4/18/2024

SAP Best Practices for SAP Intelligent

RPA Integration with SAP S/4HANA
Generated on: 2024-04-18 20:05:41 GMT+0000

SAP Intelligent RPA Integration with SAP S/4HANA | Latest

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Overview
The task automations are built to automate the SAP S/4HANA Cloud business processes using the SAP Intelligent Robotic
Process Automation (RPA) or SAP Build Process Automation tools. You can use these automations as reference and rebuild or
customize the automation according to your business requirements.

In the following sections, you can nd:

Instructions on the installation and con guration procedures of the automation tools.

Detailed prerequisites and procedures to run speci c automation created for different lines of business (LoB).

 Remember
The task automations delivered by SAP assist you in dealing with time-consuming tasks, but they don't make automated
decisions. This is because they always demand the intervention of a person. Thus, the General Data Protection Regulation
(GDPR) of automated decision-making is ensured.

Audience
This documentation is intended for users who have a basic understanding of SAP S/4HANA business processes and SAP
Intelligent RPA or SAP Build Process Automation tools and who want to customize or use the task automations to automate the
processes.

 Note
For release details of task automations, see SAP Note 3047348 .

What's New

Generic Updates

Date Generic Updates

May 2022 SAP recommends running the API automations in the Scheduled (unattended) mode. This is
because when automations run in the attended mode, the credentials (username/password)
are retrieved during runtime from the Cloud Factory, which causes the potential security
issues. If you decide to run the API automations in the attended mode, SAP will not provide
any official support, and you will be responsible for the xes in case of any issues. For more
information, refer the SAP Intelligent RPA Security Guide.

February 2022 Starting from February 19, 2022, use the API hostname URL as input to the variable
SYSTEMURL_ODATA or SYSTEMURL_SOAP for all the API automations.

The service URL to send requests to APIs running in SAP S/4HANA Cloud must only use the
API hostname (example: https://my<instance_id>-api./sap/opu/odata/sap).
The UI hostname will be permanently disconnected, and communications using UI hostname
(example: https://my<instance_id>/sap/opu/odata/sap) will stop working.

List of New/Updated Task Automations

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SAP Build Process Automation

The table provides a list of new and updated task automations. You can search through the table and lter content by
availability date, automation, and type.

What's New

Release Scope ID Task Description Type

Automation

2023/08 4JA Mass Creation New

of Commercial
Projects

2023/08 4TK Mass New

Maintenance of
Source Lists

2023/08 58Z Mass New

Maintenance of
Business
Partners

2023/07 4P4 Generate List of The automation has been renamed from Update
Terminating Automated List of Terminated Employees (w/
Employees (w/ SAP SuccessFactors Employee Central) to
SAP Generate List of Terminating Employees (w/
SuccessFactors SAP SuccesFactors Employee Central).
Employee
Central)

2023/04 49T Mass The automation has been renamed from Updated
Con rmation of Production Order Operation Con rmation to
Production Mass Con rmation of Production Orders.
Orders

2023/03 4QK Creation of The automation has been renamed from Inbound Updated
Inbound Delivery Creation from Delivery Notes to
Delivery Creation of Inbound Delivery.

2023/03 6VW Mass Creation New

of Purchase
Orders

2023/02 4X2 Mass Upload of Updated

Fixed issues related to SAP S/4HANA
Bank
Cloud 2302.
Statement Files
The 4X2 automation has been renamed
from Automated Upload of Bank
Statement Files to Mass Upload of Bank
Statement Files.

2023/02 5JL Collection and Updated

Fixed issues related to SAP S/4HANA
Update of
Cloud 2302.
Dispute Case
Information The 5JL automation has been renamed
from Process Information Collection
Forms for Dispute Cases to Collection
and Update of Dispute Case
Information.

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 4/18/2024

Release Scope ID Task Description Type

Automation

2023/02 48Q Mass Upload of Updated

Fixed issues related to SAP S/4HANA
Payment
Cloud 2302.
Advices
The 48Q automation has been renamed
from Manage Payment Advice to Mass
Upload of Payment Advices.

