Release of a New SAP Intelligent RPA bots for creating sales order from unstruct...

Hi Guys,

I am glad to share with you that a new SAP Intelligent RPA bot for Fiori App automatic creation sales order from unstructured data has been successfully release .

Briefly, in this blog, I’m going to share with you:

• Purpose to design this bot
• Introduction of SAP Intelligent RPA
• How to config the environment and bots
• How to start and run this bot
• How to disable this bot
• How to cancel the running bot job

Purpose

Sales order processing constitutes a very important part of the order-to-cash process for enterprises. In most B2B scenarios, internal sales representatives get order re-quests through unstructured files like PDF attached in the emails sent from customers. Then the internal sales representatives have to create sales orders manually and individually in the system based on the received PDF. This is a very time-consuming and error-prone process which adds unnecessary manual effort and poses potential risks to the business in such a highly competitive business world.

Internal sales representatives.

The bot monitors incoming emails, recognizes the unstructured file and calls Fiori UI to upload the attached file and to create Sales Order.
Bot will capture the return of UI and report back to sales representatives with sales order request number / error message.

In detail,

• after the bots starts to run, it will scan you outlook inbox and search for all the unread emails by comparing the subject with the key word that configured in your bots. If matches, the bot will take it. Currently, this bots supports multiple key words.
• After that, the bots will process the derived emails one by one. In detail, the bots will download the attachment file from the email to the local base folder(At present, only tiff, tif, jpg, jpeg, png and pdf file types are supported ).
• Then the bots will open the Fiori App ( Create sales order automatic extraction ) in Chrome with the account and password which is configured in your bots. Simulates the operation in this Fiori App and upload the attachment file one by one. The attachment file in the base fold will be removed immediately after uploading.
• At last, after all the attachment files have been uploaded, the bots will close the Fiori app automatically and send a log email to you or your colleagues whom you have configured in your bots.

[Notes] As the bots create the sales order in Fiori app, we strongly recommend to run the bots in a separate PC or server.

Preparation

SAP Intelligent RPA Factory introduction

Please refer to this link to get familiar with SAP Intelligent RPA Factory:

SAP Intelligent RPA Factory User Guide

For more SAP Intelligent RPA bots, please refer to this link:

SAP Best Practices for SAP Intelligent Robotic Process Automation integr.‎

and release information:

https://launchpad.support.sap.com/#/notes/2788986

Prerequisites

Before starting using this bots, we need to set up our environment.

Fiori App: authorization to access Create Sales Order Automatic Extraction

Create sales order automatic extraction

You can refer to Create Sales Orders – Automatic Extraction for more information about this App.

Desktop Agent: Local software to run bot. ( Does not support  MacOS yet).

You can access  SAP Software Download Center and search for ‘robotic’.

Desktop Agent

Google Chrome: Chrome is recommended and ‘SAP intelligent RPA Chrome extension’ is required. you can search for it manually in Chrome webstore https://chrome.google.com/webstore/category/extensions. If you cannot find it in Chrome extension, please try Extension for SAP Intelligent RPA. Please don’t forget to activate it on your chrome after installing.

SAP Intelligent RPA Account: Account to schedule/configure/monitor bots.

Environment Setup & bots configuration

Please download the bots from your SAP Intelligent RPA cloud factory store, and there are guidelines for configuration and test scripts.

Way to run bots

There are two types of triggers that are frequently used.

• Attended – run the bots manually on the desktop agent.
• Scheduled – run the bots with scheduled frequency automatically.

Trigger with ‘Attended’

If bots trigger sets as ‘Attended’, it means you want to run the bots manually in desktop agent.

Open ‘Desktop Agent’ on your local PC, click ‘Project’ button at the bottom. You will be able to see the available bots configured under your agent. If not there, please check your agent and environment. Click the button ‘Start’ to start your bots, after the bots is started, the button will turn red and button text will become ‘Stop’.

Meanwhile, the icon of the desktop agent in the toolbar will become purple.

After starting the bots, the process item will be generated on you desktop agent. Click it to run the bots process manually.

Trigger with ‘Scheduled’

If the ‘Trigger’ type is ‘Scheduled’, which means you don’t need to ‘Start’ and ‘Run’ the bots job manually. The system will automatically schedule a job to run the bots process based on your configuration. But please note that it will still trigger the Fiori APP in foreground, not in background.

How to disable a scheduled bots

Logon to the your SAP Intelligent RPA factory, choose ‘Environments’ and find the environment you want to disable. Left click the environment.

In the ‘Trigger’ panel,  click the ‘triggers’.

In the next page, click ‘More options’ on the top right and choose ‘Disable’ option.

How to cancel a running bots job

Occasionally, the bots could not stop running due to some un-expected reason. In this case, you may want to cancel the bots manually. To achieve this, logon to the factory, click ‘Monitoring’, and you will see all running bots jobs. In the list page, choose the one you want to cancel and click the button ‘Cancel jobs’ on the top-right.

What’s More

Hope you get something new from here, and we will continue updating this blog. If you have any questions or ideas, please feel free to contact us.