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Automation Hub Best Practices - Large Scale Rollouts.pdf
- 1. Automation Hub Best Practices Session 2: Large-Scale Rollouts Sorin Visan Product Manager Automation Hub
- 2. This presentation may include forward-looking statements. Forward looking statements include all statements that are not historical facts, and in some cases, can be identified by terms such as “anticipate,” “believe,” “estimate,” “expect,” “intend,” “may,” “might,” “plan,” “project,” “will,” “would,” “should,” “could,” “can,” “predict,” “potential,” “continue,” or the negative of these terms, and similar expressions that concern our expectations, strategy, plans or intentions. By their nature, these statements are subject to numerous risks and uncertainties, including factors beyond our control, that could cause actual results, performance or achievement to differ materially and adversely from those anticipated or implied in the statements. Although our management believes that the expectations reflected in our statements are reasonable, we cannot guarantee that the future results, levels of activity, performance or events and circumstances described in the forward-looking statements will be achieved or occur. Recipients are cautioned not to place undue reliance on these forward-looking statements, which speak only as of the date such statements are made and should not be construed as statements of fact. This meeting is strictly confidential. By participating in this meeting, you agree to keep any information we provide confidential and not to disclose any of the information to any other parties without our prior express written permission. Neither the information contained in this presentation, nor any further information made available by us or any of our affiliates or employees, directors, representatives, officers, agents or advisers in connection with this presentation will form the basis of or be construed as a contract or any other legal obligation. Safe Harbor
- 3. Choosing between Single or Multi Tenancy
- 4. 4 Multi Tenancy vs Roles per Category Automation Cloud Organization 1 Tenant 1 Automation Hub Tenant 2 Automation Hub Multi Tenancy Roles per Category Tenant 1 Settings and configuration User and role management Automation Pipeline Tenant 1 Tenant 2 Settings and configuration User and role management Automation Pipeline Finance Users Legal Users Sales Users Finance Automations Legal Automations Sales Automations Separation of data using tenants means your Automation Hub instances will have a completely different geos, setup, users and roles, automation pipeline for each tenant Settings and configuration User and role management Automation Pipeline Tenant 1 The Roles per Category model allows you to have a centrally managed pipeline, same configuration, but separating user views using the permission system Automation Cloud Organization 1
- 5. 5 Multi Tenancy vs Roles per Category Multi Tenancy Fine Grained Permissions ✓ As best practice, we recommend customers to use multi tenancy only when they want a full separation of data or geo separation of data (into different regions). A good example is when a company has multiple entities in different countries, and each need their data stored in certain locations ✓ We also recommend the tenant separation approach when a certain Business Unit is mature enough and has their own CoE ✓ CoE is centrally located and the company expresses the need to have an overview on reporting for the entire company ✓ Distributed CoE who wants to maintain a consistent way of assessing and managing the pipeline
- 6. 6 Scenario 1 Use Automation Hub on one tenant One Tenant Setting up categories to separate departments, business units, opcos Associate groups to roles and categories Setup the cost catalogue for all the opcos Obtain visibility on the Automation Pipeline across all opcos Associate users with roles and categories Use a level of the category for the country, opco
- 7. 7 Users Total separation of users Groups Can be leveraged Categories separate departments, business units, opcos Cost Setup Per tenant costing Assessments Per Categories Per tenant reporting Reporting is possible only at tenant level Scenario 2 Use Automation Hub on multiple tenants Tenant 1 Users Total separation of users Groups Can be leveraged Categories separate departments, business units, opcos Cost Setup Per tenant costing Assessments Per Categories Per tenant reporting Reporting is possible only at tenant level Tenant 2
- 8. Mapping different personas to specific platform permissions and user roles
- 10. 10 Automation Hub Role Types Roles Collaborator Roles ✓ Through the assigned Role(s) the user can access different sections and functionalities from the Automation Hub website ✓ When a Collaborator Role is assigned, the user receives editing rights to specific sections from the Idea Profile page. These are not extended to other Idea profiles or other pages from the platform. System Admin RPA Sponsor Component Curator Program Manager Idea Approver Authorized User Standard User Employee Idea Submitter CoE Idea Submitter Process Owner Project Manager Citizen Developer Submitter Citizen Developer Process Mining Submitter Task Mining Submitter Change Request Submitter Default Roles Default Collaborator Roles
- 11. 11 Persona Roles Collaborator Roles Head of RPA CoE Lead System Admin Program Manager Component Curator As needed Business analyst Authorized User Business Analyst + Project manager RPA developer Standard User RPA Developer + Project Manager RPA champions Standard User Submitter (by default when submitting ideas) Subject Matter Experts/ Process Owners Standard User Process Owner End business user Standard User Submitter (by default when submitting ideas) Scenario 1: RPA Starter – small CoE
