Robotic Process Automation (RPA)

  • 17 minute(s) read

Robotic Process Automation (RPA) is an integration with UiPath to simplify repetitive tasks, reducing the need for manual intervention. Manual workflows often result in high error rates and long processing times, leading to frustration and delays for both clients and employees. RPA addresses these challenges by automating tasks, improving operational efficiency, reducing errors, and optimizing business processes. Key features of this integration include:

  • Seamless integration with UiPath

  • Configure the RPA engine directly within ProcessMaker

  • Utilize a command center to monitor robots, jobs, and executions effectively.

  • Install local helper software to define robot job instructions and register these configurations with the cloud orchestrator effortlessly.

  • View all job and authentication data clearly within the RPA solution for better integration management.

  • Incorporate RPA processes into ProcessMaker using the Modeler for streamlined process automation.

Benefits

  • Increased Productivity: Automate repetitive tasks to save time and boost productivity.

  • Improved Accuracy: Reduce errors through automation, ensuring more accurate results.

  • Faster Processing Times: Accelerate business processes for quicker turnaround times.

  • Enhanced Satisfaction: Improve both customer and employee satisfaction with streamlined and efficient processes.

Watch the following product tour to learn how to use RPA.

Please refer to UiPath's User Guide to set up all required settings before configuring RPA integration and using an RPA object in ProcessMaker.

Configure RPA Integration Admin Settings

The RPA Integration Admin settings need to be configured only once and require administrative access to ProcessMaker Platform.

Follow these steps to view and edit RPA settings:

  1. Ensure that you are logged on to ProcessMaker Platform.

  2. Click the Admin option from the top menu. The Users page will display.

  3. Click the Settings icon from the left sidebar to view all settings.

  4. From the Settings panel on the left, expand the Integrations section, and then select Robotic Process Automation.

  5. Click the Edit icon next to each setting to enter values for that setting.

  6. In the Organization Name setting, enter the name of your organization.

  7. In the Client ID setting, enter the Client ID provided by UiPath.

  8. In the Client Secret setting, enter the Client Secret provided by UiPath.

  9. In the Tenant ID setting, enter the Tenant ID provided by UiPath.

  10. In the Redirect URL setting, copy the Redirect URL to UiPath provided by ProcessMaker.

  11. Click the Authorize Account button to connect to UiPath.

  12. If the integration is successful, use the Select Available Folders setting to select folders from UiPath.

Manage Settings

  • Click the Edit icon to change a setting.

  • Click the Copy to Clipboard icon to copy the value of a setting.

  • Click the Clear icon to remove the value of a setting.

Add RPA in Processes

Processes in UiPath can be added to ProcessMaker processes by using the RPA Integration object in the Modeler. Follow these step in this section to integrate your UiPath processes in ProcessMaker.

Permissions

Your user account or group membership must have the following permissions, unless your user account has the Make this user a Super Admin setting selected:

  • Processes: Edit Processes

  • Processes: View Processes

See the Process permissions or ask your Administrator for assistance.

Add an RPA object from one of the following locations in Process Modeler:

  • Object Panel: Located to the left of the Process Modeler canvas, the Object Panel contains various modeling objects.

  • Object Bar: Located at the bottom of the Process Modeler canvas, the Object Bar contains pinned modeling objects for quick access.

Follow these steps to add an RPA object from the Object panel to the Process model:

  1. Ensure that the Object panel is visible. If not, click the Add icon from the Object bar at the bottom.

  2. Click on the Robotic Process Automation object.

  3. Click the location in the Process model to place this object. Follow these guidelines:

    • If a Pool element is in your Process model, the object cannot be placed outside of the Pool element.

    • To place this object between two existing objects, follow these instructions.

Follow these steps to add a, RPA object from the Objects bar to the Process model:

  1. Ensure that the object is pinned to the Object bar. If not, see instructions to pin it.

  2. Click the object's icon from the Objects bar. This object's icon displays adjacent to the mouse icon to indicate that the object is selected.

  3. Click the location in the Process model to place this object. Follow these guidelines:

    • If a Pool element is in your Process model, the object cannot be placed outside of the Pool element.

    • To place this object between two existing objects, follow these instructions.

Add boundary events

After adding the Object Element, consider adding the following Boundary-type Process model elements to design business solutions when your best-case scenarios don't happen:

Adjust object location and appearance

Settings

The RPA object has the following settings:

Properties Panel Settings

Edit the RPA Object Name

The object name is a human-readable reference for a Process model object. Process Modeler automatically assigns a name to each object, however, this name can be changed.

