Automation 360 7-19-2022

July 19, 2022
Automation 360
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Content
Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Document Automation FAQ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Intelligent Document Processing solutions feature comparison matrix. . . . . . . . . . . . . . . . . . . . . . . 6
Set up your Document Automation environment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Create a custom role for Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Document Automation users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Create a learning instance in Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Data extraction in Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
About the AARI process in Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Process documents in Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Connect learning instance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Extracting data from check boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Configure the learning instance assets to run in production. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Build a bot to upload documents to Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . 24
Deploy the learning instance assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
AARI Task Manager Validator for Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Validate documents in Document Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Export/Import learning instances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Automation 360 - Document Automation
Automation 360
Document Automation
Document Automation is the new Cloud-native intelligent document processing solution that business users
can set up to automatically read and process documents quickly using pretrained models and validation
feedback.
Document Automation is fully integrated into Automation 360: Document Automation is installed as part of
the Control Room, RPA bots are used to extract semi-structured data to automate document-centric
business processes, and Automation Anywhere Robotic Interface manages the end-to-end extraction
process and validation tasks.
The Document Automation workflow enables users to scale their document processing operation. Users
create learning instances that use Automation Anywhere or Google Document AI pre-trained models to
process invoices, utility bills, and receipts. Once a learning instance is running in production, it automatically
improves extraction accuracy based on feedback from manual validation.
To compare Document Automation features side by side with Automation 360 IQ Bot, see Intelligent
Document Processing solutions feature comparison matrix.
Components
Document Automation includes the following components:
Learning instances
A learning instance is a structure that holds information such as document type, language, and the
fields to be extracted.
Bots
The RPA bots automate specific, repetitive, rule-based tasks to enable Document Automation to
process documents.
Process
The process contains the logic for triggering the bots and coordinating the flow of data between them.
Set up the Document Automation environment

Document Automation is installed simultaneously with the Control Room and shares the Control Room
database. There are no additional installation tasks for Control Room Cloud customers.
Note: To install Document Automation in an On-Premises server, note the following:
• Two virtual machines (VM) are required: one VM where Bot Runners are deployed and one VM to store
Document Automation processing and output data.
• The VM that will store Document Automation data must have at minimum 2 TB of storage space.
• You must uninstall and reinstall the Control Room in a configuration that points to the VM that will
store the Document Automation data.
To get started using Document Automation, you must first configure users, roles, and devices, and connect
the Control Room with Automation Anywhere Robotic Interface: Set up your Document Automation
environment
© 2022 Automation Anywhere. All rights reserved. 4

Using Document Automation

The following is an overview of the end-to-end process to create, configure, and publish a learning instance
in Document Automation:
Step 1: Create a learning instance

Log in to the Control Room as the learning instance creator user, and create a learning instance to
extract values from documents.
Step 2: Process documents
Upload documents to the learning instance to test the model, fix validation errors, and verify the
extracted data.
Step 3: Configure the learning instance assets to run in production
Build a bot that uploads documents from a source folder to Document Automation. Then, publish the
learning instance assets (process, form, and bots) to the public repository.
Step 4: Deploy the learning instance assets
Log in as the Admin user to deploy the process associated with the learning instance to an unattended
Bot Runner.
After the process is deployed, incoming documents are processed, and Document Automation either
extracts data from the documents or sends the documents for validation.
Step 5: Validate the uploaded documents
Log in as the Validator user, open the validation queue, and use the Validator to fix errors.
Document Automation FAQ

Answers to frequently asked questions (FAQs) on the latest Automation Anywhere intelligent document
processing solution, Document Automation.
Product FAQ
What pre-trained models are included?
Automation Anywhere offers invoices and Google Document AI offers invoices, utility bills, and
receipts.
Does Document Automation have feature parity with Automation 360 IQ Bot?
Document Automation supports the following features from Automation 360 IQ Bot:
• Data extraction from text, number, date time, and check box fields
• Validation rules based on patterns, formulas, lists, and statements
Which browsers are supported?

Document Automation is supported on the same browsers as the Automation Anywhere Control
Room: Google Chrome and Microsoft Internet Explorer.
Note: If you use Document Automation in Firefox, the user interface might not behave as expected.
What languages are supported?
Document Automation supports English, French, German, and Spanish.
You can process documents in other languages by creating and training a training a learning instance
in Automation 360 IQ Bot and connecting it with Document Automation to process documents using
Document Automation technology and workflow. For more information, see Connect learning
instance.
Which licenses are necessary?
We provide a recommendation on configuring users with the minimum necessary roles and device
licenses to perform specific tasks in Document Automation users.

Can learning instances be migrated from Automation 360 IQ Bot to Document Automation?
Users can connect their learning instances from Automation 360 IQ Bot to their Document
Automation environment, which allows them to process documents using the Document Automation
technology without having to rebuild the learning instances. For more information, see Connect
learning instance.
Are customers required to maintain their Automation 360 IQ Bot environments?
If you have connected a learning instance from Automation 360 IQ Bot to Document Automation, do
not delete the learning instance from Automation 360 IQ Bot since it stores the training data.
We recommend you maintain Automation 360 IQ Bot in a version compatible with the associated
Control Room.
What learning instance fields are supported out of the box?
Document Automation offers over 35 of the most common invoice fields, with the option to configure
custom fields. To see all the possible fields when you are creating a learning instance, click Show
unused fields.
Processing and extraction FAQ

