automai rpa (robotic process automation) rpa user guide.pdfprocess 3 introduction to automai rpa...

www.automai.com © Automai, Corp.

Automai RPA (Robotic Process Automation)

http://www.automai.com/

User Guide: Automai RPA

© 2019 Automai, Corp. All rights reserved.

Contents

INTRODUCTION TO AUTOMAI RPA ....................................................................................................................... 4

AUTOMAI RPA ARCHITECTURE ..................................................................................................................................... 4

END USER LICENSE AGREEMENT ..................................................................................................................................... 5

BASIC TERMINOLOGY ................................................................................................................................................ 7

LAUNCH THE MANAGER ............................................................................................................................................ 8

DASHBAORD ............................................................................................................................................................... 10

PROCESS FLOWS ....................................................................................................................................................... 12

CREATE A NEW PROCESS FLOW ................................................................................................................................... 13

RUN PROCESS FLOW .................................................................................................................................................... 20

Process flow run report ................................................................................................................................................................... 24

VIEW PROCESS FLOW REPORTS................................................................................................................................... 28

EDIT PROCESS FLOW ................................................................................................................................................... 30

DELETE PROCESS FLOW .............................................................................................................................................. 30

REPORTS...................................................................................................................................................................... 31

AUTOMATION ............................................................................................................................................................ 32

AUTOMATION QUEUE .................................................................................................................................................. 32

Displaying a process flow run or a schedule of request ................................................................................................. 33

SCHEDULES .................................................................................................................................................................. 36

Create a schedule ................................................................................................................................................................................. 37

Edit a schedule ....................................................................................................................................................................................... 39

Delete a schedule ................................................................................................................................................................................. 39

Activate and deactivate a schedule ............................................................................................................................................ 39

CALENDARS ................................................................................................................................................................. 40

Create a calendar ................................................................................................................................................................................. 40

Edit a calendar ....................................................................................................................................................................................... 42

Delete a calendar ................................................................................................................................................................................. 42

ROBOTS ........................................................................................................................................................................ 43

LIVE VIEW .................................................................................................................................................................... 43

LIST VIEW .................................................................................................................................................................... 45



PROJECTS .................................................................................................................................................................... 47

VERSION CONTROL ...................................................................................................................................................... 48

SETTINGS ..................................................................................................................................................................... 51

USERS .......................................................................................................................................................................... 51

Create a user ........................................................................................................................................................................................... 52

Edit a user ................................................................................................................................................................................................ 53

Delete a user ........................................................................................................................................................................................... 53

GROUPS ....................................................................................................................................................................... 54

Create a group........................................................................................................................................................................................ 54

Edit a group ............................................................................................................................................................................................. 55

Delete a group ........................................................................................................................................................................................ 55

NOTIFICATIONS ........................................................................................................................................................... 56

PROPERTIES ................................................................................................................................................................ 56

USER PROFILE ............................................................................................................................................................ 57

User information .................................................................................................................................................................................. 58

Preferences ............................................................................................................................................................................................. 60

GETTING HELP AND SUPPORT ............................................................................................................................. 61

SEND US FEEDBACK ................................................................................................................................................. 61



Send scenarios

The Manager

Introduction to Automai RPA

With Robotic Process Automation (RPA), you can easily automate large numbers of business processes,

increase productivity and save resources by spending less time on repetitive tasks.

Automai RPA architecture

Robot 1

Robot 3

ScenarioBuilder

Robot 2

Process flow run

report

Create automation scripts

processes

Process flow run

Play Process flow run

Send the results and create Process flow run report

•••

Process 1 Process 2

Process 3



End user license agreement

IMPORTANT -- PLEASE READ CAREFULLY BEFORE USING THIS SOFTWARE PRODUCT: This End-User license

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Automai, Inc. ("AUTOMAI") that governs your use of the software product (“Software”).

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EULA.



Basic terminology

The following terms are commonly used in Automai RPA and are discussed in detail throughout this guide:

The Manager: A web based application from which Process flows are built, managed and executed. It also

generates summarized and detailed run results and reports.

ScenarioBuilder: The tool for recording and maintaining automation scripts.

Robot Worker (rWorker): The robot that executes the Process flows defined in the Manager.

Process: It is a scenario/script that is created in ScenarioBuilder.

Process flow: A Process flow is a collection of processes and data sources that defines a business flow.