2023/02 6RT Mass Update New

of G/L Journal
Entry Details
Without
Impacting
Financial
Postings

2023/02 4HT Mass Creation The automation Automatic Return Creation Updated
of Customer from Excel has been renamed to Mass Creation
Returns of Customer Returns .

2022/12 48K Mass The automation Purchase Order Con rmation Updated
Con rmation of has been renamed to Mass Con rmation of
Purchase Purchase Orders.
Orders

2022/12 6NX Mass New

Maintenance of
Quality Info
Records

2022/12 48I Automated New

Upload of
General Ledger
Entries

2022/11 4JF List Open New

Activities of
Terminated
Employees

2022/10 6PA Automated The Automatic Release of AP Invoices for New

Release of Customer Projects (55T) automation built with
Supplier Cloud Studio is no longer available in the Store.
Invoice upon You can use the 6PA automation to release
Customer relevant supplier invoices in "Pay when Paid"
Payment scenarios.

2022/10 4J1 Mass New

Maintenance of
Work Packages
and Work Items
for Projects

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Release Scope ID Task Description Type

Automation

2022/10 6JX Supplier New

Invoice File
Extraction from
Email and
Upload to SAP
Central Invoice
Management

2022/09 4CA Automated Enhances the input Excel template with Updated
Upload of input messages and error alerts for data
Manual Entries format validation.
via API
Provides the functionality of highlighting
problematic elds in a processed journal
entry le based on some of the error
messages returned by the API that the
automation uses.

Provides alert messages that summarize

the processing results of journal entries.

2022/09 4JJ Mass Creation New

and Update of
Timesheet
Entries for
Commercial
Projects

2022/08 5AK Proposed The 5AK automation has been renamed from New
Reclassi cation Automated Generation of G/L Re-class
of G/L Account Postings to Proposed Reclassi cation of G/L
Entries Account Entries.

2022/08 4CA Automated Fixed problems related to SAP S/4HANA Cloud Updated
Upload of 2208.
Manual Entries
via API

2022/08 4W1 Mass Transfer New

of Time and
Expenses from
One WBS to
Another for
Internal
Projects

2022/07 4X2 Automated New

Upload of Bank
Statement Files

2022/07 48Q Manage New

Payment
Advice

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Release Scope ID Task Description Type

Automation

2022/07 5JL Process New

Information
Collection
Forms for
Dispute Cases

2022/07 5BG Automated This automation is for reference/training New

Release of purposes only.
Blocked
Supplier
Invoices

2022/07 5BP Mass Download New

of Billing
Documents
Output for
Commercial
Projects

2022/06 4HP Export Project This automation is for reference/training New

Financial Plan purposes only.
Data

2022/06 48K Purchase Order New

Con rmation

2022/06 6FJ Mass Copying This automation is for reference/training New

of G/L Account purposes only.
Master Data
and
Assignment of
Company
Codes

2022/06 5LT Automatic The automation name is changed from Automatic Updated
Creation of Creation of Sales Order Requests from
Sales Order Unstructured Data to Automatic Creation of
from Sales Order from Unstructured Data.
Unstructured
The automation includes two scenarios - Create
Data
Sales Order Requests and Create Sales Order.

The automation runs in both Attended mode and

Scheduled mode.

2022/04 4HR Intelligent New

Production
Order
Conversion

2022/04 4CA Automated New

Upload of
Manual Entries
via API

2022/03 4G5 Automatic The Environmental Variable Updated

Creation of BUSINESS_DECISION_FASHION_4G5 is removed
Sales Orders from the Environment Variables.
from Excel

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Release Scope ID Task Description Type

Automation

2022/03 5LT Automatic New

Creation of
Sales Order
Requests from
Unstructured
Data

2022/02 4QK Inbound New

Delivery
Creation from
Delivery Notes

2022/02 4FP Post Goods New

Movement

2022/02 4G5 Automatic The table in the Input Excel Template topic is Updated
Creation of updated with the new elds.
Sales Orders
The Environment Variables topic has the following
from Excel
updates:

The SYSTEMURL_ODATAURL is updated

to include API hostname URL with the
suffix '-api' for SAP S/4HANA Cloud
system.

