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Automation Hub User Guide
Customize Assessments
Assessments can be customized to better match the target audience and obtain relevant indicators for the automation program which helps you in making informed decisions.
The following assessment types can be customized:
- Overview assessment (part of all submission forms).
- High-level assessment (part of Share an idea form).
- Detailed assessment (part of Share a CoE-driven idea form).
- Citizen-developer assessment (part of the Share an automation form).
- Change request assessment (part of Share a change request form).
- Miscellaneous assessment (includes the Benefits, Challenges, Lessons Learned, Media, and Similar Automations questions that are part of all automation profiles).
The steps, rules, and information in this article, apply to all of the above assessments.
More info can also be found in Assessment types and creation option section.
After accessing the Customize assessments page from Admin Console > Platform Setup, you can:
- Create a new custom assessment per a specific category.
- See the current live assessment, followed by a list of assessments, part of the Version history - you'll be able to create and save multiple assessment versions;
- Customize - start the customization process of the assessment that is currently live;
- Preview - check the preview of the assessment form as it is currently published to the users.
- Mass Update - update in bulk the assessment version across multiple or all automation profiles.
- Take offline - remove the assessment from being live which means that it is no longer visible in the submission form, and instead the assessment of the parent category is loaded. This action is not available for the assessments set live at the All categories level since one assessment needs to be active at all times at global level.
You can easily reuse the customized assessments in just a few steps by using Download and Upload options.
- Download - this lets you download the current assessment and save it locally in .aha format (a specific format file generated by Automation Hub). Later, the downloaded file can be uploaded to the same tenant, another tenant from the same organization, or from a different one.
- Upload - This allows you to select a file from the local machine and upload it as an existing template. The assessment name and version are auto-populated with the name and number of the uploaded assessment. This can be edited later on the customization page. Only .aha files are accepted for upload. It's recommended to upload the same assessment type. Uploading a different type, generates an error message informing you that the uploaded file corresponds to a different type of assessment.
After selecting an assessment version, you can:
- Edit Assessment Details - Select the settings icon next to the assessment type name, to change the Assessment Version Name, Version Number, Assessment Version Description and Assessment description which will be displayed to the users under the Assessment title.
- Create a New Section.
- Add a New Question.
- Change the Question Type.
- Change the Question Settings.
- Add new custom KPI.
- Reorder questions in the form.
- Modify existing questions part of the UiPath default assessment.
Select the Create new section action available above the left navigation menu to create a new section. A new
empty section is added at the bottom of the existing sections and it's mandatory to fill in the section name and have at least one question to save the assessment.
Below is an overview of the visibility settings for a section.
|
Select |
To |
|---|---|
|
Hide everywhere |
hide the section throughout the platform and disable all questions. |
|
Hide from submission forms |
display the section only in the Automation Profile. The section won't appear in the submission form. |
|
Hide before Live phase |
display the section only in the Live phase. The section won't appear in the submission form or in any of the phases from Idea to Testing. |
|
Visible in profile sidebar |
display the section in the Automation profile in the right sidebar The section is no longer shown in the table. |
|
Visible before publishing to Store |
to display the section in the Before you publish sidebar that is available for non-Citizen Developer ideas in the Live phase when clicking on Publish. |
|
Delete section |
completly delete the section and all the questions within it. |
You can create additional questions either at the end or in between the existing questions.
Click on the New Question button to add the necessary details.
|
Field |
Description |
|---|---|
|
Question |
Mandatory field for any question added, limited to 150 characters. |
|
Description |
A description can be added for each question, limited to 750 characters. The text in the description is visible as a tooltip, next to the question title. |
|
Variable name |
Mandatory field for any question added. Accepts only CAPITAL LETTERS and “_” symbol, limit of minimum 3 and maximum 50 characters. Set a custom name for the question that will be used in the formulas. The system will also use this name to identify the Automation Pipeline column where the answers for this question will be displayed by grouping questions with the same variable in the same column. |
|
Answer Options |
A minimum of 2 and maximum of 20 answer options should be defined for any single choice or multiple choice question; Limited to 300 characters. You can add, remove or reorder answers. |
|
Question Type |
The following question types are available:
|
|
KPIs impacted |
You can select if the question should impact the calculation of the KPIs selected from the dropdown list and also edit the mathematical formula used. Each KPI can be edited via KPI formula editor. |
|
Settings |
The following options are available:
|
|
Visibility |
The following settings are available:
|
|
Appearance |
|
|
Sensitive information |
If there's no option selected from the list, then the question is displayed to all users who have rights to view or edit the assessment. If at least one option option from the list is selected, the question will be visible in the View mode of the Automation Profile only to users with the selected permissions assigned. A user who can submit or edit an assessment will see all the questions from the assessment, regardless if they have the sensitive permission assigned or not. |
- A maximum number of 150 questions and KPIs is accepted in any assessment form.
