5.3 RPA
The working hours can be entered in the provided google forms.
Employees have the responsibility to capture their working hours daily with the provided hour report form on Google. This report can be managed by the head of a mandate for instance, if a new employee is hired or a new task needs to add in the "activity" section or a new project in the "project" section. The input of the working hours are stored on a google sheet, where it serves as a database for the recorded working hours.
This database is used to generate the project report and make corrections when an employee checks his or her captured working hours and finds an issue. In the process, the head of mandate checks that everything is correctly logged for the specific project.
The head of a mandate can select on the project report sheet a specific client. If a client is selected, the head of the mandate is provided with a list of the employees involved in the project of the client. He/she can choose them in the "Employee" cell. With the selection, all logged hours of the selected employee will be shown in the project report. Then the head of the mandate can verify that everything is correctly logged and how many hours his employees have been working on, and the generated revenue of the specific employee can be seen.
If the number of total hours is significant enough for the business rule task "check if it is worth billing", which uses a decision table, to decide whether the logged hours are worth billing (see chapter 5.2).
If the decision table in the business rule task decides that recorded hours are worth billing, then a billing sheet will be generated. The generated bill looks as follows:
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The billing sheet takes the information from the reported hour's database and will select all allocated employees for a specific customer. If a new employee is assigned to a customer, this billing sheet will automatically be updated. This billing sheet summarized the associated employees and their total number of working hours and automatically calculated the amount of the invoice, based on the hourly rate agreed in the contract with the customer.
We use UiPath to generate a robot to automate two tasks:
- click on the "print bill as PDF" button
- copy the PDF link on a provided google sheet
With the button "print bill as PDF" the script to generate a PDF on google sheet will be triggered. Google sheet will notify the user, if the creation of a PDF file has been successfully created, with a Pop-Up window. This Pop-Up window contains a link which also needs to be clicked to open the PDF. These tasks will be automated with an RPA integration.
To automated these task the set up in UiPath Studio looks as follow:
The "recording" option of UiPath is used to record the user's activity. As already mentioned to create a PDF, it is necessary to click the provided button and the Pop-Up link. In the printscreen it is visible that this task will be done through the RPA.
The created PDF will always open in chrome in a new tab. For the next process step, a link will be created and stored on a provided google sheet. This is necessary for the link to send back to camunda.
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As we can see in the two figures above we use the RPA to click the URL in the address bar and automated the short cut Ctrl+c. In the next step, the robot opens a provided google sheet and paste the URL in the next cell with the short cut Ctrl+v.