List of steps for configuring embedded task automation

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of List of steps for configuring embedded task automation

    This guide provides a structured sequence of steps for ServiceNow customers to configure embedded task automation using RPA Hub and RPA Desktop Design Studio. It ensures a smooth setup of attended bot processes that integrate directly with ServiceNow forms, enabling efficient automation triggers and interactions.

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    Key Steps

    • Understand Embedded Task Automation concepts: Begin by familiarizing yourself with the foundational concepts in RPA Hub.
    • Build and publish automation: Use new components in RPA Desktop Design Studio to create an automation and publish it to your ServiceNow instance.
    • Create an attended bot process: Link this process to the published automation package and enable the Embedded Task Automation option on the bot process form.
    • Configure process parameters: Define dynamic process field parameters and create attended configuration records to map form fields to these parameters.
    • Activate attended configuration: This enables a UI action button on the relevant ServiceNow form, allowing users to trigger the attended automation.
    • Trigger automation via API: For additional flexibility, you can invoke embedded task automation from Workspaces, playbooks, or service portals using the RPAInstanceFormHooks API.
    • Assign users and publish the bot process: Assign the RPA Assisted User role to users or groups that will trigger the bot. Configure auto-assignment properties as needed, then publish the bot process with the associated automation package.
    • User interaction: Assigned users will see a UI action button on the ServiceNow form to initiate the attended bot process, subject to defined visibility conditions.

    Practical Benefits

    By following these steps, ServiceNow customers can seamlessly embed task automation within their ServiceNow environment. This enables attended bots to interact dynamically with form data, enhancing automation efficiency and user-triggered process execution directly from ServiceNow interfaces.

    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).