The purpose of this guide will be to further the understanding of the task workflows. The Task Details are the higher level steps which make up the discovered workflow. A data analysis background may be necessary to understand the workflows at this microscopic level of detail.
The Task Details is a reservoir of acutely valuable information to Automation Developers and Business Analysts. OfficeAutomata uses these same details to create our maps, analytics and descriptions. The owner of these workflows need to certify that what was discovered is the same as the work actually being performed. This is done through analyzing the Task Details and reviewing those details with the managers and employees who perform those tasks. Through this process of analyze and review, we can confirm the ROI and potential for automation or process improvement initiatives.
*Task Details Icon
- What are the Task Details?
The Task Details is all the RPA information, from one workflow and its variation, necessary to create a bot. This same information is useful for business process improvement because the workflow that was discovered needs to align with the actual work being performed. Depending on the review process and the accuracy of the Discovery, it may be necessary to edit the Task Details before taking actions such as process improvement or exporting for automation.
- Task Detail Terminology
- User action:
- Logic: If/Then/Else statements that the AI has identified based on a variable such as a UI Element or action which value changes the workflow.
- Variation: Cognitive variation which are based on user knowledge, training issues, or random discrepancies in user workflows.
- RPA Data: Data used to build RPA bots.
1. Task Events Data Grid
The Task Details are displayed in a data grid or table format similar to an Excel sheet. The Y-Axis is the events in order descending from first to last and broken up by variation. The major variation is first in the order. The X-Axis is the columns for the RPA Data.
- Column Titles
- Description: The NLP AI automatically generates a description for every event in the major variation.
- Image: If the Automation Potential in the Task Summary is high enough the server will request screenshots from the database to assist the review process.
- Duration: The time from start to finish for each step of the workflow.
- Application: The application which the event took place in.
- Document: The document which the event took place in.
- Type: The type of user action which was collect such as a click or keystroke.
- UI Element: UI elements are the core building blocks for all applications. They are responsible for interactions between the user and the application.
- Value: If the user action was a keystroke the value is what was typed.
- X-Path: XPath is an expression language designed to support the query or transformation of XML documents.
2. How to Understand the Data Grid
As previously mentioned it may take a data analysis background to truly comprehend and find the data grid useful. The Data Grid is the most basic building blocks from the AI Training and it can be difficult to see the big picture while digging through the lowest level of Task information.
- Read the Step Descriptions
The first step in understanding the Data Grid is to read the descriptions in order from top to bottom of at least the major workflow. During this review you should be asking yourself some questions:
- Does the task make sense for something an employee would be doing repetitively?
- Is it clear what the start point and the end point of the task is?
- When you read the whole task does it seem like there are any steps missing?
- Are the step descriptions very clear to understand?
It may be useful to write or draw out the task from the description you are reading.
- Internal Review
After you have read the step descriptions for a single task you should do the same for some other tasks and compare them. This should help provide context for what you are seeing in different tasks. Comparing the task map and the task analytics to what you read in the task steps may provide additional insights to the workflow. If several people with different backgrounds can review the same step descriptions this may also provide additional insight into the purpose of the task and what needs to happen with it (RPA or BPI).
- OCR: Screenshots
Access to screenshots will need to be requisitioned from the client side and may take some time for permissions. These screenshots will assist in the review process and help validate the results of the AI Training.
- External Review
Does the organization that owns the workflows have any documentation of their workflows? This may be in the form of PDDs, training material, diagrams, etc. You can expect the documented processes to be very different than the actual work being performed but they should be similar.
- Find the Logic Steps
The depending on the complexity of the workflow, there may be logically steps that the AI will distinguish as part of it's logic analysis. While some tasks require no thought or decision making, some do. The AI can find these logically steps but it is up to users to decide what to do with them.
- If the logical step in not apart of the major variation:
- It may be possible to skip the logic step if it not apart of the major variation.
- If the logical step in apart of the major variation:
- Analyze the rest of the task for ROI from RPA or BPI.
- If the task in being considered for automation:
- May need to write the logical switches out.
- Send an automated message to a employee to make the logic decision.
- Automate up to the point of the logic step.
- If the task in being considered for BPI:
- Training or standardization can reduce the need for logical steps
3. Task Map
The Task Map is a visualization tool to assist users going through the task review process in understanding how the workflow looks in 2D. This type of visualization may assist employees and managers to recognize their work and to help find deviations in what was Discovered and the actual work being performed. The Task Map visualize the major workflow and all of its variations.
- Task Map Controls
Using the task map controls in the right hand corner, the user can manipulate what they are seeing to better make sense of the workflow.
- Hover Over
Use your curser to hover over different parts of the map. If the user hovers over an arrow they will get a probability of the path. If they hover over a circle, a box will pop out with event details.
- UI Element:
Tasks that are extremely similar are know as variations. Out of all the variations the task that is performed that most often is know as the major workflow while the other variations are minor workflows.
Splits in task map
4. Editing the Task Details
This shows you the task name, category, source, destination, type, departments and users. Included is a task description and intent of the task which automatically filed by an AI but can be edited by the Business Analysts. The Task Info Panel allows you to further refine changes to the task flow if some of the information and events are incorrect.
Editing the tasks events allow user to refine the task to be more accurate and remove unwanted events(“noises”) to avoid complications for both the user and the AI.
- Table Data View
The Task Table allows the user view every step in the task and allows you to edit the task data by merging, moving or deleting events and gives detailed information to task.
Move to Task
Allows you to move single or multiple events into another existing task if the AI has incorrectly identified events as belonging to a different task.
Move to new Task
Allows you to move single or multiple events into new task that you are creating if the AI has incorrectly identified events as belonging to the task you are editing.
If a task is too long, you may decide to find a mid point in the task and break into more manageable pieces.
You can choose to delete an event from the trained data if you feel that certain parts of the task events are redundant.
Set Start Event
Set an event as the actual start of the task and replace the event that the AI had set as the task start.
5. Example of Editing the Task Details
Here is an example of how to remove unwanted event(s) from a task. As we can see from below, the first event “Select New in Platform” is irrelevant to the whole task. So we going to start from removing that particular event from the task.
Click on the event (as shown below)
Right click on the selected event and click on “Remove Events”
After clicking on “Remove Events”, a confirmation will pop up. Click on “Yes” to confirm removing the event.
If you have more than one events to remove, proceed to repeat the steps as above.
For more information about the Tasks Section of the Dashboard please contact us or visit the other training guides.
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