The variable type of

BUSINESS_DECISION_FASHION_4G5
and EMAIL_READ_4G5 is changed to
Radio Button.

2022/02 4FL Maintain In the Environment Variables topic, the Updated

Planned SYSTEMURL_ODATA URL is updated to include
Independent API hostname URL with the suffix '-api' for SAP
Requirements S/4HANA Cloud system.

2022/02 4N1 Create Product In the Environment Variables topic, the Updated
Master Data SYSTEMURL_ODATA URL is updated to include
with Reference API hostname URL with the suffix '-api' for SAP
S/4HANA Cloud system.

2021/12 4HT Automatic New

Return Creation
from Excel

2021/12 57O Mass Update New

Asset Master
Data

2021/12 4HV Outbound New

Delivery - Post
Goods Issue for
Non-Warehouse
Management

2021/12 4N1 Create Product New

Master Data
with Reference

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Release Scope ID Task Description Type

Automation

2021/10 49T Production New

Order
Operation
Con rmation

2021/10 48M Create New

Purchase
Requisitions
from Excel

2021/07 4P4 Automated List New

of Terminated
Employees
(w/SAP
SuccessFactors
Employee
Central)

2021/05 4G5 Automatic New

Creation of
Sales Orders
from Excel

2021/05 4FL Maintain New

Planned
Independent
Requirements

2021/05 55T Automatic Use the 6PA automation to release relevant Deprecated
Release of AP supplier invoices in "Pay when Paid" scenarios.
Invoices for
Customer
Projects

Revision History
The following table provides an overview of the documentation changes:

Date Details

February 2022 Updated the Set Values to the Environment Variables and User
Con guration to Access SAP S/4HANA APIs with a note to use only
the API hostname URL (example: https://my<instance_id>-
api./sap/opu/odata/sap) to send requests to APIs running in
the SAP S/4HANA Cloud system.

December 2021 Updated the Overview with a note on GDPR regulations for
automated decisions.

October 2021 Updated the User Con guration to Access SAP S/4HANA APIs with
a note to create a separate SAP S/4HANA user ID before you run
the automation.

This is custom documentation. For more information, please visit the SAP Help Portal 8
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Install and Con gure Process Automation Tools

This section describes the installation and con guration steps to enable automation of SAP S/4HANA Cloud business processes
using process automation tools.

Target Audience
Administrators or developers responsible for the installation and con guration of the SAP Intelligent Robotic Process
Automation and/or SAP Build Process Automation tools.

SAP Intelligent RPA Installation

Purpose
SAP Intelligent Robotic Process Automation (RPA) is a hybrid solution made up of Cloud Studio to design the automation
processes, Cloud Factory to orchestrate the automation processes, and Desktop Agent to execute the automation processes.

Context
To execute SAP Intelligent RPA automation, you need to ensure that SAP Intelligent RPA Desktop Agent is installed and that
SAP Intelligent RPA Factory is accessible.

Procedure
Refer to the SAP Intelligent RPA Installation Guide for the installation steps.

Currently, all UI automations support Google Chrome and Microsoft Edge. You need to enable the corresponding SAP Intelligent
RPA Extension in Chrome and Microsoft Edge.

For more details on how to enable an extension, see Con guring Web Browsers.

 Note
At runtime, your project interacts with an agent through Software Development Kit (SDK) activities that come from cloud
packages. The Desktop Agent version must be equal to or higher than the version speci ed in the package. For more
information, see Manage Compatibility of Projects with Agents.

SAP Intelligent RPA Factory Con gurations

This section describes the required con guration steps you perform on the SAP Intelligent Robotic Process Automation tools
and SAP S/4HANA systems to successfully run the task automations.

Log on to SAP Intelligent RPA Factory

You log on to SAP Intelligent Robotic Process Automation Factory with your username and password. When you do so, the
Home page is displayed as your starting point.

Import or Get a Cloud Package

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To start, you need to import a package generated from an external source (or the Projects tab of SAP Intelligent Robotic
Process Automation Factory), or get a package from the SAP Intelligent Robotic Process Automation Store.