Which OCRs are supported?
The Automation Anywhere pre-trained model uses the ABBYY FineReader Engine.
I uploaded documents for processing, but nothing is happening.
The first time you process documents, the Document Extraction package downloads to the local
device. This might cause a delay in document processing.
What should I do if a folder contains documents in multiple languages?
Use the IQ Bot Classifier package to sort the documents by language, then create a learning instance
for each language.
How do I process documents using Google Document AI?
Document Extraction enables users to send their documents to Google Document AI for processing.
To use this feature, users must have Document AI licenses that they either purchased from Automation
Anywhere or provided their Google Document AI account credentials to the Control Room.
The process of creating, testing, and publishing is the same for learning instances using a Google
Document AI model as for learning instances using a pre-trained model from Automation Anywhere.
Are multi-page tables supported?
Yes, Document Extraction supports extracting tables that span across multiple pages.
Is it possible to extract multiple tables from a document?
At this time, Document Automation can extract one table per document.
Where can I see the reason why data was not extracted from an uploaded document?
The AARI Requests tab holds the history for each uploaded document. Here, you can see the step at
which extraction failed or if a Validator user marked the document as invalid.
Is currency extraction supported?
Yes, except for the rupee (₹).
Intelligent Document Processing solutions feature

comparison matrix
Review the differences between Automation 360 IQ Bot and Document Automation by comparing the
features in them.
Automation 360 IQ Bot Document Automation

Administration and setup


Installation Separate installer Installed as part of the Control Room
Separate database; requires Uses the Control Room database;
Database administration additional effort for backups no additional backup or
and maintenance maintenance needed
Requires additional SSL
Server configuration configuration, RabbitMQ Works out of the box
administration, HA and DR
Learning instance configuration
No way to add or remove field
Alias management Users can view, add, or remove field
aliases for domains, only for
(keywords) aliases for the learning instance
document groups
Does not work out of the box; Helps to catch false positive
Confidence threshold
server-level configuration outcomes; field-level configuration
Field order and field Helps to improve validation
Not supported
name customization efficiency
Needs to be done only one time for
Field configuration Must be done for every group
a learning instance
Ability to add and
remove fields from the No Yes
learning instance
Extraction capabilities
Can process invoices, receipts, and
Pre-trained models Domains required training
utility bills
Classifier relies on document Layouts are identified using an
layout and training. Documents object detection model to find key-
Handling document uploaded with a new layout are value pairs. It is not necessary to
variations sent to a new document group, configure all the fields in a learning
which requires training. Some instance before uploading
docs could not be classified. documents.
Each group needs to be Learning instance extraction
Training process manually trained before it can improves based on changes users
process documents make in the Validator
Output format CSV only CSV or JSON
Human review and validation
Validation queue Use filters and search to find specific
No
management learning instances or documents
End-to-end automation
Control Room automatically creates
Task bots Must be manually created
task bots for a learning instance

See status and history
No Yes
of uploaded documents
Customizable
document processing No Yes
workflow
Security
Supported by AARI storage
Retention policy No
See Cloud storage retention policy
Can use credential vault to store

Secret management No
Google Document AI credentials
Set up your Document Automation environment

Document Automation is installed simultaneously with the Control Room. Configure the users, roles, and
devices, and connect the Control Room with Automation Anywhere Robotic Interface.
Procedure
1. Log in to Document Automation through the Control Room.
You will receive an email from Automation Anywhere with your URL and credentials. Open the Control
Room URL in your browser, enter your credentials in the login screen, and click Log in.
2. Upload the Document Automation package to the Control Room: Upload the IQ Bot packages to the
Control Room
3. Create a custom role: Create a custom role for Document Automation
4. Create the users necessary to complete the end-to-end process of creating and publishing a learning
instance: Document Automation users
Note: For the Unattended Bot Runner user, provide the device credentials. You will connect the
Unattended Bot Runner to the device in the next step.
5. Configure the unattended Bot Runner user device and device pool to allow the learning instance to
function in public mode:
a) Using Remote Desktop Protocol (RDP), open the virtual machine where the unattended Bot
Runner will run.
b) Log in to the Control Room as the Admin user you created previously.
c) Navigate to Manage > Devices and click Connect local device. Follow the steps in the wizard to
connect the Control Room to your device.
d) Click Refresh to verify that your device is connected.
e) Click Create device pool and perform the following steps:
f) Enter a name for the device pool.
g) Click Devices and then the arrow to move the device to the Selected column.
h) Click Consumers and then the arrow to move aari-document-processor to the
Selected column.
i) Click Create device pool.
You can perform the following steps in the virtual machine or you can return to your device. If you perform
the following steps on your device, ensure that you log in to the Control Room as the Admin user.

6. Open Automation Anywhere Robotic Interface to connect it with the Control Room.
a) Navigate to the AARI interface by adding /aari after your assigned Control Room URL.
b) Navigate to Manage > Process > Global scheduler and click Edit.
c) Select the Scheduler user that you created previously and click Save.
The following message is displayed: Secure connection between AARI Web and
Enterprise Control Room established successfully
7. Create a team in AARI to grant the Validator user access to the documents awaiting validation.
a) Navigate to Manage > Team > Create new team.
b) Enter a team name.
c) In the Members field, add the Validator user that you created previously and click Save.
Next steps
Log in to the Control Room as the Learning instance creator user and begin creating learning
instances: Using Document Automation
Create a custom role for Document Automation

With a custom role, Document Automation users can check in and check out bots, manage packages, and
validate documents.
Procedure
1. Navigate to Administration > Roles > Create role.
2. Provide a name for the role, such as aari-document-processor.
3. In the Feature permissions page, select the following:
• View my bots
• Run my bots
• Export bots
• Import bots
• Create folders
• Rename folders
• Cancel checkout
Packages
• View packages
• Manage packages
Automation Anywhere Robotic Interface
• Cross Team Read
• AARI Scheduler
4. In the Bots permissions page, select all the check boxes in the Bots row.
5. Click Save to create the role.
Next steps
Create users and assign this custom role to them. For more information about the required users, refer to
Document Automation users.

