List of steps for configuring embedded task automation

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  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Configuration of Embedded Task Automation

    This guide provides a step-by-step approach for configuring embedded task automation within ServiceNow, ensuring that customers can effectively set up and utilize this feature for enhanced automation tasks. It is essential to complete each step in the given order for successful configuration.

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    Key Steps

    • Familiarization: Understand the concepts of Embedded Task Automation.
    • Build Automation: Use RPA Desktop Design Studio to create and publish your automation.
    • Create Attended Bot Process: Associate it with your published package.
    • Enable Automation: Check the Enable Embedded Task Automation option in the bot process form.
    • Create Dynamic Parameters: Set up process field parameters for your automation.
    • Attended Configuration Record: Create this record for your automation.
    • Field Parameter Mappings: Map form fields to the created process field parameters.
    • Activate Configuration: Enable the UI action that triggers the attended automation.
    • Trigger Automation: Use APIs to initiate the bot process from various ServiceNow interfaces.
    • Assign User: Ensure the user is assigned as RPA Assisted User for automation execution.
    • Publish Bot Process: Finalize by publishing the bot process along with its package.
    • Triggering Automation: Users can trigger the automation using the UI action button on the ServiceNow form, subject to visibility conditions.

    Key Outcomes

    By following these steps, ServiceNow customers will successfully configure embedded task automation, enabling efficient task execution and improved workflow automation in their instances. Users will have access to intuitive UI actions for triggering automated processes, enhancing user experience and operational efficiency.

    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).