Streamlining Email Automation: Seamless Integration of Automation 360 with Outlook and Power Automate Cloud Flows for Continuous Email Monitoring and Unattended Bot Deployment

doi:10.21203/rs.3.rs-3218863/v1

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Research Article

Streamlining Email Automation: Seamless Integration of Automation 360 with Outlook and Power Automate Cloud Flows for Continuous Email Monitoring and Unattended Bot Deployment

https://doi.org/10.21203/rs.3.rs-3218863/v1

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This research paper explores the integration of Automation 360 platform with Outlook and Power Automate cloud flows to enable continuous monitoring of shared mailbox folders and deploy unattended bots in response to incoming emails.

This integration is achieved by leveraging the A360 bot deploy API, allowing different systems to trigger bots. The paper outlines two monitoring and integration methods. The first approach involves setting up VBA code in Outlook to monitor shared mailbox folders and trigger the A360 bot deploy API. This ensures the deployment of unattended bots when emails arrive in designated folders. The second approach utilizes Power Automate cloud flows to monitor shared mailbox folders and deploy unattended bots using the A360 Bot deploy API.

The integration of Outlook, Power Automate, and A360 provides several advantages, including timely responses to customer inquiries, improved automation communication, and increased efficiency in email-based processes. Moreover, it optimizes the usage of unattended bot runners, enabling the deployment of scalable and high ROI automation solutions on these runners.

By following the outlined steps and leveraging the capabilities of these tools, organizations can streamline their email-based processes, enhance productivity, and achieve greater automation efficiency. The integration of A360 with Outlook and Power Automate provides a comprehensive solution for continuous email monitoring and efficient utilization of automation resources.

Computer Architecture and Engineering

Robotics

Software Engineering

Robotic Process Automation (RPA)

Automation Anywhere

Automation 360

Bot Deploy API

VBA

Outlook

Power Automate Cloud Flows

Bot Deployment

Automation Anywhere is a leading player in the field of Robotic Process Automation (RPA) and Intelligent Automation. Their cloud-based platform, A360, offers a reliable and user-friendly solution for building automation solutions. It enables seamless integration with various tools and technologies, supporting process improvement, process transformation, and digital transformation within organizations[1][2][3][4].

One of the most common RPA use cases involves deploying an A360 bot on an unattended bot runner when an email is received in a specific folder within an Outlook shared mailbox. A360 provides an email trigger to monitor only user’s primary mailbox[5] and offers email actions in bot editor to read messages from both primary and shared mailboxes[6]. However, A360 currently lacks a trigger to monitor folders within shared mailboxes and deploy an unattended bot on a bot runner when an email arrives in a specific folder.

This article explores two different triggering mechanisms for A360 bots. The first mechanism involves setting up VBA code in Outlook[7][8] to monitor shared mailbox folders and trigger the A360 bot deploy API[9]. This ensures the deployment of unattended bots when emails arrive in designated folders. The second approach utilizes Power Automate cloud flows[10] to monitor shared mailbox folders[11] and deploy unattended bots using the A360 Bot deploy API. These integration methods enable continuous monitoring of folders in shared mailboxes and facilitates the deployment of an A360 bot on an unattended bot runner using the A360 deploy API when an email arrives in a designated folder within a shared outlook mailbox.

The A360 Bot Deploy API refers to a REST API (Application Programming Interface) provided by Automation Anywhere for their A360 platform. This API allows users to deploy bots, which are automated tasks or processes, within the A360 environment. The A360 Bot Deploy API simplifies the deployment and management of bots within the A360 platform, providing efficiency, consistency, workflow integration, scalability, flexibility, and centralized control for organizations leveraging automation in their processes[12].

Through these integration methods, the need for developing and scheduling a separate bot exclusively for frequent email monitoring tasks is eliminated. This integration optimizes the utilization of the unattended Bot runner, allowing for the deployment and scalability of high ROI automation solutions. This integration enhances efficiency, enables timely responses to customer inquiries, and improves overall automation communication.

In this solution, we discuss two distinct approaches in detail to achieve continuous email monitoring and unattended bot deployment in A360. The first approach demonstrates how to trigger an unattended RPA bot using VBA code in Outlook, utilizing the A360 bot deploy API when an email is received in a shared Outlook mailbox. The second approach showcases the triggering process of an Unattended RPA bot using Power Automate cloud flows with the A360 bot deploy API.

A. Outlook and A360 Integration

In this method, VBA code is set up in the users Outlook Windows application to monitor the shared mailbox folders and trigger an unattended bot, utilizing the A360 bot deploy API.

1) Prerequisites:

a) Outlook windows Application

• The users outlook windows application session should be active and running for the VBA code to execute and respond to events such as receiving new emails in the shared mailbox.