Process flow run: A Process flow run is the Process flow execution report. It outlines a detailed feedback of

the execution flow.



Launch the Manager

After creating and sending your scenarios from ScenarioBuilder to the Manager, launch the Manager web

interface to create, run and manage your Process flows.

After installing Automai RPA, a shortcut will be created on the desktop.

Double-click the RPA shortcut to launch the Manager web interface in your default browser.

You can also launch the Manager by entering IP address of the PC/Server (or “localhost”) and Web Server

port number into the address bar of a web browser.

Log in to the Manager (Default: Username: admin / Password: admin)

The Manager defaults to the “Dashboard” page upon opening.

Take some time to get familiar with the interface before you start working with the Manager.



In the default view, you will see the “Menu Bar” across the top of the page that gives you access to the

Notifications, Robots states, Settings, and User Profile options. And the “Navigation” which is organized into a

number of sections. It provides a guide for creating, running, analyzing and managing your Process flows.

# Use to

1

View and access User profile, RPA version number, Help, License agreement and Log out.

2

Navigation which allows you to create and manage Process flows, perform process flow runs and view run results.

3

Main Panel

4

Notification

5

View Robots status

6

Settings



Dashbaord

The dashboard is the main interface you see when you login to the Manager. The dashboard is a visual

representation of the results from the latest runs by groups and process flows. It is useful for tracking the status

of the Process flows that are currently running. It also lets you to view charts and graphs showing usage

information for Robots.

“Results by group” charts displays all groups of Process flows. Once you click on a group, it will show you the

Process flows of that specific group or in “Group results” chart.



“Group results” charts are linked to their respective pages. For example, if on the Group results chart –

Marketing, you click the column corresponding to a Process flow – HubSpot Create Contacts, the Process flow

runs page of that Process flow will be displayed.

Use the option to view the run results in a specific date range.



Process flows

This section allows users to create and modify Process flows that will be used for executing Process flow runs.

Here you can see the list of all Process flows and basic information about them. The list gives you the options to

run Process flows, view Process flow reports, edit and delete Process flows.

From this list, you can see which Process flows are locked and which are ready to be executed.

Locked Process flow means that the Process flow is still in “draft” mode and it is not published yet by the

user. In this case, other users cannot access them.

Use the filter to search a Process flow.



Create a new process flow

To create a new Process flow,simply select “Process Flows” option from navigation and click on “+Process flow ”

button.

Once you click on it, “New process flow“ form will populate.

The above image shows how the Process flow form looks upon opening.

During the creation process if any change is made in the Process flows, all the updates are saved

automatically.



Below we will walk through the form and provide an image with sample data to demonstrate how to create a

Process flow:

Process flow is created when you would like to execute business processes. Process flows can be made up

of different processes.

(*) indicates this field is required in order to proceed.

Process flow name *: A unique name used to identify the Process flow.

Project *: Select a project that the Process flow applies to.

Description: Enter an optional description of the contents of the Process flow.

Stop on error: During a Process flow run, you may need to interrupt the entire Process flow run after an error

occurs. In order to do this, use the Process flow’s “Stop on error” option. By default, this option is disabled so

that whenever an error is encountered, the Manager simply continues running the Process flow until it gets

another command. When the execution is over, you will be able to view all the errors that occurred during the

Process flow run in the Process flow run report.

To enable this option, check the option.

When the option is enabled and an error occurs, the Manager will continue the Process flow run until the

current process is over and then it will stop the Process flow run.



Do not confuse this option with the “Stop on error” option for the processes.

Add initializing or finalizing process: If checked , optional fields will be added to the form to select

initializing and/or finalizing processes.

Initialize process flow with: Select a process that will run before any processes in the Process flow run.

Finalize process flow with: Select a process that will run after the Robot finishes executing the processes in the

Process flow run.

Initialization and finalization processes are similar to other processes. The purpose of these processes is to

perform one-time initialization routines upon Process flow run starts (such as launching Web Browser, loading

website, login to application, etc.) and finalization routines (properly close application, cleanup and release

memory or other resources) upon Process flow run finishes.

Global variables: Global variables can be accessible from any process. Unlike script variables, global variables

retain their value during executing process in different iterations.

The Global variables option is only visible if a process contains global variables.

To modify the global variables values, click

Next, click on each variable value you want to modify and update.



Add process *: Click to open “Add process” form.

