Call Automation

Workflow Automation module in workativ assistant helps the chatbot automate simple to complex tasks autonomously. 

You can use the ‘call automation’ function to call an active app workflow within dialog or conversation. For example, if you want the chatbot to reset a password in the Azure Active Directory or OKTA, you can set up an app workflow first and then use the Call automation function to call the app workflow within the dialog.

NOTE: It might be a good idea for you to learn more about Workflow Automation first and how it can help you set up functionality with a reduced number of steps. For more information, see Workflow Builder.

Let us see how you can use the Call automation function:

Select the Call automation option from the list.

There are two types of workflows – With Approval and Without Approval. Let us see how you can call each type of workflow:

Calling a Workflow With Approval

1. Select Approval from the Workflow Type drop-down menu.
2. Select the desired Workflow from the Select Workflow drop-down menu.
3. Enter the desired name for the workflow.

4. Select a context variable or enter a static value for the Requester Email field.
5. Select a context variable or enter a static value for the Email to unlock field.
6. Select a context variable or enter a static value for the Requester Name field.
   
   NOTE: Make sure the Workflow inputs you enter here match the ones added while configuring the Workflow.
   
   PRO TIP: In an Approval Type Workflow, the chatbot cannot continue in the same conversation after sending an approval request. Once the request has been sent to the manager for approval, you have to setup a dialog flow to handle the success and failure scenarios.
   
   To know more about setting up dialogs, see Creating a Dialog

Let us configure the Workflow Success and Failure scenarios:

7. Enter the message you want to display for the Workflow Success scenario.
8. Select if you want to Jump to specific dialog or Exit the conversation. 
9. Select the desired dialog if you select Jump to specific dialog.
10. Repeat the same for the Workflow Failure scenario.
11. When you’re ready, click Save.

Calling a Workflow Without Approval

1. Select Without Approval from the Workflow Type drop-down menu.
2. Select the desired Workflowfrom the Select Workflow drop-down menu.
3. Enter the desired name for the workflow.
4. The Workflow Success and Workflow Failure sub-dialogs will be created automatically. If you don’t want one or both the sub-dialogs, you can deselect the checkboxes.
5. Select a context variable or enter a static value for the Workflow Input field.
   
   NOTE: Make sure the Workflow Input you add here matches the one added while conjuring the Workflow. 

6. When you’re done, click Save.

NOTE:  If you missed adding a function (like Ask Question, Verify User Details, etc.) for getting input from the user, you can always add the required function before the automation function and then map the variable for that input on the  Call automation pop up.

Remember, the values obtained from the user by the chatbot during a conversation before adding the automation function will only be available for mapping on the Variable Picker pop-up. Input gathered after adding the automation node will be available on the Variable Picker pop up, but will not have any data as they have not been executed yet.

Success and Failure Sub-Dialogs

Every automation execution has two scenarios: success and failure. 

Regardless of the outcome of the Automation, you can make the chatbot prompt the user with further information.

Example: If the Automation is successful, you can set the chatbot to respond with a message like: “The requested Automation was completed successfully.”

Or, if the Automation fails, you can prompt the user with a query using the chatbot: “The automation has failed. Please ensure that you’ve entered the right information.” Make sure you set the right responses for individual use-cases.

If you accidentally delete either of the sub-dialogs (success or failure), follow the steps:

1. Click the Call automation function.

In this example, we have accidently deleted the Success sub-dialog.

2. Select the sub-dialog that you want to create and click Save.

The desired sub-dialog will now be available on the dialog canvas page.

3. Click on the created sub-dialog.

4. Enter the Dialog Name and an optional Description.
5. In the Condition section, select what you want to use for recognizing the dialog (Intent, Entity or Variable). In this case, we are using Variable.
6. Click on the Select Variable field.
7. In the Variable Picker, click the Output Variable menu for the selected workflow.
8. Click Execution Status and then click Success.
9. Select the Logic as Is True for the Success sub-dialog and Is False for the Failure sub-dialog.

10. When you’re done, click Save.
    
    PRO TIP: If you don’t want to create sub dialogs since you already have them, then change the condition from the automation execution output success variable.

Now you can set up actions for the sub-dialogs:

Click on the arrow icon next to the sub-dialog (success or failure) and then select the desired action for the particular use-case.