 Note
In SAP Intelligent Robotic Process Automation Factory, the Projects tab can be used to create, modify, rename, share, or
delete the cloud projects. However, creating or editing cloud projects is optional for running the automation.

After performing necessary updates to the cloud project, you can generate the package from a project. For more details, see
the Projects section in the SAP Intelligent RPA Factor User Guide .

Import a Cloud Package

You can import a package from an external source.

Prerequisites
You've exported a package (ZIP le) from the Packages tab. For more details about exporting a package, refer to the Export a
Package section.

 Note
The ZIP le must not be larger than 256 Mbytes.

If you don't get all the dependencies of the package from the SAP Intelligent Robotic Process Automation Store, then the
system displays an error while importing a package.

Procedure
Refer to the Import a Cloud Package section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
The imported package is now available in the Packages tab.

 Note
Packages generated in the Cloud Studio contain the Software Development Kit (SDK) version used in their compilation. See
SAP Intelligent RPA 2.0 Compatibility Matrix for the compatibility rules between a Desktop Agent and the SDK versions used
in the Cloud Studio.

Get a Package
In SAP Intelligent Robotic Process Automation Factory , you can easily retrieve pre-built automation from the SAP Intelligent
Robotic Process Automation Store.

Prerequisites
You have browsed the Store, chosen an automation package, and clicked its tile to view details of its content in the Details
window.

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Procedure
Refer to the Get a Store Package section in the SAP Intelligent RPA Store User Guide for detailed instructions.

Result
You've acquired a package. You're now ready to deploy the automation package for testing or to download and adapt its content
to your needs.

(Optional) Save a Package as a New Project

In SAP Intelligent Robotic Process Automation Factory, you can save a package as a new project. The newly saved project
contains the contents of the original package.

 Note
This procedure is applicable only if the user wants to customize the source code of the automation and generate a new
package.

Prerequisites
You must have generated at least one package from the Cloud Studio. For more details about generating a package from Cloud
Studio, refer Generate Packages.

Procedure
Refer to the Save a Package as a New Project section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
You can nd the newly created project in the Projects tab.

(Optional) Create an Agent Group

You use agent groups to control access to the automation tools.

Prerequisites
Optionally, you've modeled the agent group in a CSV (comma-separated values) le that is less than 5 MB in size.

Context
Agent groups allow you to organize your agents in a parent-child relationship, using one of the following values:

the computer name on which the agent is installed

the login name of the person who connects to the agent

You can group your agents via two criteria - groups of machines and group of logins. Machine groups allow any agent connecting
from a given machine to use the automation tools. Login groups restrict usage to the speci ed list of users. By using both types

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of agent group, you can create more powerful combinations and provide better control for administrators.

You can use the agent groups in any number of environments.

Procedure
Refer to the Create an Agent Group section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
Your agent group now appears in the list.

Create an Environment
An environment represents the functional landscape in which you deploy SAP Intelligent Robotic Process Automation.

Context
In SAP Intelligent Robotic Process Automation Factory, the Environments tab is used to de ne and edit the functional
landscapes in which your automation (scenario or process) is deployed and executed. This tab is used to group the following
resources of your project:

Agents and Variables

The agent groups and other variables de ne the environments. You rst create an agent group before de ning an
environment. Then, you de ne an environment with at least one agent based on the agent group you created, and with
potentially other variables, such as credential variables.

Packages and Triggers

When opening an environment via the Environments tab, you see all the packages deployed in this environment, and all
the associated triggers.

An environment in Cloud Factory is meant for handling and sharing common variables of your automation projects. Typically, you
de ne an environment for development, test, or production. For example, once a package has been validated in a test
environment, you can use the same package in a production environment, this time for productive usage.

You can also organize your system by creating environments dedicated to different lines of business. For example, you can
de ne one test environment for supply chain and another for nancial activities.

Procedure
Refer to the Create an Environment section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
The overview of your environment opens.

Add Agents to an Environment

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An agent is a local component consisting of a computer system (personal computer, desktop, or server) and a user session that
executes an automation scenario.

Context
Adding an agent or an agent group to an environment links an agent to an environment so that packages/jobs can be
distributed to them.