• The user should have access to shared mailbox.

b) A360 Bot Deploy API

The Bot Deploy API deploys bots on an unattended bot runner VDI. Before deploying the bot, the user needs to be authorized through the Authentication API[13], and the authentication token must be included in the request header.

• The bot must be in a public workspace.

• The user must have the "View and Run my bots" feature permission.

• The user must have "Run and schedule" permissions for the folders containing the bots.

• The user must have access to Bot Runner licensed users.

• The user must have access to either a default device or a device pool.

c) VBA Code functionality in Outlook:

VBA code is setup in outlook for monitoring emails in a shared mailbox and trigger an A360 Bot Deploy API.

a) Steps for setting up the VBA code

• Open Outlook and press Alt + F11 or click Developer tab then click Visual Basic to open the VBA editor[8].

• In the Project Explorer window, locate and expand the project (Project 1).

• Double-click “ThisOutlookSession” to open the code module for Outlook.

• In the code window, write the VBA code.

b) VBA Code and explanation

• Declare Private variables to access them with in the module.

// objInboxItems monitors shared mailboxes’ inbox folder for any new emails. The WithEvents enables the object to respond to events (ItemAdd), which is triggered when a new item is added to the collection (Outlook.Items).

Private WithEvents objInboxItems As Outlook.Items

// Declare objProcessedFolder variable to hold a reference to an Outlook folder

Private objProcessedFolder As Outlook.Folder

• The "Application_Startup" Private Subroutine is triggered upon starting the Outlook session in Windows. It initializes the necessary objects and sets up the event handler to monitor the Inbox of the shared mailbox.

Private Sub Application_Startup()

//Reference Outlook MAPI name space

Dim objNamespace As Outlook.NameSpace

//Reference to access shared mailbox and its contents

Dim objSharedMailbox As Outlook.Recipient

//Reference Inbox folder

Dim objInboxFolder As Outlook.Folder

Set objNamespace = Application.GetNamespace("MAPI")

// Replace *Shared mailbox Address* placeholder with your shared mailbox box address

Set objSharedMailbox = objNamespace.CreateRecipient("*Shared mailbox Address*") ' Replace with the email address of the shared mailbox

//Reference and get the Inbox folder of the shared mailbox

Set objInboxFolder = objNamespace.GetSharedDefaultFolder(objSharedMailbox, olFolderInbox)

Set objInboxItems = objInboxFolder.Items

End Sub

• The Private Sub objInboxItems_ItemAdd event handler is triggered whenever a new item (email) is added to the Inbox folder of the shared mailbox.

Private Sub ObjInboxItems_ItemAdd(ByVal Item As Object)

//Check if the received item is a MailItem

If TypeOf Item Is Outlook.MailItem Then

//Call TriggerAutomation360Bot function to trigger a bot

Call TriggerAutomation360Bot

End If

End Sub

• The ‘TriggerAutomation360Bot’ function is ‘called’ within the objInboxItems_ItemAdd subroutine to trigger an unattended bot in the bot runner VDI using the A360 Bot Deploy API.

Private Function TriggerAutomation360Bot()

//Call Authenticate function

Dim Token As String

Token = Authenticate

//Call Bot Deploy API function and pass Token. This function triggers the API and deploys the specified bot on specified unattended bot user

DeployBot (Token)

//Expire authentication

ExpireAuthentication (Token)

End Function

• The ‘Authenticate’ Function is called with in the ‘TriggerAutomation360Bot’ to authorize the A360 control room user and retrieve the token.

Private Function Authenticate() As String

Dim objHTTP As Object

Dim Json As String

//Construct Json string to pass user name and APIkey/Password. Replace *UserName* and *ApiKey* placeholders with actual username and API key values

Json = "{ ""username"": """*UserName* """, ""apiKey"": """*ApiKey*"""}"

Dim result As String

//Replace *A360AuthenticationURL* placeholder with actual URL. Ex: A360 control room URL/ v1/authentication

Set objHTTP = CreateObject("MSXML2.ServerXMLHTTP")

URL = "*A360AutenticationURL*"

//Trigger Authenticate API by passing the header

objHTTP.Open "POST", URL, False

objHTTP.setRequestHeader "Content-type", "application/json"

objHTTP.Send (Json)

result = objHTTP.responseText

//Call “GetSubString” function to retrieve token from JSON response

Token = GetSubString(result, """token"":""", """")

//Return token as output

Authenticate = Token

End Function

• The ‘GetSubString’ function is called with in the ‘Authenticate’ function to retrieve token value from Authenticate API Json response.