Follow these steps to edit the name:

  1. Click on the object in the process model.

  2. Click the expand icon to view the Configuration panel.

  3. Expand the Properties panel.

  4. In the Name setting, edit the name and then press Enter.

Select an RPA Folder

An RPA folder is the storage area in UiPath where your projects are saved. Follow these steps to select a folder:

  1. Click on the object in the process model.

  2. Click the expand icon to view the Configuration panel.

  3. Expand the Properties panel.

  4. From the RPA Folder drop-down, select a folder available in your UiPath account.

    Selecting a folder displays the RPA Process, RPA Machine, and RPA Bot settings available in your UiPath account.

  5. From the RPA Process drop-down, select a process available in the chosen folder.

  6. From the RPA Machine drop-down, select a workstation to manage your bots.

  7. From the RPA Bot drop-down, select a robot available in the chosen machine.

Loop Activity Panel Settings

Specify Characteristics to Perform Multiple Instances of the Object

Use the Loop Activity panel settings to specify how to run multiple instances of this object. The following loop modes are available:

No Loop Mode

Select the No Loop Mode option to perform this RPA's function only once.

Follow these steps to specify characteristics to perform multiple instances of the RPA:‌

  1. Select the RPA from the Process model. Panels to configure this element display.

  2. Expand the Loop Activity panel. By default, the Loop Mode setting is set to No Loop Mode and the function is performed only once.

Loop

Select the Loop option to sequentially repeat this RPA's function multiple times until an exit condition is True. This is useful when a function should be performed multiple times with the same set of data, such as, processing a credit card payment. This loop mode has the following characteristics:

  • The RPA's function is repeated until the exit condition is True or the maximum iterations limit is reached.

  • At any given time, only one instance of the RPA is active. The subsequent instance does not begin until the current instance completes.

  • The same exit condition evaluates at the end of each instance; however, value(s) of the Request variable(s) used in the exit condition can change during an instance resulting in the exit condition to eventually evaluate as True.

  • If any one instance of that function does not complete, workflow pauses.

  • All active instances are terminated if an interrupting boundary-type event element triggers.

  • An element configured in this mode shows the Loop icon  in Process Modeler.

Follow these steps to specify characteristics to perform multiple instances of the RPA:‌

  1. Select the RPA from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

  2. Expand the Loop Activity panel to display the Loop Mode Setting.

  3. From the Loop Mode setting, select the Loop option. The settings for this loop mode display:

  4. In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.

  5. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

Multi-instance (Parallel)

Select the Multi-instance (Parallel) option to perform this RPA's Task multiple times in parallel a fixed number of times. This is useful when performing any action in bulk, such as sending an email to several people. This loop mode has the following characteristics:

  • Instances of the RPA are governed by the size of an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this function that each contains data from its respective array index.

  • All instances begin simultaneously when this RPA triggers; however, they perform their function independently of each other.

  • The function as a whole completes when all instances are complete.

  • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

  • All active instances terminate if an interrupting boundary-type event element triggers.

  • A RPA configured in this mode shows the Multi-instance (Parallel) icon in Process Modeler.

Follow these steps to specify characteristics to perform multiple instances of the RPA:‌

  1. Select the RPA from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

  2. Expand the Loop Activity panel to display the Loop Mode Setting.

  3. From the Loop Mode setting, select the Multi-instance (Parallel) option. The settings for this loop mode display:

  4. In the Request Variable Array setting, enter the name of an array-type Request variable. The size of this array will determine how many times this loop iterates.

  5. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

Multi-instance (Sequential)

Select the Multi-instance (Sequential) option to perform this RPA's function multiple times sequentially a fixed number of times or until an exit condition is True. This is useful when sequentially repeating a function multiple times but with a different set of data each time. This loop mode has the following characteristics:

  • Instances of the function are governed by the size an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this function that each contains data from its respect array index.

  • At any given time, only one instance of the function is active. The subsequent instance does not begin until the current instance completes.

  • At the end of each instance an exit condition evaluates and the loop activity halts if the exit condition is True.

  • The function as a whole completes when all instances are complete.

  • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

  • All active instances terminate if an interrupting boundary-type event element triggers.

  • A RPA configured in this mode shows the Multi-instance (Parallel) icon in Process Modeler.

