Starting with Robolytix step by step

1. Create your account
2. Explore sample processes
3. Process dashboards
4. Add your first process in Robolytix
5. Connect Robolytix to your apps
6. Add Sonars in your apps
7. Run the process
8. Data for the financial evaluation of your processes
9. Real-time monitoring and Sonar alerts


 

1. Create your account in Robolytix

Sign up and create your free account. Free account is not limited by time allowing you to try Robolytix for as long as you need. There is no trial expiration.


 

2. Explore sample processes

A default group with two sample processes is created with every new account. This enables new users to explore real process dashboards with sample data.


 

3. Process dashboards

a) Default – financial and operational KPIs per Account, Group, or single Process.
b) Runtime – min, max and average duration of the process run.
c) Sonar to Sonar – compare data from two Sonars with each other.
d) Insight – process flow displayed by the number of operations.
e) Timeline – process flow displayed by the duration.
f) Flowchart – process flowchart based on Sonars and used systems/applications.

Pic – Exploring real-time performance dashboards

 


 

4. Add your first process in Robolytix

There is a wizard in Robolytix helping with the first process settings. Look for this icon in Robolytix app (the top right corner)

Wizard in Robolytix app for help with first process settings.

Add your first business process in Robolytix (Settings / Processes / Add process). This is your existing automated business process.

 


 

5. Connect Robolytix

Connect Robolytix with API to your automation tool or business applications that enable API connection. (Settings / API keys).

 


 

6. Add Robolytix Sonars in your business process

What is a Sonar in Robolytix?
Sonar is a checkpoint. In a similar way that you add a code from Google Analytics in a website, you add Sonars in a business process. See the Robolytix documentation for technical specification https://github.com/robolytix/robolytix-sdk.

What applications in my business process can I analyse and monitor with Robolytix?
The answer is: “every application”. See below different option of adding Sonars to apps.

Sonar for automation platforms: ready-to-use connectors are available to major RPA and workflow platforms. For detailed instructions, please see the online public courses “How to use Robolytix with APPs”. There is a course for each RPA platform.

Webhook Sonar: you can add Sonar to any application that enables Webhooks. Creating a webhook Sonar in the settings of each process in Robolytix and add it to your business application (CRM, website, e-commerce platform, custom app, emailing service etc.). This is a user guide for creating and using Webhook Sonar.

Custom Sonars: add Sonars in custom-built solutions or applications that do not allow API connection or webhook. See Robolytix documentation or please contact us at support@robolytix.com for help.

Where to add Sonars in the business process?
Insert Sonars at the start, the end and at every important part of your process.

Pic – Add Robolytix Sonars in your process

Available Sonar types:

  • Start
  • End
  • Continuous

Start of the process – add Sonar type “start”. You must put a Sonar type “start” in your process, otherwise, it will not work. Tip: put a start Sonar at the real start of the process, not just the automated part. For example, if your process starts in CRM – put the Sonar directly to the CRM app. Each process can only have one Sonar type “start!.

End of the process – add Sonar type “end”. One process can have several ends and we recommend adding them at every end. If the process has more ends, we also recommend marking them process settings > properties.

Anywhere in the process – add Sonars type “continuous” at every important part of your process. It will enable you to compare data in dashboards for this specific part, assign a profit value, monitor outages, receive alerts. The more Sonars in the process, the better insight you get.

Security compliance 
Sonars in processes are secure and no internal data from processes are ever sent. Sonar sends the following information used for identification of each process in your dashboards and reports: Sonar name, process ID, Sonar type, run ID, timestamp and service name. Robolytix does not receive any other data or content from processes. Check Sonar message structure in the API documentation.

 


 

7. Run the process and the list of Sonars

Run your business process and check the list of Sonar messages in Robolytix (Settings / Processes / click on the selected process / tab List of Sonars). Sonars from your process get listed automatically when they do the first operation – send the first message to Robolytix. If you added a Sonar into a process branch, which is not used often, Sonars will get listed in Robolytix as soon as the process runs through this branch.

The list of Sonars contains:
a) Sonar name – the name of the Sonar which had defined in Sonar settings.
b) Sonar type – the type of Sonar (start, end, continuous) according to the location and function in your process.
c) Date of the last sonar message – is the date when Sonar last received information about the status of your process.
d) Service – the name of the application/tool, where Sonar is added (for example Blue Prism, Salesforce, Dynamics, Integromat etc.)

 


 

8. Data for the financial evaluation of your processes

a) Add overall costs per Account or Group

“Account” will most likely be your company.
“Groups” are used for the internal structure of processes, very often they are used for departments (accounting, finance, logistics, sales).

Overall costs per Account or Group usually represent licence fees for automation tools, maintenance, SLA, implementation, and costs in general that apply to the whole company/department. These costs are assigned to each process in the account/group.

Note: costs can be added anytime later and will be recalculated into history according to process runs.

Add overall costs in Account settings or Group settings / Finance

 

b) Add financial data for each process

Saving / profit achieved by automating your business process.

    • Per single process run – Financial and time savings / profits for each entire completed process run. These values are called RTE (Run Time Equivalent). See the methodology “How to calculate RTE”.

 

 

    • Per single Sonar operation – Financial extra savings / profits for every unique operation of the selected Sonar.

 

 

FTE (Full-time equivalent) – financial and time savings entered as a replacement for an employee with a specific workload and annual costs. In this case, the values are calculated as financial and time savings (regardless of the real number and time of individual runs of this process).

 

 

Costs

Add one-off or recurring costs related to the process (i.e. process design, development, settings).

 


 

9. Real-time monitoring and Sonar Alerts

Define custom values for any Sonar in your process. When this value is reached/exceeded, you will be notified by email and alert will be issued in the notification centre in Robolytix.

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