Understand Embedded Task Automation concepts: Begin by familiarizing yourself with the foundational concepts to ensure proper configuration.
    • Build and publish automation: Use RPA Desktop Design Studio to create automations with new components, then publish the automation to your ServiceNow instance.
    • Create and configure attended bot process: Set up an attended bot process linked to the published package, enable embedded task automation on its form, which reveals additional configuration tabs.
    • Define dynamic parameters: On the Process Field Parameters tab, create parameters that the automation will use dynamically.
    • Set up attended configuration record: Create and activate this record to map ServiceNow form fields to your bot process parameters and to enable the UI action (button) for triggering automation.
    • Map field parameters: On the Field Parameter Mappings tab, associate form fields with the process parameters to ensure data flows correctly to the bot.
    • Enable triggering via UI and API: Activate configurations to display a button on forms for users to start the automation, and optionally create actions to invoke automation through Workspace, playbooks, or portals using the RPAInstanceFormHooks API.
    • Assign users and manage licenses: Assign RPA Assisted User roles to users or groups so they can trigger the bot processes, respecting system properties that govern auto-assignment and license availability.
    • Publish the bot process: Finalize publishing the bot process linked with the RPA Desktop Design Studio package for use.

    What to expect

    Following these steps will enable your ServiceNow users to trigger attended automations directly from forms or other interfaces, streamlining workflows and improving task automation. The UI action button appears based on configured visibility conditions and user assignments, ensuring controlled access. Additionally, API integration allows embedding automation triggers within custom portals or Workspace components.

    Use this list of steps to guide you through all the tasks for configuring an embedded task automation.

    Complete all the tasks for a step before moving on to the next step.

    Do the steps in the order that they’re presented.

    Table 1. List of steps for configuring an embedded task automation
    Task Reference
    1) Familiarize yourself with Embedded Task Automation concepts. For more information, see Embedded Task Automation in RPA Hub.
    2) Build an automation by using the new components in RPA Desktop Design Studio and publish it to the ServiceNow instance.

    For more information about the new components, see Forms.

    For more information about publishing the automation RPA Desktop Design Studio, see Publish an automation project in RPA Desktop Design Studio.
    3) Create an attended bot process. Associate it with the package that is published in step 2. For more information, see Configuring a bot process record in RPA Hub.
    4) Select the Enable Embedded Task Automation check box in the associated attended bot process form.

    On enabling this check box, two additional tabs, Process Field Parameters and Attended Configuration, are available on the bot process form.

    		 For more information, see Bot Process form in RPA Hub.
    5) On the Process Field Parameters tab, create dynamic parameters that are used in the automation. For more information, see Create a process field parameter in RPA Hub.
    6) Create an attended configuration record. For more information, see Create an attended configuration record in RPA Hub.
    7) On the Field Parameter Mappings tab, map the form fields to the process field parameters that are used in the automations. For more information, see Map a table field to a bot process field parameter in RPA Hub.
    8) Activate an attended configuration record to enable the UI action that triggers the attended automation on the associated ServiceNow form. For more information, see Activate an attended configuration record in RPA Hub.
    9) To trigger a bot process (automation) from a Workspace, a playbook, or any other service portal, you can create corresponding actions and call the RPAInstanceFormHooks Application Programming Interface (API). For more information, see Invoke Embedded Task Automation via API.
    10) To publish the bot process, assign the user with RPA AU (RPA assisted user) in the Assigned User or Assigned Group field in the Attended Users/Groups tab of the attended bot process record.

    If the auto assignment system property sn_rpa_fdn.allow_rda_robot_auto_assignment is false, the attended robot record is available for the assigned RPA Assisted User.

    If the auto assignment system property is true, an attended robot license is available to auto create an attended robot at the time of triggering.

    For more information about assigning the user with RPA AU, see Assign an attended user or group to an attended bot process.

    For more information about this system property, see Configure RPA Hub properties.
    11) Publish the bot process with the corresponding package published from the RPA Desktop Design Studio. For more information, see Publish an RPA Hub bot process.
    12) The assigned user can view the UI action (button) on the corresponding ServiceNow form. Using this button, the user can trigger the attended bot process (attended automation). There are certain conditions to view this button (UI action). For more information about the visibility conditions, see Visibility conditions of the UI action (button).