Follow these steps to specify characteristics to perform multiple instances of the RPA:‌

  1. Select the RPA from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

  2. Expand the Loop Activity panel to display the Loop Mode Setting.

  3. From the Loop Mode setting, select the Multi-instance (Sequential) option. The settings for this loop mode display:

  4. In the Request Variable Array setting, enter the name of an array-type Request variable. The size of this array will determine how many times this loop iterates.

  5. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

  6. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

Inbound Configuration Panel Settings

Map Data from a Process to RPA

The inbound configuration for an RPA object defines how data gets transferred from the process to UiPath.

Follow these steps to specify inbound configuration:

  1. Select the object in the process model.

  2. Click the expand icon  to view the Configuration panel.

  3. Expand the Inbound Configuration panel.

  4. Click the icon. The Add Option screen displays.

  5. From the Property drop-down menu, select a property configured for the RPA connector.

  6. In the Request Variable setting, enter the Request variable (in mustache syntax) to use to send data to UiPath.

  7. Click Save.

Response Mapping Panel Settings

Map Data from RPA to a Process

The Response Mapping defines how data is passed from UiPath back to a process.

Response mapping is the process of integrating data from a data source into the Request's JSON data model by specifying which Request variable will store the data. If the variable already exists, its value will be overwritten. If the variable doesn’t exist, a new variable will be created and assigned the value returned by the data source.

Follow these steps to specify the request variable for saving the response returned from UiPath:

  1. Select the object in the process model.

  2. Click the expand icon   to view the Configuration panel.

  3. Expand the Response Mapping panel.

  4. Click the icon to add a variable for saving data from the data source. The Source and Set to Request Variable settings display to add the JSON source name and its variable, respectively.

  5. The Source setting determines how data returned by RPA is incorporated into the request. By carefully selecting the appropriate Source option, you can tailor the request to include exactly the RPA data you need. Use the following guidelines to configure this setting:

    Use a Request Variable: Enter a request variable to store specific RPA data.

    • Use this option when you need to include only certain parts of the RPA response in the request.

    • The selected RPA data will be embedded within the JSON request body.

    Leave Blank: Leave empty to include the entire RPA response in the specified request variable.

    • Use this option when you need to pass all RPA data to the subsequent request.

  6. In the Set to Request Variable setting, enter the Request variable in which the response should be saved.

  7. Click Save.

  8. Repeat Steps 4 through 6 to add additional variables.

  9. Click the Delete icon  to delete a mapped variable from the Response Mapping setting.

Error Handling Panel Settings

Edit Timeout and Retry Settings

Follow these guidelines to set how to handle runtime errors:

  • Set the number of seconds to wait before displaying an error when an unexpected issue occurs, which will cause the Request to enter Error status.

  • Specify the number of consecutive attempts to run the connector before a runtime error is displayed.

Requests will wait the configured number of seconds and consecutive runtime attempts for an unresponsive connector before displaying an error.

Optionally, you can notify the Process Manager of the runtime error via an in-platform or email notification.

Follow these steps to edit the Error Handling settings:

  1. Select the object in the process model.

  2. Click the expand icon  to view the Configuration panel.

  3. Expand the Error Handling panel if it is not presently expanded.

  4. In the Timeout setting, configure how many seconds to wait before declaring a time-out as follows:

    • Enter the number of seconds. Use the up and down arrows to increase or decrease seconds.

    • Set 0 for no timeout.

    • Leave empty to use the default setting.

  5. In the Retry Attempts setting, configure how many times to re-execute an action if the connector returns a runtime error as follows:

    • Enter a number. Use the up and down arrows to increase or decrease the number.

    • Set 0 for no retry attempts.

    • Leave empty to use the default setting.

  6. In the Retry Wait Time setting, configure how many seconds to wait before attempting a retry as follows:

    • Enter the number of seconds. Use the up and down arrows to increase or decrease seconds.

    • Set 0 for no timeout.

    • Leave empty to use the default setting.

  7. Enable the In-app Notification toggle to notify the Process Manager, through the user interface, that there is a runtime error.

  8. Enable the Email Notification toggle to notify the Process Manager, through an email, that there is an execution error.

Documentation Panel Settings

Edit the Process Documentation

Describe the object's purpose and how it functions in the Process. This description does not affect Cases for the Process, but may be useful for Process model maintenance such as how the connector is configured. Edit information by using the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor.

A Process's entered documentation displays by selecting the View Documentation icon for that Process.

Follow these steps to edit the description:

  1. Select the object in the process model.

  2. Click the expand icon  to view the Configuration panel.

  3. Expand the Documentation panel if it is not presently expanded. The Description setting displays.

  4. In the Description setting, edit the information to display when viewing documentation for this RPA and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon.

Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:

  • Undo changes: Click on the icon to undo the last action.

  • Redo changes: Click on the icon to redo the last undone action.

  • Insert/Edit Link: Click on the icon to convert the selected text into a hyperlink.
    Follow these steps to create a hyperlink:

    1. Select the required text from the Rich Text control.

    2. Click on the icon. The Insert/Edit Link screen display.

    3. Select the required text from the Rich Text control.

    4. In the URL setting, enter the destination URL.

    5. In the Text to display setting, edit or enter the text displayed in the Rich Text control.

    6. In the Title setting, enter the text to display when a user hovers over the displayed text.

    7. From Open link in… drop-down menu, select one of these options:

      • New window: Select this option to open the destination page in a new browser window.

      • Current window: Select this option to open the destination page in the current browser window.

  • Insert/Edit Image: Click on the Insert/Edit Image icon to insert an image. Follow these guidelines:

    1. Click on the Insert/Edit Image icon

    2. The Insert/Edit Image screen displays:

    3. In the Source setting, enter a URL for the image.

    4. In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.

    5. In the Width setting, enter the maximum width for the image.

    6. In the Height setting, enter the maximum height for the image.

    7. Toggle the Constrain Proportions icon to maintain the width-height ratio of the image to its original proportion.

    8. Click Save.

  • Insert Page Break for PDF: Click on the Insert Page Break for PDF icon to insert a page break when a PDF document is created for this documentation if your browser supports this feature.

  • Format text: Follow these guidelines to format text:

    • Headings: From the Paragraph/Formats menu, select Headings and then select a heading size.

    • Bold: Do one of the following:

      • From the editor toolbar, select the icon.

      • From the Paragraph/Formats menu, select Inline and then Bold.

    • Italics: Do one of the following:

      • From the editor toolbar, select the icon.

      • From the Paragraph/Formats menu, select Inline and then Italic.

    • Underline: From the Paragraph/Formats menu, select Inline and then Underline.

    • Strikethrough: From the Paragraph/Formats menu, select Inline and then Strikethrough.

    • Superscript: From the Paragraph/ Formats menu, select Inline and then Superscript.

    • Subscript: From the Paragraph/Formats menu, select Inline and then Subscript.

    • Code: From the Paragraph/Formats menu, select Inline and then Code.

    • Paragraph: From the Paragraph/Formats menu, select Blocks and then Paragraph.

    • Blockquote: From the Paragraph/Formats menu, select Blocks and then Blockquote.

    • Division: From the Paragraph/Formats menu, select Blocks and then Div.

    • Preformatted: From the Paragraph/Formats menu, select Blocks and then Pre.

    • Change text color: Use the Text Color drop-down to change text color. Click on the icon. The color palette displays. Do one of the following:

      • Select one of the color swatches from the color palette. The selected text changes to that color.

        • Click the icon to select a custom color from the Color Picker.

        • Click the icon to reset the text to its default color.

    • Align text: Follow these guidelines to align text:

      • Left align: Do one of the following:

        • From the editor toolbar, use the icon to left-align text.

        • From the Paragraph/Formats menu, select Align and then Left.

      • Center align: Do one of the following:

        • From the editor toolbar, use the icon to center-align text.

        • From the Paragraph/Formats menu, select Align and then Center.

      • Right align: Do one of the following:

        • From the editor toolbar, use the icon to right-align text.

        • From the Paragraph/Formats menu, select Align and then Right.

      • Justify: Do one of the following:

        • From the editor toolbar, use the icon to justify text.

        • From the Paragraph/Formats menu, select Align and then Justify.

    • Insert a bullet list: Use the icon to format text as a bulleted list.

    • Insert a numbered list: Use the icon to format text as a numbered list.

    • Indent text: Click on the icon to increase text indenting.

    • Outdent text: Click on the icon to decrease text indenting

Advanced Panel Settings

Edit the Node's Identifier Value

A node represents a component of a Process model. Process Modeler automatically assigns a unique value to each node added to a Process model. A node's identifier value can be changed if it is unique to all other nodes in the Process model.

Note: All identifier values for all nodes in the Process model must be unique.

Follow these steps to edit the Node Identifier value:

  1. Select the object in the process model.

  2. Click the expand icon to view the Configuration panel.

  3. Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.  

  4. In the Node Identifier setting, edit the RPA's identifier to a unique value from all nodes in the Process model and then press Enter.