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Automation Hub User Guide
Automation CloudAutomation Cloud Public SectorAutomation Suite
Last updated Nov 25, 2024

Collaborator Roles Information and Matrix

Collaborator Roles are a sum of permissions that provide particular edit rights for an Automation Idea Profile to the assigned user.

In order to create a team around an Idea that collaborates on developing the idea and pushes it through the various phases, you need to add collaborators with one or more Collaborator Roles, from the Automation Idea Profile > Collaborators > Manage Roles & Permissions screen.

Note:

Conditions to be able to select users and assign them as collaborators in an idea with Process Owner, Project Manager, Business Analyst, Solution Architect, RPA Developer, or any other custom Collaborator Role that you define:

  • the Collaborator Role needs to be previously assigned in the user account. This is required only if the collaborator role has the Make this role assignable toggle turned ON.
  • the user needs to be granted access to the idea's Categories.

To check or update the user account search for it in Admin Console > Manage Access> Assign Roles screen and follow the steps from the Managing User Accounts.

Details about each Collaborator Role and its designated permissions are available in the platform by accessing the Admin Console > Manage Access > Roles > Collaborator Roles or below in this page.

Besides the below Collaborator Roles, we have implemented a special category of Collaborator Roles designed to support the management of Automation submissions and flow. Please check the Citizen Developer Roles and Collaborator Roles for details.

By accessing the Collaborator Roles page from the platform you can also check out the two Help sections providing details about What are collaborator roles? and How do the tables work?. To dismiss them click the X icon on the top right corner. Once dismissed, the sections are not displayed anymore when the User Roles and Permissions page is accessed the next time. To see again the section click the Help icon.

Tip:

A recommended person to assign as Process Owner is a SME, as usually it is the person with the most appropriate knowledge to fill the detailed assessment of an idea or add relevant documentation.

Because some of the available default roles are uneditable as they are connected to the way the Automation Hub works, you have the option to add new, customized Collaborator Roles. Please check the Creating a New Collaborator Role page for more details.

Below you can check the default Collaborator Role matrix divided based on the availability of the option to Edit/Delete them:

Default Collaborator Roles

Permanent Collaborator Roles

Admins or other roles with rights to Manage the user roles can edit the description and the permissions for the permanent collaborator roles but cannot delete or disable them because they are connected to the way the Automation Hub works.

Role

Description

Employee Idea Submitter

Role automatically assigned to any user sharing an idea. Gives access to contribute with documentation.

CoE Idea Submitter

Role automatically assigned to any user sharing a CoE idea.

Process Owner

As a Process Owner you are responsible for:

  • Filling in the detailed assessment;
  • Perform updates on the About page as needed;
  • Provide complete and accurate documentation in relation to the process;
  • Participate in UAT.

Project Manager

As a Project Manager you are in charge of:

  • Allocating collaborators to the idea;
  • Performing and updating the cost-benefit analysis;
  • Keep track of the implementation progress;
  • Keep stakeholders informed and manage their expectations.

Citizen Developer Submitter

Automatically assigned to any user who shared an automation.

Citizen Developer

Start development for the selected automations;

Update the Source Code file;

Document your code in the Development Specifications Document;

Create and link reusable components to the automation initiative;

Fix bugs and provide support during UAT and hypercare period;

Create the Move to Production checklist.

Process Mining Submitter

Role automatically assigned to any user submitting a Process Mining idea.

Task Mining Submitter

Role automatically assigned to any user submitting a Task Mining idea.

Change Request Submitter

Role automatically assigned to any user submitting a change request.

Editable Roles

The following Collaborator Roles are disposable and can be customized, disabled, or deleted as per each tenant's needs.

Role

Description

Business Analyst

As a Business Analyst you will gather the business requirements and understand the process AS IS, as well as document the TO BE process post automation. You will:

  • Help business users/process owners complete the assessment for the process prior to automation;
  • Perform in-depth analysis of the process once it is in implementation and capture all requirements and your recommendations for optimization in the Process Definition Document;
  • Prepare test cases and conduct tests on the developed solution to make sure that it meets the acceptance criteria.

Solution Architect

As a Solution Architect you design the technical architecture for the idea and document it in the Solution Design Document. Your focus when developing the architecture will be on:

  • Robustness;
  • Scalability;
  • Efficiency;
  • Replicability;
  • Reusability of components.

RPA Developer

As an RPA Developer you will be coding the solution, testing as well as providing guidance on process design. You will:

  • Document your code in the Development Specifications Document;
  • Create and link reusable components to the idea;
  • Fix bugs and provide support during UAT and hypercare period;
  • Create the Move to Production checklist.

Collaborator Roles Matrix

Action

Employee Idea Submitter

CoE Idea Submitter

Process Owner

Project Manager

Business Analyst *

Solution Architect *

RPA Developer *

Edit the About page of an idea or automation

Access to the editable view of the About space of an idea or automation where you are assigned as a collaborator.

Here you can edit the information available in the Overview,High-level assessment,Detailed Assessment,Benefits, and Media sections related to the idea or automation.

 

Y

Y

Y

Y

  

Edit the advanced settings of an idea or automation Access to edit the Priority and Development Type fields of an idea or automation where you are assigned as a collaborator. This action can be done in any phase/status by accessing the Idea or Automation profile page > About section > edit mode.

   

Y

   

Update the Phase and Status of the idea or automation during implementation

Access to update the Phase and Status of an idea or automation where you are assigned as a collaborator. This action can be done by accessing the Idea or Automation profile page > About section > edit mode.

Note: Updates can be applied after the idea is pushed in the Qualification Phase - status Approved.
   

Y

   

View the Cost-Benefit Analysis of an idea or automation

Access to view the dashboards and project plan displayed in the Cost-Benefit Analysis page of an idea or automation where you are assigned as a collaborator.

   

Y

   

Edit the Cost-Benefit Analysis of an idea or automation

Access to edit the project plan and the cost types applied in the Cost-Benefit Analysis of an idea or automation where you are assigned as a collaborator.

   

Y

   

Edit the Documentation of an idea or automation

Access to view existing documentation and also upload new files available in the Documentation space of an idea or automation where you are assigned as a collaborator.

Here you can add / embed / update / remove documents related to the idea or automation.

Y

Y

Y

Y

Y

Y

Y

Edit the Components of an idea or automation

Access to the Components space of an idea or automation where you are assigned as a collaborator.

Here you can link / remove components related to the idea or automation.

  

Y

Y

 

Y

Y

Manage the Collaborators in an idea or automation

Access to the Collaborators space of an idea or automation where you are assigned as a collaborator.

Here you can add / update / remove collaborators related to the idea or automation.

  

Y

Y

   

Submit a change request for an idea or automation.

Access to the Change Requests space of an idea or automation where you are assigned as a collaborator. Here you can submit a change request for the idea or automation.

  

Y

    
Note: The roles marked with an * sign are editable Collaborator Roles. The permissions listed in the matrix are the ones set up by default. Still, take into consideration that these can be updated by the users with edit rights in the Roles page.
  • Default Collaborator Roles
  • Permanent Collaborator Roles
  • Editable Roles
  • Collaborator Roles Matrix

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