Private Function GetSubString(vJsonOutput As String, FirstDelimiter As String, SecondDelimiter As String) As String

//Store the position of the 1st and 2nd delimiter in the String

Dim vFirstDelimiterPosition As Integer, vSecndDelimiterPosition As Integer

//Store the length of the delimiter

Dim vLenDelimiter As Integer

//Validating the input parameters

If Len(vJsonOutput) = 0 And Len(FirstDelimiter) = 0 And Len(SecondDelimiter) = 0 Then

//Return output

GetSubString = ""

Exit Function

End If

vLenDelimiter = Len(FirstDelimiter)

//Find the 1st delimiter

vFirstDelimiterPosition = InStr(vJsonOutput, FirstDelimiter)

//Find the 2nd delimiter position

vSecndDelimiterPosition = InStr(vFirstDelimiterPosition + vLenDelimiter, vJsonOutput, SecondDelimiter)

If vFirstDelimiterPosition > 0 And vSecndDelimiterPosition > 0 Then

//Extract substring and return output

GetSubString = Mid(vJsonOutput, vFirstDelimiterPosition + vLenDelimiter, _

vSecndDelimiterPosition - vFirstDelimiterPosition - vLenDelimiter)

Else

//Return output

GetSubString = ""

End If

End Function

• The ‘DeployBot’ function is called with in the ‘TriggerAutomation360Bot’ function to trigger a RPA bot using A360 Bot Deploy API.

Private Function DeployBot(Token As String)

//Declare variables

Dim objHTTP As Object

Dim result As String

Dim Json As String

Set objHTTP = CreateObject("MSXML2.ServerXMLHTTP")

//Replace the *DeployBotURL* place holder with the actual URL. Ex: A360 control room URL/v3/automations/deploy.

Url = "*DeployBotURL*"

//Replace the *FileID* place holder with the main task ID (click open task to view the task id in the URL)

//Replace the *UnattendedUserID* place holder with the actual unattended bot user ID (click open user to view the user ID in the URL)

Json = "{ ""fileId"": ""*FileID*"", ""runAsUserIds"": [""*UnattandedUserID*""]}"

//Trigger Bot Deploy API by passing the headers, Content Type and Token

objHTTP.Open "POST", URL, False

With objHTTP

.setRequestHeader "Content-type", "application/json"

.setRequestHeader "X-Authorization", Token

End With

objHTTP.Send (Json)

result = objHTTP.responseText

End Function

• The ‘ExpireAuthentication’ function is called with in the ‘TriggerAutomation360Bot’ function to trigger the A360 Authentication API to expire the user token.

Private Function ExpireAuthentication(Token As String)

//Declare variables

Dim objHTTP As Object

Dim result As String

Set objHTTP = CreateObject("MSXML2.ServerXMLHTTP")

// Replace *A360AutheticationLogoutURL* place holder with the actual logout URL. Ex: A360 control room URL/v1/authentication/logout.

URL = "*A360AutheticationLogoutURL*"

objHTTP.Open "POST", URL, False

With objHTTP

.setRequestHeader "X-Authorization", Token

End With

objHTTP.Send

'result = objHTTP.responseText

End Function

• The Bot Deploy API produces five outputs, which can be analyzed and acted upon as necessary.

200: Success-Returns a Deployment ID that can be used to check the deployment status using the callback URL.

400: Bad Request-This response contains a JSON object with an error code and error message.

401: Authentication required-This response contains a JSON object with an error code and error message.

404: Not Found-This response contains a JSON object with the error message.

500: Server error-This response contains a JSON object with an error code and error message.

B) Power Automate and A360 Integration

In this method, a power automate flow is setup for the O365 user to monitor the shared mailbox folders and trigger an unattended bot, utilizing the A360 bot deploy API.

1) Prerequisites

a) Power Automate Cloud flows

• The user should have access to Power Automate cloud flows and Premium connectors[14].

• The user should have a Premium license to use the HTTP connector in power automate[15].

b) A360 Bot Deploy API

The Bot Deploy API deploys bots on an unattended bot runner VDI. Before deploying the bot, the user needs to be authorized through the Authentication API, and the authentication token must be included in the request header.

• The bot must be in a public workspace.

• The user must have the "View and Run my bots" feature permission.

• The user must have "Run and schedule" permissions for the folders containing the bots.

• The user must have access to Bot Runner licensed users.

• The user must have access to either a default device or a device pool.

2) Power Automate Cloud flows functionality

a) Setup up an “Automated clod flow”

• Create a new flow and select “Automated Cloud flow” under “My flows” tab[16].

• Define name for the flow and select “When a new email arrives in a shared mailbox” trigger.

• Click create to create and start developing the cloud flow.

b) Power Automate Cloud flow development steps

• Select Shared mailbox and Folder.

• Add Step, choose HTTP operation and select HTTP action to call A360 Authentication API.