- A maximum number of 20 answers is accepted for each question.
Questions can be of different types as follows:
|
Question type |
Description |
Specific settings |
|---|---|---|
|
Free text |
Text field limited up to 500 characters. |
It cannot impact the KPI since the answers are not quantifiable. |
|
Free text with formatting |
Text field limited up to 10000 characters. |
It cannot impact the KPI since the answers are not quantifiable. |
|
Number (no decimal points) |
Only positive integer numbers accepted |
|
|
Number (1 decimal point) |
Only positive float, 1 decimal accepted. |
|
|
Number (2 decimal points) |
Only positive float, 2 decimals accepted. |
|
|
Percentage |
Only positive integers are accepted. Note: When using percentage question type in a formula the variable name needs to be divided by 100.
| |
|
Single Choice |
Users can select only one answer for this question type. | |
|
Multiple Choice |
Users can select multiple answers for this question type. Max selectable answers: a dropdown with 10 options. You can select which is the maximum number of answers that can be selected for this question when filling in an assessment. Equation type: you can choose which rule will be applied for the selected answers when using this question in a KPI formula:
|
|
|
Date |
Users can select a date from a displayed calendar. It can be a date from the past, present, or future. |
It cannot impact the KPI since the answers are not quantifiable. The pre-fill answer isn't available. |
The settings available for each question are detailed as follows:
|
Setting name |
Description |
|---|---|
|
Required |
The question will be mandatory for submitting the Assessment form. |
|
Can impact KPI |
The question can be part of a KPI's formula. Select the corresponding KPI from the KPIs impacted list. |
|
Show comments section |
Enables users to add a comment when answering the question. The comments are limited to 750 characters. |
|
Pre-fill answers |
Enables admin users to add a value in the pre-filled answer field. When filling in the Assessment, you'll see that value pre-populated in that question’s answer box, and decide whether to modify it or not. |
Remove a question
Click on the Delete Question button to remove a question from the assessment.Once the customized assessment is saved, you cannot recover the deleted question. If you might need a question later, you can choose to hide it for now from the assessment by selecting the Hidden everywhere option from the visibility settings list. You can also recover the default questions if deleted as described in Restore default UiPath questions or KPIs.
System admins can add branching logic for questions to create a custom path through the assessment form based on a user's answers. With branching logic, users can be presented with a relevant set of questions based on the answer they select for the question defined as the start of a branching path. In this way, users are seeing a short assessment, and based on the answers they give, additional questions are visible for the detailed assessment.
Adding branching logic to a question:
- Select an assessment from any business line, regardless of the assessment type or version history.
- After selecting Customize, choose a question that has question type: Single choice or Multiple choice.
- Next to the answer you want to enable more questions, select Add Branch Paths icon
-
In the pop-up, select one or multiple sections or one or multiple questions to be displayed when that answer is selected by the user submitting the assessment.
Note:Selecting a section automatically selects all questions within that section. Even if some of the questions in the section are de-selected, as long as a section title is checked in the 'Show sections' dropdown the whole section appears in the assessment.
To have only specific questions available, the section needs to be unchecked.
To delete a Branch Path, unselect the sections or questions picked in the previous step and select Save.
- Questions that are part of a branching logic are displaying a blue banner with a message informing you that the question is hidden until the answer with the branch path is selected. The banner also includes the option to remove the branching logic created at the answer level.
- Sections where all the questions are part of a branching logic are displaying a blue banner above the section title with a message informing you that the section is hidden until the answer with the branching path option is selected on the branching logic question.
Branching logic rules
- All the sections and their questions defined in the assessment customization, are ordered in the same way in which they were arranged in the assessment, even if branching logic was added.
- When loading an assessment with branching logic questions all sections and questions of the assessment except those that are part of branching paths are shown. Depending on the answer provided to a question with branching logic enabled, the corresponding section or question is loaded.