Document Automation users

With the required roles, permissions, and licenses, Document Automation users can perform various tasks.
Users and roles are defined in the Administration tab.
The following table contains information about each type of user that interacts with Document Automation.
It includes a description of the tasks that each user performs, the required roles, permissions, and licenses,
and links to the pages most relevant to that user. Use this page to guide you in creating the users in the table
below: Create a user
Note: Some users require a custom role in Document Automation. This role grants users permissions to
check in and check out bots, manage packages, and validate documents. For instructions on how to create
a custom role, see Create a custom role for Document Automation.
User Description Roles License Related links
Create a learning
instance in
Document
Automation
Can create, edit, and
delete learning AAE_IQ Bot Services,
Process
Learning instances, upload AAE_Basic, and
Bot Creator documents in
instance documents for aari-document-
and AARI user Document
creator processing, and check processor custom
Automation
in or check out role
learning instances.
Configure the
learning instance
assets to run in
production
Set up your
Document
Automation
Deploys the AARI environment
process and RPA bots
AAE_IQ Bot Admin,
to the unattended Bot Create an AARI
AAE_Pool Admin,
Admin Runner, manages -- team and assign
and AAE_Robotic
AARI teams, and team roles to
Interface Manager
assigns validation members
tasks to a team
Deploy the
learning instance
assets
Enables the Control

AAE_IQ Bot Services,
Room and AARI to
AAE_Basic, and
connect learning
Scheduler aari-document- -- --
instances in public
processor custom
mode to AARI
role
processes.

User Description Roles License Related links
Note: This user is not
associated with a real
person.
AAE_IQ Bot Services,
AAE_Basic, and Unattended
aari-document- Bot Runner
processor custom and product
Runs the RPA bots for role licenses to
learning instances in Note: Provide the upload
public mode to device credentials documents to
upload, process, and when you configure learning
Unattended
download this user. You will instances in --
Bot Runner
documents. connect the production: IQ
Note: This user is not Unattended Bot Bot pages or
associated with a real Runner user to the Document AI
person. device in one of the Document
steps in Set up your processing
Document product
Automation licenses
environment.
Validates documents Validate
AAE_IQ Bot Validator
that were processed documents in
Validator and AAE_Robotic AARI user
by a learning instance Document
Interface User
in public mode. Automation
Related tasks
Create a user
Create a role
Create a learning instance in Document Automation

Begin processing documents by creating a learning instance to extract data from invoices, utility bills, or
receipts.
Prerequisites
• To create a learning instance, you must be a Learning instance creator user. See Document
Automation users.
• To create a learning instance that uses a Google Document AI model, you must purchase Google
Document AI licenses. Contact your Customer Support Manager (CSM) to obtain the licenses.
Procedure
1. From the Control Room home page, navigate to Manage > Learning Instances > Create Learning
Instance.
2. Enter a name and description for the learning instance.
Document Automation does not allow duplicate learning instance names, so the name you provide
must be unique.

3. Select the document type: Invoice, Utility Bill, or Receipt
4. Select the language.
Document Automation supports English, Dutch, French, German, and Spanish.
Note: Extraction for French, German, and Spanish language documents is currently in preview.
Extraction results will improve in future releases.
5. If you selected Invoice: Select the provider.
If you selected the English language in step 4, Automation Anywhere is auto-selected.
6. Click Next.
We recommend that you open a sample document side by side with the Control Room window as you
configure the form and table fields.
Note:
• A form field is a type of field that occurs only once in a document.

• A table field is a type of field that reoccurs throughout a document, typically in the form of a table.
7. Review the form and table fields for extraction.

Document Automation offers a standard set of form and table fields, many of which are not initially
visible.
To see the full list of fields, click Show unused fields. See the following video for a demonstration: Click
the Show unused fields icon to the top right of the window
Click a field to open the fields editor. You can edit most attributes of a field. You cannot edit the name
and default aliases. Document Automation assigns default aliases, which are hardcoded keywords, to
standard fields to help with extraction. You cannot modify or delete default aliases, but you can add
aliases in the Custom aliases field. See the following video for a demonstration of creating a custom
alias: Animation of editing a field
Mouse over the menu icon to the right of a field to access the up/down arrows. Use the arrows to
rearrange the order of the fields for a more efficient manual validation. The order of the fields does not
impact extraction.
To learn more about the other field attributes, review the table in the next step.
8. To add a field, click Add a field and complete the following fields:
Option Description
Field name Enter a field name that begins with an alphabetical character (A-Z or a-z).
In standard fields, the field name is hardcoded and cannot be changed.
Field label Enter a user-friendly name to help validators.
For example, you can rename Organization tax number to a localized

name, such as VAT number.
The field label does not affect extraction.
Confidence Set a threshold to reduce potential false positives.
At the time of processing, the Document Automation engine assigns a

score to each field in a document to indicate the certainty that the data
was correctly extracted. If the document contains fields with a score that is

Option Description
lower than the confidence threshold, the document is sent to the
validation queue.
If you enter a high confidence threshold, more documents will be sent to

the validation queue. If you enter a low confidence threshold, fewer
documents will be sent to the validation queue.
Supports values from zero to 100.
Data type Choose from Text, Number, and Date
If the data in the field does not match the data type, the document is sent
to the validation queue.
Document Automation supports variations of the date format.