 Note
Before an environment can be used, it must contain at least one agent.

You can add up to 100 agent groups to an environment.

Procedure
Refer to the Add Agents to an Environment section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
The agent name appears in the Agents tab of your environment.

Add Packages to an Environment

On the Packages tab, you can nd the Cloud Studio automation packages generated from projects.

Prerequisites
First, import or generate a package before adding it to an environment.

Context
Adding a package to an environment means that you combine this package with an environment. Each time you combine a
package with an environment, it becomes available for all the machines or users de ned in the agent groups of that
environment. In this way, the package is available for running an automation, via the con guration of triggers.

 Note
You can add the same package in multiple environments.

Procedure
Refer to the Add Packages to an Environment section in the SAP Intelligent RPA Factory User Guide for detailed instructions.

Result
The package is now available as a deployed package in the environment. You can now add a trigger to de ne how and when to
run the automation.

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Set Values to the Environment Variables

Variables allow you to reuse certain information for a given environment.

Context
When you generate a package and deploy it in a factory environment, the environment variables created in the Cloud Studio are
displayed.

To get more information on how to create environment variables in the Cloud Studio, see Environment Variables.

Procedure
Refer to the Setting Values to Environment Variables During Package Deployment section in the SAP Intelligent RPA Factory
User Guide for detailed instructions.

 Note
Starting February 19, 2022, use only the API hostname service URL (example: https://my<instance_id>-
api./sap/opu/odata/sap) as an input to the variable SYSTEMURL_ODATA or SYSTEMURL_SOAP for all the API
automations developed for SAP S/4HANA Cloud.

Add Triggers to an Environment

In SAP Intelligent Robotic Process Automation Factory , the Environments tab enables you to con gure Attended and
Scheduled triggers to execute the automation either in attended mode or unattended mode.

Prerequisites
For the Scheduled trigger, check the Agents tab to make sure that the agents are connected. Note that some of agents version
1.0.5 and higher are idle. Then, you can select the unattended mode directly in the agent systray.

Context
The Environments tab allows you to con gure the following triggers:

Attended

With an attended trigger, the deployed package is distributed to a speci c group of agents, and you can run the
automation manually.

Scheduled

A scheduled trigger doesn't require you to start the automation manually. It creates jobs that are based on the schedule
you de ne in the trigger. These jobs run automatically without any human intervention.

Procedure
Refer to the Add an Attended Trigger section and Add a Scheduled Trigger section in the SAP Intelligent RPA Factory User Guide
for detailed instructions.

 Note
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For the speci c information on adding which type of trigger, refer to the documentation of the respective automations.

Result
The trigger and the package are now listed in the selected environment. You can repeat the procedure to add more triggers to
the deployment.

SAP Intelligent RPA Desktop Agent Set-Up

You launch SAP Intelligent RPA Desktop Agent to run the task automations.

 Note
It's necessary to launch the Desktop Agent for both the attended and scheduled modes of automation. When you launch the
agent, select either the Interactive (Attended) mode or the Background (Unattended) mode based on the trigger type.

Refer to the documentation of the respective automations for detailed instructions on the type of modes used.

For more information on the Desktop Agent, see Desktop Agent User Guide.

Subscribe to SAP Build Process Automation

Before you can work in SAP Build Process Automation, your SAP BTP account administrator must subscribe your SAP BTP
subaccount to the SAP Build Process Automation application.

There are three subscription options for SAP Build Process Automation:

Standard Plan - This plan entitles you to full production access to the solution, allowing you to create, deploy, run, and
monitor your business processes. See Subscribe to SAP Build Process Automation (Standard Plan).

Free Plan - This plan provides you with a production environment where you can test product features and create proof
of concepts. See Get Free Access to SAP Build Process Automation.

Starter Pack for RISE with SAP S/4HANA Cloud Public customers - This starter pack gives you productive access to SAP
Build Process Automation, allowing you to streamline your highly repetitive and manual business processes. See
Activate Your SAP Build Process Automation Package.

Once you subscribe to SAP Build Process Automation, you can then con gure additional product extensions. See Con gure
Product Extensions.

