Imagine you’re working in ServiceNow and have to trigger an automation without leaving the form you're working on. Switching between applications can slow down productivity. Here’s where "Embedded Task Automation" comes to the rescue! This feature enables you to trigger attended automations directly from ServiceNow forms—without having to switch back and forth between different applications. Let's dive into how it works, its benefits, and a real-life example.
What is Embedded Task Automation?
Embedded Task Automation allows you to reuse existing ServiceNow forms, initiate automations right from those forms, and even update form fields during the automation.You can do all of this without leaving the ServiceNow interface or developing new forms. we can reuse ServiceNow forms and its data.Think of it as a way to seamlessly integrate automation into your workflows.
Key Benefits
-Reuse ServiceNow Forms: No need to create new forms for automation tasks. Simply use the existing forms in ServiceNow.
-Seamless Integration: Trigger automations without leaving the ServiceNow interface. This saves time, as there’s no need to switch between platforms.
-Automatic Data Transfer: Data from the ServiceNow form flows automatically into the automation with a single click.
How Embedded Task Automation Works
Let’s walk through a common scenario: generating employee badges
1. Creating the Request:
An employee requests a badge through the Service Catalog in ServiceNow. The request form includes details like the employee's name, location, and more. Using this form data the badge is generated by an external application, the badge ID is automatically populated in the request form.
2. Building the Automation in RPA Hub:
In RPA Desktop Design Studio, you create an automation to handle the badge generation. This automation is published to your ServiceNow instance. Make sure you include the 'Terminate' component, which ensures the automation completes properly after each UI action.
3. Configuring the Bot Process:
Once the automation is built, you create an attended bot process in RPA Hub using package published in above step —let’s call it “Employee Badge Generation, and select 'Enable Embedded Task Automation' checkbox. You configure it so that it can be triggered directly from the ServiceNow form.
4.Enabled Embedded Task Automation:
In RPA Hub, check the box labeled 'Enable Embedded Task Automation'. This unlocks two additional settings: 'Process Field Parameters' and 'Attended Configuration'.
5. Set Up Field Parameters:
On the 'Process Field Parameters' tab, create dynamic parameters (e.g., employee’s name, location) that will be used in the automation.
6. Link Automation to ServiceNow Forms:
Next, you’ll link the bot process to a ServiceNow form. In the 'Attended Configuration' tab, you select the table associated with the form where this process will be triggered. You can also define criteria to trigger the process—such as only triggering when the badge request is approved.
7. Map Form Fields to Parameters:
To ensure the form data flows seamlessly into the automation, you map fields from the ServiceNow form (e.g., employee’s name) to the process field parameters employee name created in step5.
8. Activate the UI Action:
Finally, activate the process. This automatically adds a UI button (e.g., “Generate Badge” action label provided in attended configuration) to the ServiceNow form. The user can click this button to trigger the automation.
9. Publishing and Using the Automation:
After configuring and publishing the bot process, the user who has Assisted User role will see the “Generate Badge” (action label provided in attended configuration) button on their ServiceNow form. By clicking it, they trigger the automation, reads the mapped field data from form and generates the badge and updates the request form with the badge ID.
Conclusion
Ready to save time and enhance your attended automation? Start using Embedded Task Automation today!