Required Select one of the following:
• Required: Field cannot be empty.
• Optional: Field can be empty or not exist in the document.
Default aliases No action is necessary for this field. Document Automation assigns default
aliases, which are hardcoded keywords, to standard fields to help with
extraction.
Custom Additional keywords to help Document Automation locate the field. For
aliases example, add country or region-specific names for fields such as VAT
number as an alias to an Organization tax number custom field.
Note: Custom aliases must be unique. They cannot duplicate the default
alias of another field. Exception: Form fields can have duplicate custom
aliases as the table fields and vice versa.
Validation Depending on data type, create rules using patterns, formulas, lists, and
rules statements such as starts or ends with.
Starts With and Ends With | Pattern | Lists | Formulas
9. Click Create.
When a new learning instance is created, the Control Room creates a folder with the same name as the
learning instance in the Automation > Document Workspace folder. The folder contains two bots (extraction

and download), a process, and a form.
• Process: Manages the process using if/else scenarios through which Document Automation extracts
data from uploaded documents, assigns documents to users for validation, and downloads the
extracted data. To learn more, see About the AARI process in Document Automation
• Extraction bot: Extracts data from defined fields in the uploaded documents.
• Download bot: Downloads the extracted data to a specific folder on the device or shared network.
• Form: Defines the input parameters that are sent to the process. Input parameters include the learning
instance name, uploaded file, and output file path.
Next steps
Upload documents to the learning instance, fix validation errors, and verify the extracted data: Process
documents in Document Automation
Data extraction in Document Automation

Understand how documents are processed in Document Automation.
Improving extraction accuracy through validation

When a learning instance is created, the user has the option to enable this feature to send feedback to the
learning instance based on user-provided changes in the Validator. In Document Automation, learning
instances running in production mode can continuously "learn" whenever a user resizes or relocates the
extraction region in the Validator.
Note: This feature is available only for Automation Anywhere pre-trained models.
The following graphic provides a visual overview of the process by which learning instances continuously
receive feedback from validation:

1. An uploaded document passes through the extraction engine.

2. If the learning instance successfully extracts the data, the document is added to the straight-through
processing (STP) count and the extracted values are downloaded to a file in the Success folder.
If the learning instance can not extract the data, the system evaluates whether the document contains
an unfamiliar layout.
3. If the learning instance does not recognize the document layout (new layout), the document is sent for
manual validation where the user "teaches" the learning instance how to extract the data by setting the
extraction region.
4. The extracted values are downloaded to a file in the Success folder and the changes are collected in a
feedback file, which is sent to the feedback database.
Note:
• Feedback is only collected when the user changes the extraction region. If the user manually
inputs text, the system does not collect feedback.
• The feedback file only contains data on the field location to improve extraction accuracy for
subsequent documents.
If the learning instance recognizes the cluster, it retrieves previous feedback from the feedback
database and uses it to extract data.
How Document Automation identifies new layouts

Document Automation extraction is based on object detection. During document processing, the extraction
engine identifies objects, or key-value pairs of the field and associated value. The engine creates a
"fingerprint" of the document, which stores the sequence of the objects and each object's location in the
document.

When a document is processed, if the engine recognizes the keys and their locations, the document is
classified and extracted based on that existing fingerprint. Otherwise, the engine saves a new fingerprint of
the keys and their locations.
About the AARI process in Document Automation

When you create a learning instance in Document Automation, the system also creates an AARI process to
manage the bots. Review the following guide to understand the logic.

1. ExtractionBot: The RPA bot that processes input documents to extract data from them.
2. Documents require validation: The ExtractionBot tried to process the documents then sent the
documents for validation, the documents were successfully validated, and the DownloadBot
downloaded the extracted data to the Success subfolder.
Request status = VALIDATION_SUCCESS
3. Document Validator Task: Opens the Validation user interface where the user can manually validate the
fields in the document.
4. Invalid documents: The previous process was interrupted at validation, where a user marked certain
documents as invalid. These documents were downloaded to the Invalid subfolder.
Request status = VALIDATION_INVALID
5. Reprocessed documents: The previous process was interrupted at validation because the user clicked
Reprocess. Documents were sent back to the ExtractionBot for reprocessing.
Request status = VALIDATION_REPROCESSING

6. Documents are successfully processed: The ExtractionBot successfully processed the documents, no
documents required validation, and the DownloadBot downloaded the exacted data.
Request status = success and STP
7. Processing failed: The ExtractionBot failed to process the documents (for example: invalid format or
could not read the file) and the file is saved to the Failed subfolder
Request status = FAILED
8. Deployment failed: The Control Room failed to deploy the ExtractionBot (for example: lost server
connection). The Control Room makes three attempts.
Warning: We do not recommend deleting the process. If you unintentionally delete a process associated
with a learning instance, do the following steps to recover the process:
1. Navigate to Manage > Learning Instances and mouse over the actions menu to the right of the learning
instance.
2. Click Export.
3. Mouse over the actions menu to the right of the learning instance and click Delete.
4. Click Import at the top of the page.
5. Click Browse and select the .dw file you exported.
6. When prompted, click Overwrite to generate a new process for the learning instance.
Process documents in Document Automation

Upload sample invoices to train the learning instance, verify the extracted data, and fix validation errors.
Prerequisites
• If you have not done so already, Create a learning instance in Document Automation.
• Verify that your device is connected to the Control Room: Install Bot Agent and register device
• If the learning instance uses an Automation Anywhere model, ensure that each file is 50 MB or less.
If the learning instance uses a Google Document AI model, ensure that each file is 20 MB or less, with
a maximum of 5 pages.
• Ensure that the sample documents are in one of the following supported document types:
• PDF
• JPG
• JPEG
• PNG
• TIF
• TIFF
• The default output format for the extracted data is CSV file. To change the output to JSON, see
Change output format from CSV to JSON.
Perform the following steps to upload sample invoices to the learning instance to test the data extraction
capabilities of the learning instance.
Document Automation uses Automation Anywhere Robotic Interface technology to manage the end-to-end
document extraction process. Each incoming document creates a new request, which triggers the

extraction process. If a document requires manual validation, AARI creates a validation task and assigns it to a
validation team.
After the documents are processed, the Download bot downloads the extracted data to a file in the
Success folder.
Procedure
1. Upload documents to the learning instance:
a) Click Process documents.
b) In the Process Documents window, click Browse to select the files to upload.
c) In the Download data to field, enter the file path that will hold extracted data.
When the process runs, it creates the following three folders in the provided file path:
• Success: Contains the extracted data in the specified format (CSV or JSON).
• Invalid: Holds documents marked invalid.
• Failed: Holds documents that could not be processed.
You can provide an output folder path based on one of the following options:
• Option 1: The local device path if you have set up document processing and validation on
the same device.
This option is typically used when you are testing the learning instance.
• Option 2: The shared folder path if you have set up distributed validation on separate
devices.
This option is typically used for published learning instances. For example, \
\10.239.192.60\Sharepath\Output.
d) Click Process documents.