Install the Desktop Agent to Run Automations

To run any automation, you need to install the Desktop Agent locally on your system, and perform agent registration using SAP
Build Process Automation tenant URL.

You can install the following versions of Desktop Agent:

Desktop Agent 2

Desktop Agent 3

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Install Desktop Agent 2

The Desktop Agent 2 is a component of SAP Intelligent Robotic Process Automation that is installed locally on your system.

The setup program is provided in the form of an industry standard Windows MSI installer. You can download it from the SAP
Software Center.

 Note
The minimum version of the Desktop Agent supported by SAP Build Process Automation is 2.0.20.

Installing the Desktop Agent 2 automatically installs the web browser extension for Google Chrome and Microsoft Edge. To
prevent issues during the installation, close all the Chrome tabs open on your machine.

For the instructions to install Desktop Agent 2, see Installing the Desktop Agent 2 to Run Automations.

Register Desktop Agent 2 Using Tenant URL

You need to register your agent and connect it to an SAP Build Process Automation tenant to run automations.

After the installation is complete, the Desktop Agent Tenant Registration window appears where you need to enter the SAP
Build Process Automation tenant URL to nalize the installation.

To get the tenant URL, open SAP Build Process Automation, go to Settings Agents and click the Register new agent
button.

For detailed steps to perform agent registration, see Desktop Agent Tenant Registration.

Install Desktop Agent 3

The Desktop Agent 3 (or Agent 3) is a component that is installed locally on your system.

Before you start to install and use the Desktop Agent 3, check the following requirements:

Make sure Microsoft.NET framework 4.7.2 is installed on your machine.

Update the Core SDK dependency in your project to version 1.26 or higher.

If you want to install the Agent service to keep the Agent running when using unattended mode, you need administrator
rights.

For information on supported browsers, see Installing and Updating the Desktop Agent 3 to Run Automations.

To download and install the Desktop Agent 3, you must rst create a technical user in the Repository-Based Shipment Channel
portal (or RBSC portal) and copy its secret ID to your tenant. To generate the secrete ID, go to Settings Agent Agent
Update and click Go to RBSC Portal. For instructions on how to generate secret ID, see Enabling Agent Download and
Automatic Updates.

This secret ID is also required to update your Agent 3 automatically when a new version is released.

After you have generated a secret ID and pasted it in your tenant, you can now download and install the Desktop Agent 3. To
install Agent 3, navigate to Setting Agent Agent Update and click Go to Download Page. For detailed instructions, see
Installing the Desktop Agent 3.

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Register Desktop Agent 3 Using Tenant URL

You need to register your agent and connect it to an SAP Build Process Automation tenant to run automations.

After the installation is complete, you need to open SAP Build Process Automation, go to Settings Agents and click the
Register new agent to copy the tenant URL. You need to paste the tenant URL in the registration window of Desktop Agent 3.

For more information on how to perform agent registration, see Registering the Desktop Agent 3 by Copying the Tenant URL.

Manage Desktop Agent

After you install the Desktop Agent and perform tenant registration, you can manage your agents from SAP Build Process
Automation. From Lobby, you need to go to Settings Agents . Here you can perform the following tasks:

Create a new Agent or Agent Group.

Register your agents to your project so that packages and jobs can be correctly distributed.

See an overview of the Agents List and Agent groups, with their status, version, and mode.

Register multiple agents on a speci c agent group in the Mass Registrations tab.

Enter an alias for your agent. If you don’t enter an alias, or you remove the alias, the machine name is displayed.

For the process to check the details of your registered agent, see Overview of Agents.

Add an Agent
You can add a single agent or multiple agents to SAP Build Process Automation.

Make sure that your new agent is registered in the Agents page rst. For instructions on how to register a new agent, see
Desktop Agent Tenant Registration.

To add a registered agent to SAP Build Process Automation, go to Settings Agent Management and click the Add Agent
button.

(Optional) Create an Agent Group

You use agent groups to control access to the automation tools when you need to deploy a great number of agents.

Optionally, you've modeled the agent group in a CSV (semicolon separated) le that is less than 5 MB in size.