Select a group from the groups list. To learn more about group, see Groups section.

Select the processes that you want to execute. You can choose multiple processes.

Once you are done, click “Submit”. The form will close.

If you need to close the Add process form prior to submitting, click the in the top right-hand corner.

The selected processes will automatically appear here.

The Manager gives you the option to change the order of processes by clicking Up/Down icons.

The processes can be deleted by clicking button.



After adding the process, hover over it and click “View process details” button.

The input data files such as CSV files or MS Excel sheets from the source process along with their paths are

displayed here.

To edit the current one or provide a new input data for the process, click the source file path.

Once you are done updating, press “Enter”.

❖ A process can have no data file.



Stop on error:

If the option in this step is enabled and an error occurs, the Manager will stop running

the process but it will continue playing the other processes of the Process flow run.

Archive data files:

If the option is checked, the Manager will archive the data file at the specified location and

an archive data file will be created instead (e.g. "Contacts_data.xlsx" will be renamed to

"Contacts_data_112918092248.xlsx").

When this option is enabled and the execution is complete, you need to place the input data file again

in the desired location for the Robot for the next execution. Otherwise, you will receive an error message similar

to the one shown below:

When you are done with defining the processes and data files for the Process flow, click “Publish”

to complete the Process flow.

You will be automatically moved to the Process Flows page.



Now the Process flow is ready to be executed.

If you have not published a Process flow, the Process flow is in draft mode and it cannot be executed. You

can use the icon next to Process flow to publish the Process flow.

Any changes to the process, sub-processes, data files, resending scenarios to the Manager, and other actions

requires you to republish the Process flow.



Run process flow

Once a Process flow is published, you can execute all of the processes along with processing their data files (if

exist) by creating a Process flow run.

A new Process flow run is created every time a process flow needs to be executed. This allows to track

summary of executions of a Process flow.

To start a Process flow execution, click “run process flow” button next to the Process flow.

Once you click on it, you will be automatically forwarded to the Process flow run page.

A request will be created in the queue and Robots will start receiving the commands from the Manager. You can

view the request started by a specific Process flow run on “Automation Queue” section. For more information,

please refer to Automation Queue section.



Here are some screenshots of executing a Process flow run:

You can track the Robot’s status by checking the messages displayed on top of the page. To hide the Robot

feedback, click button.

For each record of a data file that is being processed, the Manager will specify its status:

• Playing: Robot is processing the record.

• Waiting: The record is waiting to be processed.

• Processed: The record has been processed successfully.



• / Failed: There are some errors related to the record while processing it.

• Unprocessed: The Process flow run is stopped; the record is not processed or it will be processed

later.

At any moment you can stop the execution process. To do it, go to “Reports” -> “Process flow run” page and

click “Stop process flow run” button.

Before playing the Process flow run, make sure the Robot is available. You can check the Robot status from

Robot section. You can also check the availability of them by clicking the button in the navigation.

If you try to execute a Process flow run and there are not any Robot available, the the Manager will display

an error message on the top of the Process flow run page.



In the Process flow run page, you can see the global variables and the processes associated with the Process

flow within each group.

To view global variables, click button.

There is a Note section available on a Process flow run report, so that you can type any notes about the Process

flow run if required.

To do this, click link.

Enter your notes and click “Save” button.



Process flow run report

After the Process flow run execution is completed, the results is visible on the Process flow run report. The

report contains general information about the Process flow run including the name of the Process flow, Process

flow ID, the number of records of data files, the data files headers, data rows, error messages/run time, failure

screenshots and etc. It also contains the optional note of the Process flow run that you add when you run the

Process flow.

At the top of the page you can see how many records have been processed successfully, Failed, or Not processed

within a Process flow run.

Process flow run failures are classified into four categories: Unclassified, Script, Data, Application.

• Uncalssified error: The user has not specified the cause of the failure. This is the default type.

• Script error: Any error related to process step such as failed images, move mouse and click, etc.

• Data error: Any error which is due to a failure in the process data (i.e. adding an order to a customer

that doesn’t exist in the system.)

• Application error: Any error relevant to the application.

At the beginning, all failures are received and categorized as unclassified.



To change the error type, click “Error type” and choose the type from drop down list based on the failure.

When an error type is selected, the type and number of failures will get updated on the top based on the

changes.



To filter the run results on the top, click on each status.

To view execution timeline and failure screenshot, click button.