- If a section or question chosen in the branching logic pop-up has any of the three settings checked Hide everywhere, Hide from submission forms, Hide before Live phase, that section or question is hidden as per the setting selected, even if the branching condition is met.
- The same Branch Path can be selected for two or multiple different questions, and the user must answer all of them, for the extra questions to appear in the assessment.
- Adding branching logic to an assessment doesn't force you to save it as a new version, you can choose whether to update the current assessment version or to save it as a new one. An updated assessment version with branching logic, automatically updates the submitted ideas to have the hidden questions added with Branch Paths.
You can create a new custom KPI.
Select the New KPI button to add the necessary details.
|
Field |
Description |
|---|---|
|
KPI title |
Mandatory field for any KPI added, limited to 150 characters. |
|
Description |
Description can be added for each KPI, limited to 750 characters. |
|
Variable Name |
Mandatory field accepting only CAPITAL LETTERS and “_” symbol, limit of minimum 3 and maximum 50 characters. Set a custom name for the KPI that will be used in the formulas. The system will also use this name to identify the Automation Pipeline column for this KPI. |
|
Formula |
Allows you to build an indicator formula using math operators and referencing the variables of questions and KPIs. We recommend using basic math operators like `+ - * / ( ). More advanced functions are also supported as described in KPI formula editor section. Validation rules should be considered when creating a formula. See Formula validation rules. |
|
Questions & KPIs |
Open a dropdown list part of the KPI's formula, containing:
Only the questions and KPIs of the edited assessment version are displayed in this dropdown. You cannot use variables of questions or KPIs that belong to a different assessment type or to a different assessment version. |
|
KPI Type |
Select one of the available types: Number (no decimals, one decimal or two decimal points), Percentage or Chart.
For a KPI of type Percentage make sure to multiply the equation by 100 such that the output result will be between 0 and 100. Line Chart
The Axisand Intersectionrange have the same pre-set options and are displayed in a dropdown, from where you can select the one you need. The current available values are:
|
|
Sensitive information |
If there's no option selected from the list, then the question is displayed to all users who have rights to view or edit the assessment. If at least one option from the list is selected, the question will be visible in the View mode of the Automation Profile only to users with the selected permissions assigned. A user who can submit or edit an assessment will see all the questions from the assessment, regardless if they have the sensitive permission assigned or not. |
|
Visibility |
|
|
KPIs impacted |
|
The formula editor field is available at the level of each KPI when:
- editing an existing KPI.
- creating a new KPI.
- selecting a KPI from the KPIs impacted dropdown.
|
Operator |
Name |
Syntax |
Associativity |
Example |
Result |
|
+ |
Add |
x + y |
Left to right |
4 + 5 |
9 |
|
+ |
Unary plus |
=+y |
Right to left |
4 |
4 |
|
- |
Subtract |
x - y |
Left to right |
3 - 7 |
4 |
|
- |
Unary minus |
=-y |
Right to left |
-4 |
-4 |
|
* |
Multiply |
x * y |
Left to right |
2 * 3 |
6 |
|
/ |
Divide |
x / y |
Left to right |
2 / 6 |
3 |
|
% |
Percentage |
x% |
None |
8% |
0.08 |
|
% |
Addition with Percentage |
x + y% |
Left to right |
100 + 3% |
103 |
|
% |
Subtraction with Percentage |
x - y% |
Left to right |
100 - 3% |
97 |
|
% mod |
Modulus |
x % y |
Left to right |
8 % 3 |
2 |
|
^ |
Power |
x ^ y |
Right to left |
2 ^ 3 |
8 |
|
! |
Factorial |
y! |
Left to right |
5! |
120 |
|
& |
Bitwise and |
x & y |
Left to right |
5 & 3 |
1 |
|
~ |
Bitwise not |
~x |
Right to left |
~2 |
-3 |
|
| |
Bitwise or |
x | y |
Left to right |
5 | 3 |
7 |
|
^| |
Bitwise xor |
x ^| y |
Left to right |
5 ^| 2 |
7 |
|
and |
Logical and |
x and y |
Left to right |
true and false |
FALSE |
|
not |
Logical not |
not y |
Right to left |
not true |
FALSE |
|
or |
Logical or |
x or y |
Left to right |
true or false |
TRUE |
|
xor |
Logical xor |
x xor y |
Left to right |
true xor true |
FALSE |
|
? : |
Conditional expression |
x ? y : z |
Right to left |
15 > 100 ? 1 : -1 |
-1 |
|
== |
Equal |
x == y |
Left to right |
2 == 4 - 2 |
TRUE |
|
!= |
Unequal |
x != y |
Left to right |
2 != 3 |
TRUE |
|
< |
Smaller |
x < y |
Left to right |
2 < 3 |
TRUE |
|
> |
Larger |
x > y |
Left to right |
2 > 3 |
FALSE |
|
<= |
Smallereq |
x <= y |
Left to right |
4 <= 3 |
FALSE |
|
>= |
Largereq |
x >= y |
Left to right |
2 + 4 >= 6 |
TRUE |
|
Min |
Minimum |
MIN(x,y) |
None |
MIN(2,5) |
2 |
|
Max |
Maximum |
MAX(x,y) |
None |
MAX(2,5) |
5 |
|
Round |
Rounding |
ROUND(x,yz) |
None |
ROUND(2.45) |
2 |
+ - * / ( ). Start typing the first letter of the variable that you want to add and a list of suggestions will be available to select
from.