The Bot Runner window appears. The window disappears when the documents are done
processing. Refresh the Learning instances table to see the updated metrics.
If there is a value next to the Validate documents link, you must manually validate the document fields.
Otherwise, proceed to step 3.
2. Fix the validation errors and edit the rows:

a) Click Validate documents.
The AARI Task Manager opens in a new tab, with the first failed document in queue. For an
introduction to the Validator user interface, see AARI Task Manager Validator for Document
Automation.
b) Review each field to verify the data type and extracted value.
Document Automation supports the following data types: text, number, time, and check box

Alternatively, from the drop-down list on the right panel, you can select Show fields that need
validation.
Note: When documents are awaiting validation, if you edit the learning instance, click Reprocess
to reattempt extraction.
Reprocessing documents does not affect the uploaded documents metric.
c) Update the fields with errors.

Click the field or draw a box around the values that you want to extract.
• To skip a document without correcting errors, click Skip to proceed to the next document
in the validation queue.
• To remove a document that cannot be processed, click Mark as Invalid.
d) After you make the necessary corrections, click Submit so that the document can finish
processing.
The next document in queue appears. When all the documents are corrected, the system
displays a message stating that no more tasks are available.
e) Close the tab to return to the Learning Instances page.
3. Verify the output results:
a) Open the file in the Success folder that contains the extracted data and review the results to
ensure that it matches your use case.
b) Optional: Review the Learning Instance dashboard.
The dashboard displays the total number of uploaded documents and the number of documents
pending validation.
Next steps
Build a bot that uploads documents from a source folder to the learning instance. Then, publish the learning
instance assets (process, form, and bots) to the public repository so that the learning instance can be used in
public mode to extract data from real documents, and validators can manually validate documents:
Configure the learning instance assets to run in production
Related concepts
Extracting data from check boxes
Change output format from CSV to JSON

Data from successfully processed documents is available as a CSV file, by default. Change the output format
by editing the download data action before you begin uploading documents.
Prerequisites
If you have not done so already, Create a learning instance in Document Automation.
To change the output format to JSON, perform the following steps:
Procedure
1. Navigate to Automation > Private tab > Document Workspace and click the folder with the same name
as the learning instance to configure the assets.
2. Open the process.

You must update the output format for DownloadBot-ValidationSuccess and DownloadBot-
Success:
3. Click DownloadBot-ValidationSuccess and locate the DocumentType field.

4. Change OUTPUT_CSV to OUTPUT_JSON.
5. Repeat steps 3 and 4 to change the output format for DownloadBot-Success.
6. Click Save.
Next steps
Upload documents to the learning instance: Process documents in Document Automation
Connect learning instance

Connect to a learning instance in Automation 360 IQ Bot to process documents in that learning instance
using the Document Automation workflow.
Prerequisites
Open the Document Automation and Automation 360 IQ Bot environments on the same device.
When you connect a learning instance that was created in Automation 360 IQ Bot, the system creates
learning instance assets (RPA bots, AARI process, and form) to enable the learning instance to start
processing documents in Document Automation.
Note:
• The Automation 360 IQ Bot environment must be associated with the Control Room where Document
Automation is installed. In addition, Automation 360 IQ Bot must be in a version that is compatible with
the Control Room.
• You can connect one learning instance at a time.
A connected learning instance can extract data from check boxes if your device is configured with the
Microsoft Visual C++ 2019 Redistributable package: Extracting data from check boxes
Procedure
1. Login to the Control Room as the Admin user. Navigate to Manage > Learning Instances. Click
Connect learning instance.
This takes you to Connect Learning Instances from IQ Bot classic page which contains a list of
Automation 360 IQ Bot learning instances.

2. Select the learning instance from version Automation 360 IQ Bot to connect with. Move it from left to
right. Click Connect.
The newly-connected learning instance appears in the Learning instances table in private mode.
Note: The value in the Provider column indicates whether a learning instance was connected from
Automation 360 IQ Bot or created in Document Automation.
• For a connected learning instance, the Provider column value is User-trained.

• For a learning instance created in Document Automation, the Provider column value is Automation
Anywhere (Pre-trained).
Next steps
Note: You must maintain the Automation 360 IQ Bot server because it stores the configuration and training
data for the connected learning instance.
• A connected leaning instance can only be edited in Automation 360 IQ Bot. To edit the leaning
instance after connecting it, click the name in the Learning instances table and you will be redirected to
open the learning instance in Automation 360 IQ Bot in a new window.
• To upload documents for processing, click Process Documents. Process documents in Document
Automation
Extracting data from check boxes

Document Automation supports check box extraction for connected learning instances. The output varies
depending on the selected data format.
A check box is a user interface object that allows you to make a binary choice - select or leave unselected.
Document Automation supports extracting data from check boxes or radio buttons marked with a tick,

cross, or dot. In addition to square check boxes and round radio buttons, Document Automation supports
triangle and rhombus outlines.
Document Automation supports the extraction of group check boxes from connected learning instances.
For more information on group check boxes, see Extract data from check box groups in Automation 360 IQ
Bot.
Note: To enable check box detection, you must install the Microsoft Visual C++ 2019 Redistributable
package on the Bot Runner device where the documents are processed. Download Microsoft Visual C++
Redistributable
How the data is output