Agent groups allow you to organize your agents in a parent-child relationship, using either:

the computer name on which the agent is installed

the login name of the person who connects to the agent

You can group your agents via two criteria: groups of machines and group of logins. Machine groups allow any agent connecting
from a given machine to use the automation tools. Login groups restrict usage to the speci ed list of users. By using both types
of agent groups, you can create more powerful combinations and provide better control for administrators.

This is custom documentation. For more information, please visit the SAP Help Portal 17
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To create an agent group, go to Settings Agent Groups and click the Add Agent Group button. For the more information on
how to create an agent group, see Create an Agent Group.

Add or Import a Project

After subscribing to SAP Build Process Automation, you can add a prebuilt content from the Store to Lobby.

You can also import a project generated from an external source such as a project (ZIP le) exported from the SAP Build
Process Automation Lobby, or from the SAP Intelligent RPA Studio, or a project saved on your local system.

Add a Project
From the SAP Build Process Automation Store, you can browse for the automation projects that are relevant to your
requirements and add those projects to your Lobby.

SAP also publishes updates with new feature enhancements and bug xes. A refresh icon is displayed on the respective project
whenever there's an update.

Some of the projects in the Store can serve as templates for creating new projects. You can reduce the time required for
project creation by using the templates from existing projects.

The following project formats are available to add in your Lobby:

READY TO USE

These projects are ready to be used, having already been designed and are available for use in your business processes.

TEMPLATE

A project template is a project that has prebuilt business process artifacts and actions that you know you use in your
actual business processes regularly. You can use the template to create projects and then customise them as needed.

In the Store, you need to use the lters or search eld to search and select your project and then click Add to add the project to
your Lobby. For more instructions on how to add a project to your Lobby, see Explore the Store.

Import a Project
You can import an exported project multiple times to create multiple new identical projects in SAP Build Process Automation.
You can also import a template project and customize it according to your needs. A project can contain multiple automations or
processes as per your business need.

 Note
The maximum le size that can be imported is 400 MB.

For the procedure to import a project into your Lobby, see Importing a Project.

Manage a Project from the Lobby

After a project is added or imported to SAP Build Process Automation, you can manage the project from the Lobby. A project
can be released, deployed, exported, and saved as a new project from the Lobby.
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A project can have different status and versions. Each version of the project is independent and has its own lifecycle status.

The status of the project can be:

Editable: default status when you create a project. An editable project is considered as a draft and doesn’t appear in the
list of projects in the Lobby.

Released: status when you generate or import a project. For already released projects, release it again to create a new
project version. You can delete a released project.

Deployed: you change the status of a released project to deployed to use a project in a productive way. You cannot
delete a deployed project.

For more information on the status and versions of the project, see Project Lifecycle Management and Versioning.

(Optional) Export a Project

You can export a business process project from a tenant to your local system and then import the exported packages to
another tenant.

The project is exported as an MTAR le. It contains the artifacts and dependencies of the project.

For the steps to export a project, see Exporting a Project.

(Optional) Save as New Project

You can save an existing projects in the Lobby as a new project. The newly saved project contains the content of the original
project. The Save as New Project option is only available for business process projects.

For the steps to save a project as new project, see Save as New Project.

Manage Project Members

After you have created a project, you can add members to your project from the Lobby. Members of your project can
collaborate and work on the project. For each member of your project, you can assign an authorization based on the level of
access that member requires.

You can manage members directly from the Lobby. The following types of authorization are available for the Lobby projects :

Viewer

Authorization for read-only actions, such as viewing, but not modifying, the existing content of the project. Viewers can
also export and deploy the project.

Developer

Includes all viewer permissions, plus permission to modify the project, such as modifying existing con gurations, and
releasing and publishing the project.

Administrator

Authorization to carry out various important administrative tasks. Includes all viewer and developer permissions. For
example, administrators can assign authorizations and add or remove members. The project creator has administrator
authorization by default.

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Projects can be controlled using the following general access permissions:

Everyone with access: Allows your entire team to collaborate and contribute to one project at the same time.

Everyone with access: Allows your entire team to collaborate and contribute to one project at the same time.