No need to add "=" at the beginning of the formula; you can start directly with the name of a variable or a function.
Variables are case sensitive, only capital letters are accepted, while functions need to be written in lower case.
There are some validation rules when creating a formula, as described below:
|
Cases |
Description |
Example |
|---|---|---|
|
Invalid end of expression |
If you enter in the formula editor some operators with no factors after them, then the changes cannot be saved. |
a+5*b+ |
|
Invalid start of expression |
If you enter in the formula editor the
* / operators with no factors before them, then then the changes cannot be saved.
|
*a+5+3 |
|
Undefined symbols |
If you enter in the formula editor some other symbols besides the allowed math operators and numbers, then then the changes cannot be saved. |
$*a+5+3 |
|
Formula should not contain a KPI that is based on the one that is being calculated |
If you enter a factor that is computed using the KPI for which you are editing the formula, an error message is displayed. |
a= b+c, where b= a*5 |
You can restore any default question or KPI (including their formulas) from the five default assessments proposed by UiPath Automation Hub.
This can be done by searching for a specific question/KPI or selecting it from the list within the specific question group and adding it to the current assessment.
Sections and questions can be reordered such that you can prioritize the list in the form. To reposition, identify the four dotted icon displayed on the left side of the section/question and drag&drop to the desired location. Questions can be repositioned only within their parent section.
All questions from the UiPath default assessments can be customized with a few exceptions:
- Automation Name and Category questions cannot be deleted from the Overview assessment as these are essential in saving an automation idea.
- All existing questions can be deleted from the Detailed Assessment, except for Automation Potential and Ease of implementation. These are essential for the functionality of Automation Hub.
- Applications Used section part of the Detailed Assessment and part of the Citizen Developer assessment can be hidden but not deleted or customized. Being a custom made section, it can no longer be linked to the Application Inventory if reverted or recreated.
Admins can set an assessment as live from the Live dropdown. For example, when setting a different version live for the Detailed Assessment then:
- Share a COE driven idea form and CoE ideas in draft reflects the assessment version that's currently set as live. Resuming
a draft shows an information message saying that the
Questionnaire has been updated! - Employee-driven ideas in Draft and in Idea phase will have the assessment currently set as live once they progress into the Assessment phase.
- Ideas which are in the assessment or later phase aren't impacted when you select a new version to go live.
Similar behavior applies to all assessment types, the difference relies in the type of form that each assessment is displayed in when ideas are shared, as explained in the Introduction.
Admins can create multiple versions of the assessments for any assessment type.
The version history displays a list of all assessments created.
By default, all users have at least one Assessment version (the built-in UiPath version). In case custom questions have been already defined at the level of the tenant, you have from the start two versions of assessment: Default Assessment and Default Assessment with custom questions.
If a High Level assessment was published 5 times with 5 different customizations, the new unified system update (2022.3.1) created 5 assessment versions, only if there have been ideas linked to that version. Therefore, users with such scenarios can now find custom questions added to the High level assessment as duplicated in the Automation Pipeline.
To fix this, the system admin user must make sure that the duplicated questions have the same variable name, update each assessment version after modifying the variable name and then perform a ‘Mass update’ for each version such that the system refreshes the data. (e.g. Mass update of ideas from version 1.0 to the same version 1.0)
In the Version history section, for each assessment type, you can see details about the version name, version number, ideas using that version of the assessment, when it was last saved, and specific version notes.