The possible output values are Yes, No, or No Checkbox Found. The output format depends on the format
you selected Change output format from CSV to JSON.
Note: Regardless of the document language, the output values are always in English.
Configure the learning instance assets to run in production

Build a bot that uploads documents from a source folder to the learning instance. Then, publish the learning
instance assets (process, form, and bots) to the public repository. Finally, deploy the process and bots to
unattended Bot Runner devices
Procedure
1. Log in as a user with the Bot Creator license and build an Extraction-Scheduler bot to automate
uploading documents to the learning instance: Build a bot to upload documents to Document
Automation
2. Log in as the Admin user to publish the process.
a) Navigate to Automation > Private tab > Bots > Document Workspace processes and select the
folder with the same name as the learning instance.
b) Mouse over the vertical ellipses to the right of the process to open the actions menu and click
Check in process.
The Check in Process window opens with the bots and form auto-selected to also be checked in.
c) In the Check in Process window, add your comment and click Check in.
The process appears in the same folder structure in the public workspace.
3. Publish the Extraction-Scheduler bot.
a) Locate the Extraction-Scheduler bot in the private tab.

b) Mouse over the triple ellipses to the right of the bot to open the menu and click Check in Task
bot.
The Check in Task bot page opens with the bot auto-selected.
c) Add a comment and click Check in.
4. Deploy the process and RPA bots to the unattended Bot Runner devices: Deploy the learning instance
assets
Build a bot to upload documents to Document Automation

Build a bot to upload documents to a specific learning instance for processing and extraction.
Prerequisites
• Ensure you have the name of the destination learning instance.
• If you have an adequate amount of Bot Runners connected. For instructions on connecting a Bot
Runner, see step 5 of Set up your Document Automation environment.
Note: You need a dedicated Bot Runner for this bot and additional Bot Runners for the extraction
and download bots, depending on the average number of pages in the documents. Review the
explanation below for more guidance on how many Bot Runners are needed.
• Decide on the scheduling interval for deploying this bot with a maximum interval of every thirty
minutes.
• Determine the average number of pages in the documents awaiting upload.
This bot is necessary for end-to-end automation of the document extraction process. When deployed, the
bot checks if there are enough Bot Runners to handle the documents, by comparing the number of files
already uploaded against a calculated value. The calculation considers the number of Bot Runners,
scheduling interval, and average number of pages in the documents.
Note: This step is important as it controls the number of documents being uploaded to ensure smooth
processing and avoid overloading the Bot Runners, which might cause a time-out error.
To determine the number of Bot Runners needed, consider the following:
• One Bot Runner can process a single-page document in one minute.

• One Bot Runner can process a two-page documents in two minutes.
• Two Bot Runners can process two single-page documents in one minute.
Use this equation to determine how many Bot Runners are needed for your use case:

Number of Documents to Process * Average Number of Pages / Scheduling Interval

= Number of Bot Runners
As an example, if you want to process 10,000 documents each month with an average of one page per
document in 30 minute intervals, you need seven Bot Runners:
10,000 documents * 1 page per document / (720 hours in an average month * 2 tim
es per hour) = 7 Bot Runners
Procedure
To build the bot, follow these steps:
1. Navigate to Automation > Private tab and click Create a bot.

Ensure you do not place the bot in the Document Workspace folder.
2. Provide a name for the bot, such as Extraction-Scheduler.
3. Create the following variables: Create a variable
Variable name Description Data type Value
Increments with each
loop iteration to count
File_Count the number of files Number 0
uploaded for
processing.
Number of Bot
Enter the number of
Runner devices
Extraction_DeviceCount Number connected Bot Runner
connected to the
devices
Control Room
Enter the interval for
which you will schedule
Scheduling interval in this bot to run when
Scheduler_Interval Number
minutes you deploy it (minimum
2 min,maximum 30
min)
Enter the approximate
Average number of average number of
Average_Pages
pages per document pages in the
documents
Holds file name and
FilesInFolder Dictionary --
extension
File path to the folder
containing documents
SourcePath awaiting upload to String Enter the file path
Document
Automation

Variable name Description Data type Value
File path to the folder
containing the Enter the file path
OutputPath extracted data and String where you want the
invalid or failed extraction output
documents
4. Insert a Loop action to iterate through all the documents in a specific file path.
a) Double-click or drag the Loop action.
b) Select the For each file in folder iterator.
c) Insert the SourcePath variable into the Folder path field.
d) Insert the FilesInFolder variable into the Assign file name and extension to this variable
field.
5. Insert an If action to compare the number of documents uploaded for processing to the number of
Bot Runner devices multiplied by a scheduling interval and divided by the average number of pages.
Note: You must include this equation to limit the number of files uploaded for processing at one time
to ensure that the Bot Runners are able to process the documents.
a) Drag the If action into the Loop container.
b) Select the Number condition.
c) Insert the File_Count variable into the Source value field.
d) Select the Less than operator.
e) Enter the following into the Target value field:
$Extraction_DeviceCount$*$Scheduler_Interval$/$Average_Pages$
6. Insert If: Else and Loop: Break actions to end the loop if the condition is not met:
a) Drag the If: Else action beside the If action in the Loop container.
b) Drag the Loop: Break action into the If: Else container.
7. Insert an error handling mechanism to log any possible errors:
a) Drag the Error handler: Try action into the If container.
b) Drag the Error handler: Catch action beside the Error handler: Try action.
c) Drag a Delay action below the Error handler: Catch action.
d) Set a delay of 10 seconds.
8. Configure actions to upload documents to the process associated with a specific learning instance.
a) Drag the AARI Web: Create a request action below the Error handler: Try action.
b) Mark the Set LearningInstanceName option and provide the name of the learning instance
where to send the documents.
c) Mark the Set InputFile option and enter $SourcePath$/$FilesInFolder{name}
$.$FilesInFolder{extension}$.
d) Mark the Set InputFileName option and enter $FilesInFolder{name}
$.$FilesInFolder{extension}$.
e) Mark the Set OutputFolder option and enter $OutputPath$.
f) Drag the Number: Increment action below the AARI Web: Create a request action.
g) Insert the File_Count variable into the Number and Assign output to variable fields.
The Number action increases the value of File_Count by one each time a file is uploaded to
the learning instance. As long as the value in File_Count is less than the total in the equation
you entered in step 5, the bot can run another loop iteration to upload another document to the
learning instance.
9. Make a copy of the uploaded file to a different location on your desktop to keep track of which
documents were successfully uploaded:
a) Drag the File: Copy Desktop file action below the Number: Increment action.
b) Enter $SourcePath$/$FilesInFolder{name}$.$FilesInFolder{extension}$ in the
Source file field.

