Submit a Change Request

Introduction

You can submit a change request for an automation that is already live or even for one that is still in implementation. The change request is particularly useful for small changes that do not require a completely new automation. For example, when the process has changed and the flow needs to be adjusted. Or, when you want to suggest an improvement for an automation, or to report a bug.

Permissions

To submit a change request for any automation idea that you can view in the Automation Hub instance, you need to have the Submit a change request permission. When you have this permission assigned, the Submit a change request option after pressing the Submit idea button.

There is no separate default system role available for the Submit a Change request function. By default, the Submit a change request permission is assigned to users who have the Account owner, System Admin or Program Manager role.

Note: If you want to have a separate system role for the Submit a change request permission, for example a Change request submitter role, you must create a new custom role and assign the Submit a change request permission to this role. See also Creating a New User Role.

Collaborators

To be able to submit a change request for any idea or automation for which you are a collaborator, you need to have the Submit a change request for an idea or automation permission assigned. By default, the Process Owner collaborator role has this permission assigned. A user with System Admin role can decide which collaborator roles need to have this permission assigned and perform changes as needed in the Manage Access > Roles > Collaborator Roles page.

As a collaborator, you can submit a change request from the actions bar at the bottom of the Automation Profile page or from the Change Requests tab.

After submitting a change request, you are automatically assigned with the Change Request Submitter collaborator role for that specific change request.

Note: With the Submit a change request for an idea or automation permission assigned, you can submit a change request for the ideas or automations for which you are a collaborator. If you want to submit change requests for any automations, you need to have a (system) role that has the Submit a change request permission assigned.

Submit a Change Request Form

To submit a change request, you must complete the Submit a Change Request form.

By default, the Submit a Change Request form consists of the following assessments:

• Overview

  • About

• Change Request assessment that includes by default the sections below:

  • Details
  • Applications
  • Documentation
  • Collaborators
  • Benefits

See the illustration below.

Note: If you submit a change request starting from an existing automation profile the parent automation question is automatically filled in.

The Overview assessment part of the Submit a Change Request form is the same assessment part of the other submission forms. The Change Request assessment contains fields that enable you to specify the details for the change request. The Change Request assessment can be customized, which means that it can be adapted to your organizations needs. See Customize assessments.

Overview

In the first section of the form, the Overview, you can Name your Idea, enter an Automation ID, and add a description about the process in the Description field. The Business Area, the Category, and Sub-Category are already selected and inherited from the parent idea. If needed, you can modify the categories from the drop-down lists.

In the Pain Points field you can add a detailed description of the issues that the automation change aims to solve. For example, describe the inconvenience, or time consumption that affects the person(s) who have to execute the task or process. In the Negative impact field you can add a description of how the task or process affects the enterprise.

Change Request

In the Change Request assessment you can enter all the details relevant for the change request.

Note: Since assessment are customizable, your Change Request assessment can have different sections and/or fields.

Find below the sections part of the UiPath default Change request assessment:

Details

Below is description of the fields in the Details section.

Field	Enables you to	Mandatory Y/N
Parent automation	open a new tab that displays the profile page of the parent automation. Note: the Parent automation is automatically filled in. Change requests are intended for small changes that occur during the life of an automation. Therefore, a change request should be linked to the initial idea or automation, instead of becoming a separate standalone automation.	Y
Reason for change	select one of the following options as the reason for this change: • System change • Process change • Improvement • Bug	Y
Urgency	select one of the following options to indicate the urgency for this change: •ASAP - Bot will undergo downtime soon • High - Upcoming hard deadline • Medium - Next few months • Low - Bot will not have downtime at all ASAP Note: Enter a comment to explain the option selected.	Y
Target launch date	select a target launch date for the suggested change. Note: The target launch date should reflect the selected urgency.	N

Applications

The Applications section is pre-populated with the list of applications that are part of the parent idea. You can remove one or more applications, in case these are not relevant for the small change. You can also add other applications to the list, if needed.

Documentation

In the Documentation section you should add any documents already created that describe the change. For example, the updated PDD.

Collaborators

The Collaborators section contains the list of collaborators that are involved in the parent idea. You can remove one or more collaborators, in case they are not involved in this change. You can also add other collaborators, if needed.

Benefits

Optionally, you can specify some details on expected savings in the Benefits section. Below is a description of the fields in the Benefits section.

Field	Enables you to specify
Additional benefit per company (hours saved/year)	the number of hours that are saved per year when this change is implemented, in addition to the number of hours saved by the parent idea.
Additional benefit per company (currency/year)	the amount of money that is saved per year when this change is implemented, in addition to the money saved by the parent idea.
Additional benefit per company (FTEs)	the number of FTEs that can be saved per year when this change is implemented, in addition to the number of FTEs saved by the parent idea.

Submitting the Change Request for Review

When you have completed the Submit a Change Request form, you can click on the Submit for Review button to save the changes and to send the change request for review. The Program Managers (or users who have a custom role with “Review an Assessed Idea” permission assigned) will be notified on the change request via e-mail and in-app task. The change request will follow the life cycle for an idea, but will immediately enter the Qualification phase, with the status Awaiting review. See also Submit an Idea. See the illustration below for an example.

The Program Manager can now continue working on the change request, assign an implementation team and decide on the next steps.

Change Request Profile Page

You can click on a card to open the Change Request Profile Page displaying detailed information on the change request. See Automation Profile Page for a detailed description of the pages part of any automation profile.

When editing the Change Request assessment, you can enter or change any details for the change request. In addition to the sections described above as being part of the Change Request default assessment, in the edit mode you can find an additional section: Assessment visibility.

Assessment Visibility

If you have edit rights for the Change request profile, you can decide to open up additional assessments for the change request. Below is an overview of the available options.

Option	Description
Hidden	The assessment of the parent idea is not used and will not be visible.
Start fresh	The assessment version that is currently live is displayed, with all the answers empty. The questions need to be answered for the change request.
Inherit from parent	The assessment of the parent idea is displayed with the original questions and answers. The answers can be edited, if needed.