Customize Assessments

Introduction

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.

Note: System Admin and roles that have the Customize Assessments permission assigned can modify assessments.

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)
• 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.

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.

Download and upload assessment

You can easily reuse the customized assessments in just a few steps by using Downloadand Uploadoptions.

• 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 <<glossary:.aha>> files are accepted for upload. It's recommended to upload the same assessment type. Uploading a different type, redirects you to the corresponding assessment type page.

Customize the 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.

Create a New Section

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.

Note: A maximum number of 40 sections is accepted in the entire form.

Add a New Question

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: Free text (selected by default when a new question is added) Free text with formatting Number (no decimal, one decimal or two decimal points) Percentage Single Choice Multiple Choice
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: Required Can Impact KPI Show a comments section Pre-fill answers
Visibility	The following settings are available: Hide everywhere: the question is hided everywhere in the platform but can still impact the indicators computed. Hide from submission forms: the question is displayed only in the Automation Profile and won't appear in the submission form. Hide from About page: the question is not displayed in the About page. Hide before Live phase: the question is displayed only in the Live phase and the question won't appear in the submission form or in any of the phases from Idea to Testing. Hide from Automation Pipeline the question is not displayed in the Automation Pipeline - Columns list;
Appearance	Table: displays the question, comments, and answers in a table format (next to each other). Inline: displays the question, its answers, and comments vertically in the page.
Sensitive information	View sensitive information from general assessments (Overview Assessment and Misc Assessment) View sensitive information from Detailed assessment View sensitive information from Citizen Developer assessment 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.

Note:

• 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.

Question Types

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	Unit becomes available. A dropdown list with pre-defined units as: minutes, hours, days, hours/day, hours/year, days/year, currency. By default: no unit is selected. The unit selected is displayed in the input field after the numerical value (e.g. 100 minutes), with the exception of currency where the unit is displayed before the number (e.g. $1000).
Number (1 decimal point)	Only positive float, 1 decimal accepted.	Unit becomes available. A dropdown list with pre-defined units as: minutes, hours, days, hours/day, hours/year, days/year, currency. By default: no unit is selected. Example of answer for this question type: 45.6 hours/day.
Number (2 decimal points)	Only positive float, 2 decimals accepted.	Unit becomes available. A dropdown list with pre-defined units as: minutes, hours, days, hours/day, hours/year, days/year, currency. By default: no unit is selected. Example of answer for this question type: 45.67 minutes.
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: Maximum answer score Minimum answer score Sum of answer scores	Sum of answer scores is the default selection for Equation type.

Question Settings

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.

Add a New Custom KPI

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: questions with question type = Numerical or Percentage questions with question type = (Single Choice or Multiple Choice) IF they have scores defined for each answer option. all KPIs (default or custom)
KPI Type	Select one of the available types: Number (no decimals, one decimal or two decimal points) or Percentage. Unit becomes available for a KPI of type Number. A dropdown list with pre-defined units as: minutes, hours, days, hours/day, hours/year, days/year, currency. By default, no unit is selected. The unit will be displayed in the input field after the numerical value (e.g. 100 minutes), except for currency where the unit is displayed before the number (e.g. $1000). 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.
Sensitive information	View sensitive information from general assessments (Overview Assessment and Misc Assessment) View sensitive information from Detailed assessment View sensitive information from Citizen Developer assessment 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	Hide everywhere: with this setting applied, the KPI is not displayed anywhere in the platform but can still impact the indicators computed. Hide from submission forms: when the setting is selected, the KPI will be displayed only in the Automation Profile and it won't appear in the submission form. Hide from About page: when the setting is selected, the KPI won't be displayed in the About page. Hide before Live phase: when the setting is selected, the KPI will be displayed only in the Live phase, it won't appear in the submission form or in any of the phases from Idea to Testing. Hide from Automation Pipeline: when the setting is selected, the KPI will not be displayed in the Automation Pipeline - Columns list;
KPIs impacted	You can select if the KPI that you are editing should impact the calculation of another KPI. If the case, open the dropdown list and choose which KPI's formula will be adjusted with the variable of the KPI that you are editing. Each KPI can be edited via KPI formula editor.

KPI Formula Editor

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-Jul	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-Jun	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

Note:

A formula is composed using variables and simple math operations + - * / ( ). 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.

Formula Validation Rules

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

Restore Default UiPath Questions or KPIs

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.

Reorder Sections and Questions

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.

Modify Existing Questions

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.

Version History

Admins can set an assessment as live from the Live dropdown. When setting a different version live 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.

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.

Note: 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.

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.

Note: When a certain assessment version is set live, the submission form will reflect that new assessment version for all users. Automation ideas that are in Draft or in Idea phase will also contain the live assessment once they progress into the Assessment phase. Existing automations ideas already assessed using previous versions are not affected. They'll continue to follow the structure of the assessment that was used to assess them.

Edit Version Details

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.

Save the Assessment

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

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 which have an assessment to a specific assessment version.

• Update all existing ideas linked to a specific assessment version to another assessment version of your choice.

  Note:

  • 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.

Impact on Existing Automation Profiles

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.

Impact on Automation Pipeline

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.

Note: If you want to slightly modify the title of an existing question or change its type while still keeping the answers in the same Automation Pipeline column, then you need to make sure not to change the variable name of the question.