The “Execution Timeline” window displays details of the executed steps of process(es) along with a snapshot of

beginning of each step and the failure screenshot, showing images from the Robots desktops captured at the

time of failures.

The execution timeline provides the opportunity to identify and correct the issue that caused the failure.



Not all the steps (actions) have a step execution screenshot. (i.e. Open URL, Set Variables, …)

Click the middle of the images for larger view.

The red target circle appeared in screenshots, displays the position of mouse click(s) based on the mouse

coordinates that are set in your process in ScenarioBuilder.



View process flow reports

After the Process flow run is over, the Manager gathers various information on the Process flow run and shows

this data in the Process flow run report. You can access this report in different places throughout the Manager.

To look your Process flow last run results, go to the “Process Flows” page and click on “view process flow

reports” button next to the Process flow.

Once you click on it, you will be automatically moved to the Reports page.

Here you will see all the Process flow runs executed for this Process flow with its run results. It shows how

many records have been processed successfully, failed, or not processed in every Process flow run and allows to

compare the results.

To view the report, click on button.



The Process flow name, Process flow ID and status (processed, failed, not processed) are displayed at the top of

the page.

The other parts of the report contain detailed information including the number of records of data files, the data

files headers, data rows, Process flow ID, failure screenshots, error messages or runtime.

To delete the Process flow run report, click on button.

To view and access to all the Process flow runs of the Process flow, click on button. You can click on each

Process flow run to view the run results.



Edit process flow

Edit a Process flow by clicking the Process flow name.

When you are done editing, click “Publish” to make the Process flow ready for execution.

Delete process flow

Delete a Process flow by clicking the “remove Process flow” button next to the Process flow.

Once you click on it, a message pop up will be displayed;

Click on “Yes, delete” to finalize the deletion of the Process flow.



Reports

When a Process flow run is executed, results are posted to the Process flow run report. You can find all

reports through the “Reports” section.

To open the “Reports” page, simply select “Reports” from navigation. The Reports page contains a list of all

Process flow runs. Name of the Process flow, Process flow ID, number of successful processed, failed and un

processed records of the data files, number of times it ran, project name, and date of the Process flow runs are

displayed.

The latest executed Process flow is selected by default and the Process flow runs associated with it are

displayed.

You can select a Process flow from the drop down list to view all the Process flow runs of that particular Process

flow and inspect additional details about it.

Once you click button, you will be automatically moved to that Process flow run report page.

Please refer to the View process flow reports section for more information.



Automation

Automation queue

The Automation queue section displays all the requests created in the queue or the requests executed in the

past, regardless of whether they were started manually by playing a Process flow run or through a schedule. You

can set multiple schedules or Process flow runs manually on the Robots; the requests will be queued in waiting

status and they will be executed in sequential order.

The requests can have the following statuses:

• Waiting: The request is queued to execute the assigned schedule or Process flow run on Robots.

• Running: The request is executing the assigned schedule or Process flow run on Robots.

• Completed: The request has been executed successfully and it is finished.

• Completed with Warnings: The request has finished the execution with warnings.

For instance, if you stop a Process flow run (which was in a queue) manually, then the request will finish

the execution with warnings.



• Completed with Errors: An error interrupted the execution of the request.

For instance, if a Robot goes offline while executing a request, the request will be finished with errors.

• Stopped: A request has been stopped by clicking the “Stop” button before it finishes the execution.

This is only available when the request is in “Running” status.

Displaying a process flow run or a schedule of request

To view more information about all requests, click the request name. If the request was created by a schedule,

you will see the schedule details.

If it was created by playing a Process flow run manually then you will see the Process flow run details.



Additionally, you can view the request logs by clicking request ID. The log window is displayed and enables you

to view log messages for it. This will help you with troubleshooting the ones with errors or warnings.

You can delete a scheduled request from the queue by clicking “Delete” button.



You cannot delete a request that is in “Running” status but you may stop it by clicking “Stop”

button.

If you set multiple schedules on the same Robot and their execution time overlaps, the requests are queued,

in a waiting status. The Robot executes the queued requests in sequential order.

If the Robot is offline for any reason, the requests that were supposed to be run at that point are completed

with errors.

If the Robots are busy or reserved, the Manager will execute the schedules or Process flow runs based on

the queued requests as soon as the Robots become available.