Version history also helps you filter ideas by assessment versions in Automation Pipeline, such that you can identify which ideas are submitted on a certain assessment version.
When editing version details of an assessment, consider the below requirements:
- Version name: limit of 50 characters, accepts letters and numbers and any foreign language characters.
- Version number - use the following numeric format: e.g: 2.1, 3.0.
When you've finished customizing your assessment, select:
Preview to see how the assessment form will look like with the changes made. This lets you test the assessment before being live, by filling in the required details to calculate the KPIs in real-time.
Save button in the right bottom corner of the page:
-
Save as a new version - A new version can be manually created at any time, after editing an existing version. However, this will be the only option available in case you have done major changes to the initial assessment and the assessment version that is being edited has at least one idea linked to it. Major changes can be one of the following:
- A question that impacts at least one KPI was modified in terms of answers removed, answer scores modified, the variable name changed, question type changed, or question was deleted.
- New question(s) or KPI(s) were added that impact at least one KPI.
- A KPI's variable name changed.
- An existing KPI’s formula was modified.
- Any other action that would require a recalculation of KPIs for existing automation profiles.
- Update existing version - available if changes are made to a version that is used by 0 ideas or when only text changes have been applied or free text questions added to the assessment or any other actions that do not require recalculations.
Cancel - to discard any changes made.
Mass update enables System Admin users to perform changes in bulk regarding the version of assessment used in each automation profile. You can:
- Update all existing ideas linked to any assessment version to a specific assessment version.
- Update all existing ideas linked to a specific assessment version to another assessment version of your choice.
Follow these steps to perform a mass update.
|
Step |
Action |
|---|---|
|
1 |
Select a category for which you want to perform a mass update from the categories list at the left, or select All categories. |
|
2 |
Select the appropriate assessment type. For example Detailed Assessment. |
|
3 |
Click on |
next to the selected Live version and select Mass update from the context menu. See the illustration below.
|
Step |
Action |
|---|---|
|
4 |
In the Mass update automation profiles dialog, select the assessment version for which you want to perform a mass update, or select the Select All option button if you want to update all ideas on the selected category. |
|
5 |
Select the version to which you want to update the ideas to from the What version would you like to update these to? drop-down list. |
|
6 |
Click on Confirm to perform the mass update. A progress bar is displayed that indicated the progress of the mass update. |
|
7 |
Click on Close to return to the Customize assessments page. |
A progress bar is displayed that indicated the progress of the mass update.
- When a mass update is performed, the system maintains in the Automation Profile the answers to the questions that are common in the two versions. The system does not retrieve answers from other older versions that might have contained the same questions.
- When formulas of KPIs are adjusted in the version that ideas are updated to, the system performs recalculations of all the KPIs where answers are available. If answers are missing for certain questions, then the pre-filled answers are used in the formulas. For cases where answers are missing and the pre-filled answers are not defined, the KPI will not be computed.
Publishing a customized version of the Assessment impacts the existing Automation Profiles as described below:
- In View Mode, the assessment version is shown and in Edit Mode, users with rights to change the assessment version can select another version from the dropdown list available next to 'Assessment' title and apply it to that automation profile. That version will load on the page, the answers to the common questions will be maintained, and the new mandatory questions will require an answer.
- When a new version of the Assessment is set live, the automation profiles of employee-driven ideas in Idea phase will contain the live assessment once they progress into the Assessment phase. The automation profiles of existing ideas that have been assessed using different versions are not affected. They will continue to follow the structure of the Assessment that was used to assess them.
Automation Pipeline tables will be enhanced with new columns corresponding to each new custom question or KPI created in any of the five assessments. Columns with data from questions and KPI's, default ones or custom, are listed in alphabetical order.
- Introduction
- Download and upload assessment
- Customize the Assessment
- Create a New Section
- Add a New Question
- Question Types
- Question Settings
- Branching Logic
- Add a New Custom KPI
- KPI Formula Editor
- Formula Validation Rules
- Restore Default UiPath Questions or KPIs
- Reorder Sections and Questions
- Modify Existing Questions
- Version History
- Edit Version Details
- Save the Assessment
- Mass Update
- Impact on Existing Automation Profiles
- Impact on Automation Pipeline