- 12. 12 Scenario 2: Mature RPA program – large CoE Persona Roles Collaborator Roles Head of RPA CoE Lead System Admin Program Manager As needed Implementation Manager Standard User Program Manager (if needed) Project Manager Business analyst Authorized User Business Analyst Professional RPA developer Standard User RPA Developer Solution Architect Standard User Component Curator (if needed) Solution Architect RPA Developer Citizen Developers Standard User Citizen Developer Process Owner (if needed) RPA champions Standard User Submitter (by default when submitting ideas) Subject Matter Experts/ Process Owners Standard User Authorized User (if needed) Process Owner End business user Standard User Submitter (by default when submitting ideas)
- 13. 13 Scenario 3: Working with partners Persona Platform permission User Roles in ideas Head of RPA CoE Lead System Admin Program Manager As needed Implementation Manager* Standard User Program Manager (if needed) Project Manager Business analyst* Authorized User Business Analyst RPA developer* Standard User RPA Developer Solution Architect* Standard User Component Curator (if needed) Solution Architect RPA Developer Business Process Consultants* Authorized User Business Analyst RPA champions Standard User Submitter (by default when submitting ideas) Subject Matter Experts/ Process Owners Standard User Authorized User (if needed) Process Owner End business user Standard User Submitter (by default when submitting ideas)
- 15. 15 Mapping Groups from Automation Cloud/AAD Automation Cloud/AAD Automation Hub Automation Cloud Org Admin Automation Cloud Group Automation Hub Group Import Group Members can be queried from AAD or local directory Group can be associated to specific roles and/or collaborator roles The selected role can be associated to certain categories/ business areas Create Group Import Group Sync Group members Add members Assign Permissions
- 16. 16 Mapping Groups from Automation Cloud/AAD Automation Cloud/AAD Automation Hub Automation Cloud Org Admin Finance Group (Automation Cloud) Automation Hub Group Import Local users Create Group Import Group Sync Group members AAD Finance Group Can contain members from: No Category Selected* Role 1: Standard User Role 2: Idea Approver On Category: Finance & Accounting *When no category is selected it means that the specified role applies to all existing categories Assign Permissions Add members
- 17. 17 • Considering those groups already exist in AAD, you can assign them one by one to have different permissions based on the business area • It is a task that takes time to setup, but it would be a one time thing • This can be done directly via the API - using Add User API • This can also be maintained easily using the API - using the Edit User API • We recommend this since we believe you should not create more AAD groups based on the Automation Hub Setup • By setting up groups on the Automation Cloud level, you can create for example an Idea approvers group for a certain category/business area. • You can then add the group in AH and map it to the correspondent role + category • Via the API you can get everything you need to compose the report • User data (name, mail, department, etc) • User role • User role category Useful recommendations Use AAD existing groups to define only the business users at each Category level For the other roles (for ex: Idea Approver) use assignment directly on user level Use the groups in Automation Cloud instead of AAD groups if needed Use the Open API (GET Users) to get solid reports around user assignment
- 18. Next Webinars
- 19. 19 Session 3 – Using the right KPIs to build a strong business case RSVP AMER RSVP EMEA & APAC Wondering how to prioritize the most impactful ideas to increase your program’s ROI? Learn how to customize the assessments to: • Collect the right information from your business users • Compute the right KPIs relevant for the decision-making process • Accurately prioritize the automation opportunities pipeline • Confidently report to your stakeholders based on transparent and relevant evaluation Target audience: CoE leads, Business Analysts, Business Owners
- 20. 20 Session 4 – Communicating the potential of the automation program RSVP AMER RSVP EMEA & APAC Learn how to leverage the Automation Hub and Insights Cloud integration to benefit from out-of-the-box dashboard templates indicating the evolution of your automation program. Or, how to customize them to answer specific questions relevant to your organization. Target audience: CoE leads, Business Analysts, Business Owners
- 21. Open Q&A
- 22. 22 Question Answer 1. Is there a limit on number of Tenants for the automation hub license? 2. Can we copy ideas between tenants? 1. By default, an Enterprise Automation Hub license allows you to enable the Automation Hub service on up to 5 Automation Cloud tenants. If you need more, we can extend the limit up to 50, at no extra cost. 2. The content of the idea is heavily dependent on the configuration you make on your Automation Hub service (categories, fields in the assessment). So you cannot copy ideas between AH services because the configurations might be incompatible. In continuation to your question 2 around copying ideas - you can leverage the Open API layer to extract the content from one tenant (Get Automations / Get Automation Pipeline), and re-create it in a second tenant (Post Idea from Schema), as long as you are aware of the configuration of each tenant and the potential incompatibilities between the assessments & categories. If you have 3 tenants you pay 3 licences or just one? Just once, as long as those tenants are under the same Automation Cloud / Automation Suite organization. Can we upload the Application inventory in bulk (e.g. csv) or have to do it one by one through the UI? If you want to upload the Application Inventory in bulk, we encourage you to leverage the Open API call: https://automation-hub.uipath.com/api/v1/api- doc/#/Application%20Inventory/CreateUpdateApplicationInventory Q&A (1)