Schedules

The Schedules section provides options to execute processes in a preplanned manner at specific intervals of

time on Robots. To create a schedule, simply select “Automation” option from navigation and go to “Schedules”

panel.

Here you can see the list of all schedules and basic information about them. This list gives you the options to

view, edit, activate, deactivate and run schedules manually.

From this list, you can see which schedules are active and which are not active.

Indicates the schedule is active Indicates the schedule is inactive

Use the filter to search schedules.



Create a schedule

To create a schedule, click “+ Schedule” button on the top right side of the page.

The “New Schedule” form is open.

Name: Specify a name for the schedule.

It is very important to give the schedule a descriptive name. As multiple schedules are created, it becomes very

difficult to administer them if they all have the same name.

Description: Enter a description for the schedule.

Schedule type: Choose a schedule type. Process flows can be scheduled in two methods.

• Automatic: Automatic schedule let you schedule the Process flows to run periodically. This type of

schedule is highly customizable. When you make this selection, the days, hours and frequency options

become active.

The the Manager will execute the Process flows based on the schedules dependencies, frequency, and

calendar selection.



• Manual: The the Manager will not execute the Process flows until you do so manually by using “Run

now” option in the schedules list.

Use custom calendar: Checking this box will give you the option to select a calendar from calendars list.

For more information on customizing calendars, please refer to Calendars section.

Set schedule active: Checking this box will make the schedule active.

If the box is not checked, the schedule will never execute automatically unless you run it manually.

Here you need to specify the execution frequency of the schedule:

Run on: Select days of week to run the schedule.

During hours: Select hours to run the schedule.

Run once: Specify how often you want, in minutes, the schedule to be run.

Exception days: Choose a calendar to exclude specific days or dates. For example, your schedule is set up to run

every Monday. However, you do not want the schedule to run on holidays. Therefore, when you select a

calendar as an exception, the system bypasses running the schedule. For more information on customizing

calendars, please refer to Calendars section.

Select process flows: Select the Process flows you want to execute for the schedule.

Select Robots: Select the Robots you want to execute the Process flows.

❖ If you select “All available Robots”, the schedule is executed by using all Robots. To make a Robot

available, go to “Robots” section.

❖ If you select specific Robots, the schedule is executed by using the selected Robots.

Once you are done, click “Create” . The “New schedule” form closes and the new schedule is

displayed in the schedules list.



Edit a schedule

Hover over the schedule and click “Select” , make the changes, and then click “Update”

in the schedule form. The changes are saved.

Delete a schedule

Hover over the schedule and click “Select” , then click “Remove” to delete a schedule.

Activate and deactivate a schedule

To activate or deactivate a schedule, select the schedule and check or uncheck “Set schedule active.”

option. Alternatively, you can click the toggle in the schedules list to activate or

deactivate a schedule.

If a schedule contains multiple Process flows with multiple processes on the same Robot, the first Process

flow including all the processes is executed, then the second Process flow, and so on.

If a schedule contains multiple process flows with multiple processes on multiple Robots, all assigned

Robots will execute all the processes of the first Process flow. When the execution of the first Process flow is

completed, then the Robots will start executing the second Process flow and so on.

Once an active schedule reaches to the next run date, a request is created in the queue. You can view the

requests started by a specific schedule on “Automation Queue” section.



Calendars

The Calendars section enable you to create calendars based on your requirements.

To create a calendar, select “Automation” option from navigation and go to “Calendars” section.

Here you can see the list of all calendars and basic information about them.

Use the filter to search calendars.

Create a calendar

To create a calendar, click “+ calendar” button on the top right side of the page.

The “New calendar” form is open.



Calendar name: Specify a name for the calendar.

Description: Enter a description for the calendar.

Select calendar days or ranges: Set the start and end days for the calendar.

❖ To add a new date range, click “Add new” button.

❖ You may delete it by clicking “Delete” button.

During hours: Select the hours for the days.

❖ If you set an empty End Date, the Start Date will be used for it.

Once you are done, click “Create” . The “New calendar” form closes and the new calendar is

displayed in the calendars list.

You can create multiple calendars for different purposes (holidays or exceptions) and use them in the

schedules.



Edit a calendar

Hover over the calendar and click “Select” , make the changes, and then click “Update”

in the calendar form. The changes are saved.

Delete a calendar

Hover over the calendar and click “Select” , then click “Remove” to delete a calendar.



