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UiPath Automation Hub

The UiPath Automation Hub Guide

Customizing the Detailed Assessment

Introduction


The Detailed Assessment filled out by the Process Owner outputs multiple indicators helping you better prioritize the automation ideas and understand the impact of the automation process.

System Admin and other roles that have the Customize Assessments permission assigned can modify the Detailed Assessment to better match the target audience and obtain relevant indicators for their automation program which will help in making informed decisions.

After accessing the Customize assessments page from Admin Console > Platform Setup, in the Detailed Assessment section, you can:

  • See the current live assessment, followed by a list of assessments, part of the Version history - you will be able to create and save multiple assessment versions;
  • Customize - start the customization process of the Detailed Assessment that is currently live;
  • See live preview - check the preview of the assessment form as it is currently published to the users.

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Note:

If another version of the Detailed Assessment is set live, the Share a COE driven idea form will reflect the new assessment version that is live. Employee-driven ideas in Draft and in Idea phase will also contain the live assessment once they progress into the Assessment phase. Existing automations ideas assessed using previous versions are not affected. They will continue to follow the structure of the Detailed Assessment that was used to assess them.

  • Mass update - lets you have two options:
    • Update all ideas to a specific assessment version. All existing ideas which have a detailed assessment are impacted except for Employee-driven ideas in draft or Idea phase, Citizen Developer automations that are in Business or Technical Review are not be impacted.
    • Update all ideas linked to a specific assessment version to another assessment version of your choice.

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Note:

When a mass update is performed between two versions, the answers to the questions that are common in both versions are kept in the Automation Profile.
The comparison is always done between two versions and will not retrieve answers from other older versions that might have contained the same questions.

Customize the assessment


After selecting an assessment version, clicking Customize, lets you do the following:

Create a new section

This can be done by selecting Create new section action available above the left navigation menu. 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.

In a section, you have the following options:

  • Show section - this setting is ON by default. It is useful if you want to hide from the form all the questions within it.
  • Delete section - this option will delete the section and all the questions within it.

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Section Limit

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

Add a new question

You have the option to create additional questions either at the end or in between the existing questions.

Click on the New Question button and you can now start to add the necessary details.

Field

Description

Question

Mandatory field for any question added, limited to 150 characters.

Description

Description can be added for each question, limited to 750 characters.

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 for this question.

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 200 characters.
You can add, remove or reorder answers.

Question Type

You can select from 5 types available:
Free text (selected by default when a new question is added)
Number (no decimal, one decimal or two decimal points)
Percentage
Single Choice
Multiple Choice

Settings

You can toggle the following options:
Show question
Can Impact KPI
Required
Sensitive information
Show a comments section
Pre-fill answers

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.

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Questions Limit

  • A maximum number of 150 questions and KPIs is accepted in the entire 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 to 500 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.
:information-source: 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.

When this question type is used in a formula, the sum of the selected answer scores will be taken into consideration in the algorithm when filling out the Detailed Assessment.

Question settings

The settings available for each question are detailed as follows:

Setting name

Description

Show question

Toggle :
ON → the question will be displayed in the Detailed Assessment form.
OFF → the question will be hidden from the Detailed Assessment form. Hidden questions can still be used in formulas.

Required

Toggle :
ON → question will be mandatory for submitting the Detailed Assessment form.
OFF → question will be optional for submitting the Detailed Assessment form.

Sensitive information

Toggle:
ON → Question is visible only to users with permission “View sensitive information from Detailed Assessment"
OFF → Question is visible to all users in the Detailed Assessment form.

Can impact KPI

Toggle:
ON → the question can be part of a KPI's formula. Select the corresponding KPI from the KPIs impacted list.
OFF → the question cannot be part of a KPI's formula.

Show comments section

Toggle :
ON → users will be able to add a comment when answering the question.
OFF → there will be no comments field displayed next to the question in the Detailed Assessment.

Pre-fill answers

Toggle :
ON → admin users can add a value in the pre-filled answer field. When filling in the Detailed Assessment, the user will see that value pre-populated in that question’s answer box, and decide whether to modify it or not.
OFF → question is visible in the Detailed Assessment form with no pre-selection or default value in the answer field.

Remove a question

To remove a question from the assessment, just click the Delete Question button. Once the customized Detailed 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 toggling off Show question setting.

Add a new custom KPI

You have the option to create a new custom KPI.

Select the New KPI button and you can now start adding 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 like rounding or logarithms are also supported.
Validation rules should be taken into consideration when creating a formula, as described here.

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

You can select from 2 types available:
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), with the exception of currency where the unit is displayed before the number (e.g. $1000).
Note: 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.

Show KPI

Toggle:
ON → the KPI will be displayed in the Detailed Assessment form.
OFF → the KPI will be hidden from the Detailed Assessment form.

Sensitive information

Toggle:
ON → KPI is visible only to users with permission “View sensitive information from Detailed Assessment"
OFF → Question is visible to all users in the Detailed Assessment form.

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
  • when creating a new KPI
  • when selecting a KPI from the KPIs impacted dropdown

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Formula

A formula is composed using variablesvariables - Short names assigned to a question or KPI to be used in a formula. 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

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 assessment can be customized with a few exceptions as follows:

  • 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 can be hidden but not deleted or customized. Being a custom made section, it can no longer be linked to App Inventory if reverted or recreated.

Version history


Versioning of the Detailed Assessment is now possible and admins can create multiple versions of the assessment form.

The version history displays a list with all assessments created.

By default, all users have at least one Detailed 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.

In the Version history section, for each assessment, 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.

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 and 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 - lets you discard any changes made.

 

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Localized form

Only the UiPath default assessment can be translated to another language available in Automation Hub. The new questions or KPIs modified or added to the default assessment will no longer be translated.

 

Impact on existing Automation Profiles


Publishing a customized version of the Detailed Assessment impacts the existing Automation Profiles as described below:

  • In View Mode, the detailed 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 'Detailed 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 Detailed 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 Detailed 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 the Detailed Assessment. The columns with data from the Detailed Assessment can be found at the end of the Columns list in alphabetical order and once selected will appear at the end of the Automation Potential table.

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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.

Updated about 2 hours ago


Customizing the Detailed Assessment


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