- 23. 23 Question Answer Can we restrict view by categories within the same tenant? Yes, you can use the categories structure to restrict the access of the users to the content, within the same tenant. For managing the access to the content within the same tenant, using the Categories structure - Sorin will cover this soon in the session, but I also share the links to the user documentation, for more granular understanding of the topic: https://docs.uipath.com/automation-hub/docs/setting-up-the-user-role-and-categories https://docs.uipath.com/automation-hub/docs/completing-the-user-account-form#roles-section Can we upload Teams and the corresponding categories via CSV from CMDB ? We have an upload CSV capability for uploading new users and categories in Automation Hub. You can also leverage the Open API layer to perform the same actions in bulk. https://automation-hub.uipath.com/api/v1/api-doc/#/Users/AddUser https://automation-hub.uipath.com/api/v1/api-doc/#/Categories/SyncCategories Of course, for easier user management, we encourage you to leverage the Azure AD or SAML integrations. question on groups - with Azure AD integration enabled, we need to lookup the groups on Automation Cloud and then look them up in Automation HUB and add them the entitlements. we need to do this for 100+ groups, is there a more effective way? 1. You can query for the Azure AD groups directly in the Automation Hub level, unless you want to group those Azure AD groups in various Automation Cloud groups, because you will re-use that grouping when granting access to other services as well, in addition to Automation Hub. So, the decision whether you want to do this in a 2 step approach, or directly 1 step should be considerate first. 2. The second aspect to take into account is why do you need to bring so many Azure AD groups (100) in one service. Maybe it is a good idea to go to a higher level of the AD groups, to reduce the number to something more reasonable. Q&A (1)
- 24. 24 Question Answer Is it possible to push approved ideas to Jira or ServiceNow to integrate with established change control paths? We have recently released an integration with Jira Cloud for covering this scenario. Check the documentation around this: https://docs.uipath.com/automation-hub/docs/jira-integration As for Service Now, although we do not have an OOTB integration, you can leverage the Open API to build an integration adapted to your needs. An example here: https://docs.uipath.com/automation- hub/reference#service-now-outbound-integration-video-tutorial Can we request for admin role at beginner level? We recommend caution when assigning the System Admin role (or any custom role with access to the admin side), because this grants access to a lot of configuration with a direct impact on the activity of the Automation Hub service. The good practice is to have maximum 2-3 users with Admin access. And they should be familiar with the product, or be in the process of becoming familiar while evaluating Automation Hub as a solution. Is there a Tester role? We do not have a Tester collaborator role defined by default, but you can easily create custom collaborator roles and create pools of users with Tester roles, that can be assigned in the various ideas to contribute in their life-cycle. My org just started adopting rpa program/automation hub corporate level.. we have limited user using automation hub.. so i was hoping to have admin role because some of the ideas are pending review but can't figure out the role reviewer have For unblocking the pipeline stuck with a lot of ideas pending review, you do not need System Admin role necessarily. It is enough to receive "Program Manager" or "Idea Approver" role (depends on where the ideas are blocked), or any custom role with the permissions: - Access to All and Review tables to review a new idea (for ideas stuck in Idea - Awaiting review) - Review an Assessed Idea (for ideas stuck in Qualification - Awaiting Review) Q&A (1)
- 25. 25 Question Answer Do you have any plans to add categories to components (right now only 1 level category can be added to a component). If I have a user setup on Finance > Tax department but the component shared on Finance level, they cannot see the component. Interesting case around the components and how they get assigned to categories. We will assess the effort for supporting this scenario. Thank you for the feedback. Can we restrict access to the files uploaded on the idea card? there are certain groups with sensitive information that can not be shared outside that group and we want to restrict file access. We do not have permission that granular to disable the possibility to view the documentation in any idea. But to the context of federated teams, and teams not having access to each other's data: You should consider using the Categories structure to separate the pipelines of ideas, based on the organizational chart. In this way, you can control that certain users should have access to view ideas (not just documentation) only belonging to categories A, and other users should see ideas belonging to other categories. https://docs.uipath.com/automation-hub/docs/setting-up-the-user-role-and-categories Alternatively, if the documentation is sensitive, you can also consider hosting it outside of Automation Hub (possibly using restricted links) and just reference the link to the documentation in the Automation Hub idea. Q&A (1)