Runtime Phase of the Embedded Task Automation (ETA)

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Runtime Phase of the Embedded Task Automation (ETA)

    This content explains the runtime workflow of triggering attended automations directly from ServiceNow forms using Embedded Task Automation (ETA). It focuses on how users with the RPA Assisted User role initiate automation, the necessary system interactions, and the data flow between ServiceNow and the Attended Robot during execution.

    Show full answer Show less

    Automation Triggering Process

    • A user logs into ServiceNow with the RPA Assisted User role and navigates to the relevant form where automation will be triggered.
    • The user selects a specific UI action enabled by the attended configuration to start the automation.
    • If unsaved changes exist on the form, the system prompts the user to save before triggering; only proceeding after confirmation.
    • On successful UI action selection, the system attempts to start the Attended Robot installed on the user’s machine.
    • If the Attended Robot cannot be launched, an informational message advises retry or contacting the system administrator.

    Authentication and Execution Details

    • A URL is generated containing details like OAuth Entity ID, code challenge, form record SysID, Bot Process SysID, and Package SysID to initiate the Attended Robot.
    • The Attended Robot uses these details to request OAuth access and refresh tokens, establishing authenticated communication with ServiceNow.
    • Once authenticated, the Attended Robot shares session details back with the ServiceNow form and begins automation execution.

    Data Exchange Between ServiceNow and Automation

    • The GetProcessFieldParameters component uses GraphQL APIs to fetch form field values mapped to dynamic process parameters, ensuring the automation has current data.
    • After execution, the SetProcessFieldParameters component updates the ServiceNow form fields with results or changes from the automation via GraphQL APIs.

    Practical Implications for ServiceNow Customers

    This integrated workflow allows you to launch attended automations seamlessly from ServiceNow forms, ensuring data consistency and synchronization before and after automation runs. Proper role assignment, attended robot installation, and OAuth configuration are critical for smooth operation. The process improves efficiency by automating tasks while maintaining user control and data integrity within the ServiceNow platform.

    Learn more about the triggering of an attended automation from a ServiceNow form.

    Workflow of the Runtime Phase of an Embedded Task Automation

    Familiarize yourself with Embedded Task Automation concepts. For more information, see Embedded Task Automation (ETA) in RPA Hub.

    A user with RPA Assisted User role logs into the ServiceNow instance.

    Navigates to the corresponding ServiceNow form from where the automation must be triggered.

    The user selects the form action, that is created when you activate the attended configuration.
    • If any changes are made on the ServiceNow form, a confirmation message is displayed to save before triggering the UI Action. If the user selects Proceed or OK, the form is saved. The automation is triggered. If the user selects Cancel, the automation is not triggered and the ServiceNow form is not saved.
    • When the user selects the UI action, if it is successful, an attempt is made to start attended automation. Make sure that the Attended Robot is installed on the machine. If it is not successful, a connection to initiate the Attended Robot is not established. An information message is displayed to try again or contact system administrator.

    A URL is generated that initiates the Attended Robot with details such as OAuth Entity ID, code challenge, ServiceNow form record SysID (from where the automation is triggered), Bot Process Sys ID, and Package SysID (Automation SysID).

    Using these details, the Attended Robot makes a call to the OAuth to get the access and refresh token. Learn about the authentication journey in the Attended Robot application and the automation execution. For more information, see Attended Robot authentication journey and automation execution in Embedded Task Automation.

    With these token details, the Attended Robot shares the session details with the ServiceNow form and starts executing the automation.

    The GetProcessFieldParameters component makes a GraphQL API to the ServiceNow instance to read the form field values that are mapped to the dynamic process field parameters. For more information about the GetProcessFieldParameters component, see Use the GetProcessFieldParameters component.

    After the automation is executed, the data is passed to the downstream applications.

    The SetProcessFieldParameters component makes a GraphQL API to the ServiceNow instance to set the form field values that are mapped to the dynamic process field parameters. For more information about the SetProcessFieldParameters component, see Use the SetProcessFieldParameters component.

    Figure 1. Workflow of the Runtime Phase of an Embedded Task Automation
    Workflow of the Runtime Phase of an Embedded Task Automation.

    Launch attended automations from ServiceNow forms

    Learn about the restrictions to launch an attended automation from ServiceNow forms and launching the attended automations. For more information, see Attended Robot authentication journey and automation execution in Embedded Task Automation.