For more details on how to manage members of a project, see Managing Project Members.

Release a Project
After you create or import a project, you need to release the project. You can release the project either from the project's
Overview page or from the Lobby.

If you are on the project's Overview page, click the Release button to release the project.

If you have an existing project in the Lobby, click More Options and select Release to release the project.

For more information on how to release a project, see Releasing a Project.

Deploy a Project
To use the project in a productive way, you need to change the status of a Released project to Deployed.

To deploy a released project from the Overview page, click the Deploy button. For a project in Lobby, click the Versions
dropdown arrow to view all the released versions of the project and then click the deploy icon available for a released version.

After you deploy a project, you can add variables and an automation trigger to the project.

 Note
You cannot delete a deployed project. You must set the project back to the Released status rst by undeploying it.

If you need to update or modify the variables or triggers associated with a deployed project, redeploy the project.

For more information on how to deploy, redeploy, or undeploy a project, see Deploying a Project.

Set Values to Environment Variable During Project Deployment

Variables allow you to reuse information across different projects. With variables, you can pass parameters to automations.

You can set values to environment variables when deploying a project. When you click Deploy, the Deploy a Project window
appears where you can set values to the variables.

 Caution
Information contained in password elds is protected in the cloud and in transit to the agent. However, it is not protected on
the client machine.

Always consider that the information contained in these variables may be disclosed to the user of the session running the
agent. If you don't want sensitive information to be visible from all users, please use unattended/scheduled automations on
workstations that will be operated and accessed by a limited number of authorized users.

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After you set values to the variable, you can view the variables list under Settings Cloud Studio Variables .

 Note
If you do not de ne the values, the variables are deployed without the values and display a Variable Warning in the Cloud
Studio Variables list.

For more information on the variables, see Manage Environment Variables.

Add an Automation Trigger to a Project

After you deploy a project, you can add a trigger to the project. A trigger is a rule that de nes how and when the desktop agent
runs the automation. You can con gure Attended or Scheduled trigger to run the automation in attended mode or unattended
mode respectively.

You can add one or several triggers to an automation project:

Attended: An attended trigger distributes the deployed automation project to a speci c group of agents. An attended
trigger is triggered manually from the desktop agent.

Scheduled: A scheduled trigger creates jobs that are based on the schedule you de ne in the trigger. These jobs run
automatically without any human intervention.

To add a trigger, go to Monitor Triggers and click the Add Automation Triggerbutton. For more instructions on how to add
triggers to a project, see Add an Automation Trigger to a Project.

 Note
For the speci c information on adding which type of trigger, refer to the documentation of the respective automations.

Monitor Automation Jobs

After you run your automation, you can monitor your automation jobs.

To view all information about individual jobs, including the status, trigger, and duration, click the Monitor tab and select
Automation Jobs from the left navigation. You can apply one or several lters to get the desired job status information.

Only automation jobs from productive projects are listed. If you want to include test jobs that were run during the project design
phase, select the Include Test Jobs checkbox.

In the Automation Jobs view, you can cancel a job with Ready status by selecting the job and then clicking the Cancel jobs
button.

For more information on how to view and manage the automation jobs, see Automation Jobs.

User Con guration to Access SAP S/4HANA APIs

 Note
We recommend creating a separate SAP S/4HANA User ID to run automations so that you can analyze the transaction logs
that result from the runs.

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Con gure Communication Users in SAP S/4HANA Cloud

To create the Communication Arrangement, log on to the SAP Fiori launchpad. Go to Communication Systems and create a
new communication system and an inbound user. The communication user is authenticated in the SAP S/4HANA Cloud system.
Refer to the Maintain Communication Systems section for details.

 Note
This con guration is only relevant for some of the API-based automation executed on the SAP S/4HANA Cloud systems.

Starting February 19, 2022, the service URL to send requests to APIs running in SAP S/4HANA Cloud must use only the API
hostname (example: https://my<instance_id>-api./sap/opu/odata/sap). The UI hostname will be permanently
disconnected and communications using the UI hostname (example:
https://my<instance_id>/sap/opu/odata/sap) will stop working.

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