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Automation Hub user guide

Categories

Categories settings for defining up to five levels of automation classification within an Automation Hub tenant in Automation Cloud.

To classify the automations and ideas inside your organization you can define the Categories structure specific for your organization. You can apply your company's categories structure using up to 5 category levels. These can be customized, updated, reordered, and removed as per your requirements. You can do this using the web editor available under the Categories page or you can export the CSV template, update it offline, and upload it back in Automation Hub.

Note:

Automation Hub supports a maximum number of 50.000 categories, but we don't encourage you to get to that ballpark.

When accessing the Categories page for the first time you can find the following:

  • An example created for your reference. You can use it to set up your tenant's categories structure or you can simply delete all Level One Categories and add customized ones.
  • The Set Up and What are Categories? sections providing additional explanations in order to help you easily set up and manage the Categories.
    Note:

    If the Set Up and What are Categories? sections are closed, the information within will no longer be displayed. To re-open these sections click the Help hyperlink.

  • The Search option that allows you to efficiently search through the title of the available categories.

To set-up or update the categories use one of the below methods:

Use Editor​

To open the Categories page in edit mode click the Use In App Editor button available under the Set Upsection or the Use Editor button available above the categories table, on the right-hand side corner.

As soon as the page is in edit mode, you can make the following updates for each category level selected:

  • Add new categories writing a category name of a maximum of 50 characters;
  • Rename; once a category name is updated, it is reflected in all the pages from the platform where this is displayed.
  • Delete categories that were not used in an Automation, Idea, Component, or Application. If you cannot delete a category, a popup message is displayed.

As soon as you complete updating the page, click the Save and Exit option to save your updates and close the edit mode. To close the edit mode without saving the updates made, click the Cancel and Exit option.

Reorder Business Areas​

The order of Business Areas on the Categories page determines their order in the Business Area list when users submit ideas or business processes.

  1. Open the Categories page in edit mode.
  2. Use the row handles to arrange the Business Areas in the preferred order.
  3. Select Save and Exit.

Result​

The new order is applied on the Categories page and in submission forms.

Category archiving and restoration​

Archiving a category and its subcategories removes them from category lists in new submission forms without deleting them. Existing submissions retain their historical category assignments.

Archived categories and subcategories remain visible and manageable on the Categories page. Restoring an archived category makes it and its subcategories available for new submissions again.

Archive a category​

Archive a category when it should no longer be available for new submissions but must remain associated with existing submissions.

  1. Open the Categories page in edit mode.
  2. Locate the category or Business Area that you want to archive.
  3. Open the category actions and select Archive.
  4. In the confirmation dialog, select Archive.
  5. Select Save and Exit.

Result​

The category and its subcategories no longer appear in new submission forms. They remain visible on the Categories page and associated with existing submissions.

Unarchive a category​

Unarchive a category when it should become available for new submissions again.

  1. Open the Categories page in edit mode.
  2. Locate the archived category or Business Area.
  3. Open the category actions and select Unarchive.
  4. In the confirmation dialog, select Unarchive.
  5. Select Save and Exit.

Result​

The category and its subcategories become available in new submission forms again.

Category scope​

Category scope can be configured only for first-level categories, called Business Areas. It determines whether a Business Area and all its descendant categories are available for ideas, business processes, or both. Descendant categories inherit the scope configured for their Business Area and cannot be configured independently.

  • Idea makes the branch available for idea submissions.
  • Process makes the branch available for business process submissions and in the Process Repository Capability map.
  • Both makes the branch available for ideas and business processes. This is the default scope.

Changing the scope of a Business Area applies the new scope to its entire branch. Moving a descendant category to a different Business Area applies the destination Business Area's scope. Category scope filters category availability but does not grant access to categories that a user does not have permission to view.

Set the scope of a Business Area​

Set the scope of a Business Area to control whether its category branch is available for ideas, business processes, or both.

  1. Open the Categories page in edit mode.
  2. Locate the Business Area whose scope you want to change.
  3. Select the scope displayed for the Business Area.
  4. Choose Idea, Process, or Both.
  5. If an impact warning appears, review the affected submissions and confirm the change.
  6. Select Save and Exit.
Result​

The selected scope applies to the Business Area and all its descendant categories.

CSV Actions​

Use the CSV Actions drop-down list available above the categories table, on the right-hand side corner to export the Categories CSV template, apply all the needed updates offline and upload the updated CSV file.

Note:
  • When editing the CSV offline only new categories and levels will be created once uploaded.
  • New categories can be created within existing categories by following the template structure but changing a category name on the CSV will cause a new category to be created when uploaded.

To start updating the Categories offline follow the steps below:

  1. Download the Categories CSV file. To do this you can use the Export CSV template button available under the Set Upsection or the Download Categories CSV option available under the CSV Actions drop-down list.
  2. Apply the updates.
    Note:

    To be able to upload the CSV back to Automation Hub please follow the below rules:

    • Keep the header as downloaded.
    • Use only the accepted separator for the CSV format which is the comma.
    • In case the file contains more than 5 columns, only the content in the first 5 columns is parsed. The rest of the columns are dismissed without blocking the experience meaning that the information from the extra columns is not parsed but no error message is displayed and you can continue uploading the CSV.
    • Each distinct level 1 entry from the file is mapped to a new level 1 entry in the Categories page.
    • Do not add categories to already existing level 1 categories.
  3. Upload the updated CSV file by clicking the Upload New Categories CSV option available under the CSV Actions drop-down list.

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