c) Provide the folder path where to copy the files.
10. Remove documents after they are uploaded to Document Automation so they do not get re-uploaded
in the next iteration:
a) Drag the File: Delete action.
b) Enter $SourcePath$/$FilesInFolder{name}$.$FilesInFolder{extension}$ in the
File field.
11. Click Save.
The completed bot should resemble the one in the image below:

Next steps
Publish the process and bot. See step 3 of Configure the learning instance assets to run in production

Deploy the learning instance assets

Deploy the process and RPA bots to the unattended Bot Runner devices, and assign the learning instance to
a validation team. Here, you configure the learning instance assets to process documents in real time.
Prerequisites
The user who created the learning instance assets must check-in the process, form, and bots to the public
repository. If you have not done so already, complete steps 1 and 2 of Configure the learning instance assets
to run in production
Procedure
Deploy the process:
1. Log in as the Admin user.

2. Open AARI by appending /aari to the Control Room URL.
3. Navigate to Manage > Process and locate the process with the same name as the learning instance.
4. Click the process to assign it to a team.
5. Navigate to the Teams tab and click the Add icon on the left side.
6. Select the team and click Add and save.
Deploy the Extraction-Scheduler bot:
7. Return to the Control Room by removing /aari from the Control Room URL.
8. Navigate to Automation > Public tab and locate the Extraction-Scheduler bot.
9. Follow these steps to Schedule a bot.
• At the scheduling details section, select Run repeatedly.
• Select the Repeat every option to schedule the bot on a recurring basis.
When you provide the desired interval and frequency, ensure that the interval matches the value
in the Scheduler_Interval variable in the Extraction-Scheduler bot.
Note: If you are scheduling the bot to run starting today, you must repeat the steps two times to
schedule the bot as follows:
• Schedule the bot with the desired start time for today, with an end time of 11:59pm on the
same day.
• Schedule the bot to start tomorrow at 12:00am, with an end time of 11:59 on a future date.
Warning: If you do not follow this guidance, the bot will start running each day at the time
you provided in the Start time field, instead of being scheduled to run for 24 hours of each
day.
• When selecting a Bot Runner, deploy the Extraction-Scheduler bot to a different Bot Runner
than the one running the process.
Note: A Bot Runner can run only one bot at a time. Ensure that you use separate Bot Runners for
the process and the Extraction-Scheduler bot, so that the Extraction-Scheduler bot
does not interfere with the Extraction and Download bots.
Once the process and Extraction-Scheduler bot are deployed, documents in the specified folder are
uploaded to Document Automation, and Document Automation either extracts data from the documents or
sends the documents for validation.

Next steps
Navigate to Activity > In progress to see the status of the running bots.
Log in as the Validator user to fix errors in the documents so the documents can be processed: Validate
documents in Document Automation
AARI Task Manager Validator for Document Automation

Document Automation uses Automation Anywhere Robotic Interface technology to manage the end-to-end
document extraction process. Each incoming document creates a new request, which triggers the
extraction process. If a document requires manual validation, AARI creates a validation task and assigns it to a
validation team.
When you click the Validate documents link in the Learning instances page, the AARI Task Manager opens in
a new tab, with the first failed document in queue.
Note: An empty page with a notification message appears in the following scenarios:
• If you are not assigned to any validation teams, and thus do not have access to learning instances.
• If there are no files that require validation in the learning instances to which you have access.
• If another user is working on the remaining file in the validation queue.
1. You can toggle between the Table and Detail views

Detail view: We recommend that you perform validation tasks in the Detail view because this view
shows all the documents in the validation queue side by side with the document that you are currently
validating. Additionally, when you finish validating a document, the next document in the queue
automatically opens.

Note: You can search for specific documents (tasks) in Detail view only.
Table view: Use the Table view see learning instance history. When you open a document from this
view, the history for the learning instance that is processing this document appears in a pane on the
left. Click the empty text field, then select the blue-bounded box in the document that contains the
data to extract. After you select a box, the data is highlighted in yellow and a green outline appears,
which you can resize or reposition to include all the data that you want to extract.
2. Filter the documents in your queue
The Validator opens with certain filters enabled by default to show only the documents from a specific
learning instance that need validation.
3. Your documents queue
The documents that match the parameters you specified in the filters pane appear here.
You can switch between documents in the queue without completing validation for the current
document.
4. Customize your view
Use the icons in the taskbar to hide the blue-bounded system identified regions, stack the document
pane above the fields pane, or change the zoom levels.
5. Toggle between the fields views
Use the drop-down list to select between Show all fields to see all the document fields or Show fields
that need validation to only show the fields that need your manual validation.
6. Fields awaiting validation are outlined in red
In the example above, the table fields Item total and Quantity require manual entry.
7. Add or delete a row
To insert or delete a row, hover over the ellipses to show the icons for adding or deleting table rows.
8. Skip to next file
Skip a file without correcting the errors in the current document.
9. Reprocess
If the learning instance is edited while documents are awaiting validation, you must Reprocess the
documents.
10. Mark document as invalid
Removes the document from the validation queue and saves a copy of the document to the Invalid
folder. Click here to mark a document as invalid, then select from the following reasons:
• Fields missing
• Tables missing
• Wrong values
Validate documents in Document Automation