Robots

This section provides you an option to view and manage Robot Workers. Additionally, you can see the messages

generated by Robots.

To open the “Robots” page, simply select “Robots” option from navigation.

Live view

By default, the Robots are displayed in “Live view” mode. This mirrors the Robots desktops and you can see the

processes being executed by the Robot Workers.

Here you can also view each Robot log with more details.

To make the Robot window bigger, click and click to reset the window to the default

size.



Click to view the Robot’s desktop.

Any activities such as moving the cursor or clicking during the execution might affect your Process flow run

results.



List view

The “List view” mode provides you with options for editing and deleting Robots. It also displays detailed

information about Robots.

To view list of Robots, click .

Upon installation, a Robot will register itself with the Manager.

Robots can only be added to the Manager during the installation process.

Robots statuses:

1. Online (Available): Robots with this status is not running a Process flow and can execute a Process flow.

Available Robots may be reserved by clicking “click to reserve”. Reserved Robots will not be selected to play a

Process flow run until they are available again.

2. Unavailable: Robot is running a Process flow and cannot be used until it’s done excuting.



3. Reserved: Robot cannot be used until it’s released. You can release it by clicking “click to make it available”.

4. Offline: Robot is not running.

❖ You can start the Robot Worker process by using “Start rWorker” shortcut.

To edit the Robot, select the desired Robot;

After modifying the Robot details, click “Update” to apply the changes.

To delete the Robot, select the desired Robot and click “Remove” .

Once you click on it, a message pop up will be displayed;

Click “Yes, delete” button to finalize the deletion of the Robot.



Projects

The “Projects” section lists all your projects. It also lets you to open and close projects and manage existing ones.

For each project you can see the project scripts and sub-scenarios.

To open the “Projects” page, simply select “Projects” option from the navigation.

Here you can see the “Projects List”.

The default selection is based on the latest sent process.

Select a project to view all processes of the project and inspect more details about it.

Use the filter to search a project.

You can open and close a project by clicking the toggle / on the

right side of the page.

If a project is open and you try to close it, a message pop up will be displayed;



Click “Ok, got it” to close the project.

Version control

Version control keeps track of different versions of your scripts.

When sending scenarios from ScenarioBuilder to the Manager, check

option and add a detailed description of the changes you have made in your processes (scenarios/scripts). The

Manager stores a copy of the scripts and all their resources which can be viewed and downloaded via this

section.

The base server type should be selected as “RPA” in ScenarioBuilder in order to add a version to a

process when sending scenarios. For more information, see ScenarioBuilder User Guide.

To view version history of a process, click button next to process name.

https://www.automai.com/hubfs/sdl/scenariobuilderuserguide.pdf



Here you can see all the sub-processes and parent processes of the selected one.

Use the filter to search for a process.

Click on each process to view versions of it.



At the bottom, you can view the versions of the process that has been sent from ScenarioBuilder. You can also

see comments for each version, if any (should be added in ScenarioBuilder in order to better keep track of

changes between versions).

During sending scenarios, if you add a version to a scenario then you can only track the changes of that

specific scenario. If a scenario contains sub-scripts, you need to add version to each sub-script to be able to see

the version history.

Use the filter to search for a version by a comment or a date.

To download a version of process, click button.

The Manager will export the script and all its resourcses (images, xml file, data files,…) to a zip file. Now you can

easily import it into ScenarioBuilder and explore the changes you have made.

To learn how to import a scenario in ScenarioBuilder, see ScenarioBuilder User Guide.

https://dash.readme.io/project/uipath-orchestrator/v2018.3/docs/publishing-a-project-from-studio-to-orchestrator

https://www.automai.com/hubfs/sdl/scenariobuilderuserguide.pdf



Settings

The Manager settings section includes options that let you manage users and groups. It also allows to configure

Process flow idetifiers.

Go to Settings by clicking button on the top right side of the page.

Settings displays Users section by default. Only administrators have access to users, groups, and the

Properties sections. If a user is not an administrator, he or she will only be able to view

the list of users and groups.

Users

When you log in for the first time, there is only one user account in the system, and it is the admin account. By

default, you are an Administrator and can manage users.

Create users to control access to projects, Process flows and Process flow runs. Users belonging to any group

have selected access based on the limitations of their group.

To open the “Users” page, simply select the “Users” section from the left pane of “Settings” view. Here you can

see the users list.



