Automate the Universe Challenge #2

Hello All, 

I am thinking this would help most of enterprise work assignment through bots.

Problem Statement ::

Assigning Incident / Request for Service to appropriate Team member and update a feature within JIRA story

• I have bunch of support team for our Robotics team to maintain bots in production and resolve issues in SDLC and production environment. 
• Incident will be created for Production issues and Request for Service tickets created for SDLC environments.
• Have to assign the tickets based on the workload of each resource and the type of issue that they worked earlier for quicker resolution 
• Once ticket assigned to resource, a automatic JIRA story will be created but feature will not be updated. Hence again feature to be updated with in JIRA based on the type of the story / enhancement request / environmental issue / bot specific issue etc.,

Solution Satement::

Bot should pull the report from Service Now and check each resource how many active incidents / tickets in their queue and SLA for each ticket, If any one have less than threshold tickets check the resource is tied with specific label that this incident / ticket created under. if both matches, assign ticket to resource and login back to JIRA and update JIRA feature based on the tag in the ticket (have to consider the incident/ ticket owner timezone and resource timezone).

Also, on daily basis if any tickets pending beyond SLA to be send to resource as well as reporting manager. 

Challenge Statement:

In our organization, we struggle with managing and coordinating schedules for meetings and events across multiple teams and departments. This manual process often leads to scheduling conflicts, wasted time, and missed opportunities for collaboration.

Solution Statement:

Automation Anywhere can streamline our scheduling process by developing a bot that integrates with our calendar systems and communication platforms. This bot can analyze participants' availability, suggest optimal meeting times based on predefined criteria, and automatically send out invitations and reminders. Additionally, it can monitor responses, handle rescheduling requests, and update calendars in real-time to ensure everyone is informed and aligned. By automating the scheduling workflow, we can eliminate conflicts, save time, and improve overall productivity and collaboration within the organization.

Challenge Statement:

During daily stand-up meetings or technical code reviews, a significant amount of time is spent discussing current or new task assignments, as well as determining who will be involved in addressing existing issues or making improvements. Manually generating and distributing meeting minutes with action items adds to time consumption and increases the likelihood of missing actionable items.

Solution Statement:

We can leverage Automation Success Platform to automate the creation and distribution of meeting minutes with assigned tasks, significantly improving team efficiency. Here's how:

1. Meeting Recording and Transcription: Utilize A360's integration capabilities to connect with your video conferencing platform (e.g., Zoom, Microsoft Teams) to transcribe audio to text

2. Keyword Identification and Task Extraction: The bot will then scan the transcribed text for keywords indicating tasks or assignments (e.g., "I'll work on," "needs to be fixed"). 

3. Minute Generation and Task Assignment: Based on the extracted information, the bot will automatically generate a meeting minute document. This document will include:

   • Meeting date and attendees
   • Key discussion points summarized from the transcript
   • Action items with assigned owners and deadlines (extracted from keywords)

4. Distribution and Notification: The bot will automatically send the generated meeting minutes and task assignments via email to all attendees. Additionally, bot can create issues in Jira or preferred SDLC tools

Note : For point 2 & 3 you can leverage Generative AI package 

Hey,

Challenge Statement:
Each company maintains a Talent Acquisition department responsible for recruiting experienced candidates based on job descriptions provided by third parties. The hiring team typically consults with the technical department to determine the specific candidate profile outlined in the job description. However, if the technical team is unavailable or preoccupied with other tasks, the hiring process may be delayed. Such delays can result in a tarnished reputation with third-party clients and, in severe cases, could jeopardize potential deals.

Solution Statement:
With the help of Gen AI, Automation can reduce the time taken to categorize potential candidates and fast track the hiring process.
A BOT which goes by the name, “TalentSpotter”:

• The first step involves filling out a form where essential details such as designation, years of experience, base location, and salary are required.( Which will be done by the one who triggers the BOT)
• Upon receiving the input, the BOT will proceed to log in to the recruitment portal/application and initiate a candidate search based on the provided input.
• The BOT will retrieve essential information from the portal/application, including but not limited to: name, contact details, skills, profile description, years of experience, base location, and then populate it into an Excel sheet/Google Sheet/database, or any other designated source.