If a learning instance cannot extract data from a document (for example, blurry text, data does not match
data type, or data is missing for a required field), it sends that document to the validation queue, where the
Validator user manually provides the data.
Prerequisites
The learning instance assets must be checked-in to the public repository.
The Validator is comprised of two panels with the document on the left side and the fields with extracted
data on the right side.
In a window that is 1280 pixels or more, the panels are positioned side-by-side. Otherwise, the panel
containing the fields and extracted data shifts below the panel containing the document, as demonstrated in
this video:

Note: If a document contains tables with large number of rows or data fields (>1000), there might be a delay
in the initial validation and the corresponding response time.
Procedure
1. Log in as the Validator user.
2. From the Control Room home page, navigate to Manage > Learning Instances.
The Learning instances table displays details for each instance. The value in the Validate documents link
indicates the number of documents awaiting manual validation.
3. Click Validate documents.
The AARI Task Manager opens in a new tab, with the first failed document in queue. For an
introduction to the Validator user interface, see AARI Task Manager Validator for Document
Automation.
4. Provide correct values to the fields that need validation.
a) Select Show fields that need validation from the drop-down list in the right panel.
b) Click the field to extract.
c) In the document image, click the blue-bounded box containing the correct data or draw a box
around the data you want to extract.
• To skip a document without correcting its errors, click Skip to proceed to the next
document in the validation queue.
• To remove a document that cannot be processed, click Mark as Invalid.
5. After you make the necessary corrections, click Submit so the document can be processed and the
extracted data downloaded.
The extracted values are saved to a file in the Success folder. The Validator shows the next document
in queue. When all documents are corrected, the system displays a message stating that there are no
more tasks available.
Export/Import learning instances

A user with the IQ Bot Admin role or with the View and manage migration permission can use the
Export and Import buttons to move learning instances between Document Automation environments.
Export a learning instance

When you export a learning instance, a .dw file is downloaded to your desktop with the learning instance
configurations, including the language, provider, and fields.
To export a learning instance, navigate to Manage > Learning Instances and mouse over the vertical ellipses
to the right of the learning instance you want to export. Then, click Export.
Note: The process and bots associated with the learning instance are exported separately: Export an AARI
process | Export bots
Import a learning instance

First, import the process and bots associated with the learning instance: Import an AARI process. If you do
not import the process, Document Automation will create a new process when you import the learning
instance.
Note: Verify that the destination environment has the necessary licenses. See Automation 360 licenses.

To import a learning instance:
1. Navigate to Manage > Learning Instances and click Import at the top of the page.
2. Click Browse to select the learning instance.
Note: If there is already a learning instance in this environment with the same ID number, the imported
learning instance overwrites the existing one.
3. Select whether to pair the learning instance with an existing process or to create a new process.

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Set up the Document Automation environment

© 2022 Automation Anywhere. All rights reserved. 4

Using Document Automation

Step 1: Create a learning instance

Document Automation FAQ

Which browsers are supported?

© 2022 Automation Anywhere. All rights reserved. 5

Processing and extraction FAQ

Intelligent Document Processing solutions feature

Automation 360 IQ Bot Document Automation

© 2022 Automation Anywhere. All rights reserved. 6

Automation 360 IQ Bot Document Automation

© 2022 Automation Anywhere. All rights reserved. 7

Can use credential vault to store

Set up your Document Automation environment

© 2022 Automation Anywhere. All rights reserved. 8

Create a custom role for Document Automation

© 2022 Automation Anywhere. All rights reserved. 9

Document Automation users

Enables the Control

© 2022 Automation Anywhere. All rights reserved. 10

Create a learning instance in Document Automation

© 2022 Automation Anywhere. All rights reserved. 11

• A form field is a type of field that occurs only once in a document.

7. Review the form and table fields for extraction.

In standard fields, the field name is hardcoded and cannot be changed.

Field label Enter a user-friendly name to help validators.

For example, you can rename Organization tax number to a localized

The field label does not affect extraction.

Confidence Set a threshold to reduce potential false positives.

At the time of processing, the Document Automation engine assigns a

© 2022 Automation Anywhere. All rights reserved. 12

If you enter a high confidence threshold, more documents will be sent to

Supports values from zero to 100.

Data type Choose from Text, Number, and Date

Document Automation supports variations of the date format.

Starts With and Ends With | Pattern | Lists | Formulas

© 2022 Automation Anywhere. All rights reserved. 13

Data extraction in Document Automation

Improving extraction accuracy through validation

© 2022 Automation Anywhere. All rights reserved. 14

1. An uploaded document passes through the extraction engine.

How Document Automation identifies new layouts

© 2022 Automation Anywhere. All rights reserved. 15

About the AARI process in Document Automation

© 2022 Automation Anywhere. All rights reserved. 16

Request status = VALIDATION_SUCCESS

Request status = VALIDATION_INVALID

Request status = VALIDATION_REPROCESSING

© 2022 Automation Anywhere. All rights reserved. 17

Request status = success and STP

Request status = FAILED

Process documents in Document Automation

© 2022 Automation Anywhere. All rights reserved. 18

d) Click Process documents.

2. Fix the validation errors and edit the rows:

© 2022 Automation Anywhere. All rights reserved. 19

Reprocessing documents does not affect the uploaded documents metric.

c) Update the fields with errors.

Change output format from CSV to JSON

To change the output format to JSON, perform the following steps:

© 2022 Automation Anywhere. All rights reserved. 20