Create a user

Click “+ User” button. “New user” form appears;

First Name: Specify the first name of the user.

Last Name: Specify the last name of the user.

Username: Specify a unique username for this user. Usernames must begin with an alpha character and are

case-sensitive.

Email Address: Provide an email address for this user.

Password: Enter a password for this user. Passwords are case-sensitive.

Confirm Password: Re-enter the password.

Administrator: Check the “Administrator” box if the user shall have full administrative rights for the entire

application.

After you put all the fields, click “Create” to create the user.

Once you create the new user, it will be added to the users list.



Edit a user

Select the desired user, make changes and click “Update” to apply the changes.

Delete a user

Select the desired user and click “Remove” to delete the user.

If a Process flow is locked by a user and the user is deleted, the Process flow will be unlocked.



Groups

Create groups to control access to projects, Process flows and reports. Users belonging to any group have

selected access based on the limitations of their group. With the groups, it is easy to organize Process flows and

reports.

To open the “Groups” page, simply select the “Groups” section from the left pane of “Settings” view.

Here you can access to the groups list.

Create a group

Click “+ Group” button. “New group” form appears;



Name: Specify the name of the group.

Description: Enter an optional description to help identify this group.

Select users: Select one or more user to assign to this group. You might need to scroll down to find the user in

the list.

Selected Users: The selected users will automatically appear here.

Click “Create” to create the group.

Once you create the new group, it will be added to the groups list.

Edit a group

Select the desired group, make changes and click “Update” to apply the changes.

Delete a group

Select the desired group and click “Remove” to delete the group.



Notifications

Here you can see notifications when new upgrade or update is available.

Properties

This section includes options that let you define ID format for your Process flows and set the Initializing process

delay.

Process flow ID prefix: Specify a name for the Process flow. The default name is : APF

Process flow ID suffix length: Choose the ID length [4-15]. This will create a unique number. The default value

is 5. i.e. APF-7510

Process flow ID is just a unique number/name for future reference.

Initializing process delay: The time, in seconds, that each Robot waits before playing the Initializing process. A

delay value of "0" results in all Robots begin playing the Initializing process simultaneously. A delay value of "5"

results in each Robot begin playing the Initializing process 5 seconds after the previous. The default value is 10

seconds.

Click “Update” to update the changes.

The form can be reset by clicking on “Reset” button.



User profile

A user profile is the collection of user information and preferences—and the settings associated with each of

those preferences —that describe a single user. To view the user profile, click on the user image on the top right

side of the navigation pane and select “Profile”.

Once you click on it, the profile of that user will be displayed.

Your user profile shows your personal details registered in the Manager as well as your preferences.



User information

The User information is where you specify your personal settings (e.g. your email address, password, profile

image).

First Name: Specify the first name of the user.

Last Name: Specify the last name of the user.

Username: Specify a unique username for this user. Usernames must begin with an alpha character and are

case-sensitive.

Email address: Provide an email address for this user.

Current Password: Enter the current password.

New password: Enter a new password if you need to change the current password.

Confirm new password: Re-enter the new password.

After your are done with the editing, you have to put your password to be able to save the changes.

Now, click “Save changes” button to record your changes.



When you navigate to any other page and during any other future login attempt, you will need to use your

new password you set.

In order to change the user profile image, click “Change profile image” button.

The “File Upload” dialog box will appear over the active window. Select the desired image file, the click “Open”.

The picture will appear in the image area.

Don't forget to enter your password to save the changes.



Preferences

In the User Preferences section on the Profile page, you can edit the following options:

Pagination size (10 to 50): The number of items displayed on each page. The default value is 10.

Process flow runs per report (5 to 20): The number of Process flow run reports displayed on the report page.

The default value is 10.

Process flow run refresh interval (5 to 60 seconds): The Process flow run refresh interval ranges between 5

and 60 seconds, which is used to determine when the Process flow run status should be updated. The default

value is 10.

Robot messages in process flow run (1 to 5): The number of Robot’s messages displayed on the Process flow

run page. The default value is 3.

Robot list refresh interval (10 to 120 seconds): The Robots list refresh interval can be set between 10 and

120 seconds, which is used to determine when the Robots list should be updated. The default value is 10.

After your are done with the editing, you have to put your password to be able to save the changes.

Now, click “Save changes” button to record your changes.



Getting help and support

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