The traditional automation mentioned above might be what comes to mind for most people. However, to further streamline the hiring team's workflow, we can enhance it by integrating GenAI.

• Once the data scraping is completed, the BOT will review the available job description (JD) and compare it with the candidates extracted from the portal/application. It will then determine which candidate is the most suitable match for this JD and set a flag accordingly (for example, setting TRUE if the profile is deemed suitable).
• This process will assist the hiring team in narrowing down the selection from the pool of available candidates, enabling them to proceed with the next steps more effectively.

The integration with GenAI mentioned above will expedite the hiring process for the team, reducing reliance on the technical team.

To enhance the solution further, we could implement a flag on the output source indicating the suitability of profiles. Candidates meeting the criteria would then be sent a form to select upcoming dates for a technical round interview. Upon selecting a date, a Google Calendar invitation would be shared with the candidate and the technical team, further streamlining the process. Just a thought, need to make it foolproof.

This solution will be a lifesaver for the hiring team, greatly simplifying and accelerating both the hiring and technical round scheduling processes


I'd love to hear your thoughts on the problem statement and the proposed solution. What are your impressions?

Challenge Statement: In our organization, the process of onboarding new employees involves numerous repetitive tasks that consume a significant amount of HR staff's time. These tasks include collecting new hire information, creating accounts, setting up access to various systems, and providing training materials. The manual nature of these processes not only leads to inefficiencies but also increases the risk of errors and delays in getting new employees fully onboarded and productive.

Solution Statement: Automation Anywhere helps to improve and streamline the employee onboarding process by automating various tasks involved. A bot can be created to handle tasks such as collecting new hire information through a digital form, PDF and Word Docs, automatically populating HR databases with the gathered data, generating employee IDs and accounts across different systems, and sending personalized welcome emails to new hires. ( We have integrated with Workday )

@rbkadiyam Do you see any opportunities to incorporate Gen AI? 

@Ganesh Bhat I would love to see this in action - could you share a quick demo? 

@ChanduMohammad I wish the stand-up concept was universal across all areas of business—it can be so effective when done right! I am curious why you went the email notes route instead of having some type of live project board that was continuously updated based on the meeting. 

@Zaid Chougle This topic is very timely, and one thing I have repeatedly heard is that the job process feels impersonal. Any thoughts on how you could infuse that human touch? 

@Tamil Arasu10 As one of our known product experts, what newly released products/features would help optimize this process? 

PS - your badges have all been awarded! Thank you so much for starting the idea train for this challenge. 🚂 

@allison.able : When the data is getting extracted from portals and checked from the existing, for a confirmation we can share it with the technical guy and basis the response received we can do the further processing of sharing the appropriate response with the candidate. 

Hi @allison.able 

It depends on Org, have mentioned continuously adding issues in SDLC tools like Jira

Additionally, bot can create issues in Jira or preferred SDLC tools

Declaração de desafio: Cadastrar notas fiscais recebidas no sistema, além de classificar por fornecedor, tipo de compra e período de compra

Solução para o desafio: Criar um bot que coleta faturas recebidas por e-mail, baixa arquivos PDF e XML, reconhecendo o tipo de dados e categorizando as informações. Após a coleta dos dados, alimente o sistema com dados da nota fiscal de compra, além dos dados de pagamento do fornecedor.

Na etapa de classificação de arquivos e coleta de dados, é interessante usar ferramentas de IA e automação de documentos para garantir a precisão dos dados.

Problem Statement: 

We had to automate the initiation of a process whenever an end-user wanted to test a file, especially when they lacked access to the AA control room to manually start the process each time.

Proposed Solution:
To address this, we have implemented triggers that are capable of handling such scenarios. We have designated a specific folder location for end-users to place their files. Whenever a file is deposited into this folder, the automation process is automatically deployed.

Additional Request:
We aim to refine our solution by incorporating user authorization and privilege checks. Ideally, we want the automation process to only be triggered when the user possesses the necessary privileges to test the file. If a user attempts to test a file for which they lack privileges, the automation process should not be triggered. However, we are facing challenges in achieving this goal.

Restrictions:
We cannot rely on multiple folder locations to segregate users with different privileges, as managing numerous folders would be impractical. Although extracting the username attempting to test the file from its properties would be beneficial, it appears that Automation Anywhere lacks a command to facilitate this functionality.