• Select POST method in the HTTP action.

• Enter A360 Authentication URL, the Authentication URL is a combination of control room URL and “/v1/authentication”. Ex: “https://organizarionname.my.automationanywhere.digital/v1/authentication”.

• Enter Header, content type-application/JSON.

• Enter JSON body, replace “*UserEmail*” and “*APIKey*” place holders with actual user email and API key.

• Save the flow, click “Test” button, and send a test email to shared mailbox to test the flow. The flow will be activated upon receiving the email in the designated folder within the shared mailbox. It will then execute an HTTP action, calling the Authentication API and generating a JSON response. Copy this JSON output to a notepad for further reference.

• Edit the flow and add “Data Operation” step. Select Parse JSON action in Data operation.

• Select “Body” (output) from previous HTTP action as “Content” for parse JSON action. This step will retrieve A360 control room user authorization token from Authentication API JSON response.

• Click “Generate from Sample” button.

• Paste the previously saved Authentication API JSON output from HTTP step on to the “Insert a sample JSON payload” window and click done. This will generate JSON schema to parse the JSON and get hold of “Token”[17].

• Add another step and select HTTP operation and HTTP action to call Bot Deploy API.

• Select POST method in HTTP action.

• Enter A360 Bot Deploy URL, the Bot Deploy URL is a combination of control room URL and “/ v3/automations/deploy”. Ex: “https://organizarionname.my.automationanywhere.digital/v3/automations/deploy”.

• Enter Headers, Content-type and X-Authorization. The user authorization token retrieved from the previous step, Parse JSON is passed as an input for X-Authorization header.

• Enter JSON Body, replace *MainTaskID* and *UnattendedBotUserID* place holders with the actual Mian task ID and Unattended bot user ID.

• Click open task/bot to view the task id in the URL.

• Click open the unattended bot user to view the user ID in the URL.

• The Bot Deploy API produces five outputs, which can be analyzed and acted upon as necessary.

• Add step and select HTTP operation and HTTP action to call A360 Authentication API to expire the token.

• Select POST method in HTTP action.

• Enter A360 Authentication Logout URL. Ex: “https://organizarionname.my.automationanywhere.digital/v1/authentication/logout”.

• Enter Header (X-Authorization), token retrieved from previous Parse JSON operation.

• Save the flow and click test/run to test the functionality of the flow.

The solution of integrating A360 with Outlook and Power Automate to enable continuous monitoring of shared mailbox folders and deploy unattended bots in response to incoming emails has broad applications across various organizational processes. Here are some use cases of this solution in different departments and processes[18][19].

A. Customer Support and Help Desk

In organizations with a dedicated customer support or help desk team, this solution can be utilized to automate the process of responding to customer inquiries received via email. The integrated system can continuously monitor the shared mailbox folder for customer emails and trigger an unattended bot to draft and send personalized responses based on predefined templates. This ensures timely and consistent customer service, freeing up support agents to focus on more complex issues.

B. Sales and Lead Management

For sales teams, the solution can be employed to automate lead management processes. When new leads or sales inquiries arrive in a designated shared mailbox folder, the integrated system can automatically trigger an unattended bot to process the leads, update CRM systems, and assign them to appropriate sales representatives. This reduces manual data entry efforts, improves lead response time, and streamlines the sales process.

C. Finance and Accounts Receivable

In the finance department, the solution can be applied to automate invoice processing and accounts receivable management. The integrated system can monitor a shared mailbox folder for incoming invoices from vendors or customers and trigger an unattended bot to extract relevant invoice data, update accounting systems, and generate payment receipts. This minimizes errors and accelerates payment processing.

D. Human Resources and Recruitment

For HR departments, the solution can streamline recruitment processes. When job applications or candidate inquiries are received in a shared mailbox folder, the integrated system can automatically trigger an unattended bot to parse applicant information, update candidate databases, and schedule interviews. This accelerates candidate screening and selection, improving the overall recruitment efficiency.

E. Procurement and Vendor Management

For procurement teams, the solution can automate vendor management processes. When vendors send inquiries or updates via email to a shared mailbox folder, the integrated system can trigger an unattended bot to extract relevant information, update vendor databases, and generate purchase orders or contract documents. This streamlines vendor communication and improves procurement efficiency.

These are just a few examples of how the integrated solution can be applied to various organizational processes across different departments. The versatility of the solution allows organizations to streamline their email-based workflows, enhance productivity, and achieve greater automation efficiency in a wide range of business functions.

The integration solution offers several benefits, enhancing efficiency and effectiveness across various organizational processes. Here are the key advantages [20][21].

A. Timely Responses to Customer Inquiries

The integrated solution allows for continuous monitoring of shared mailbox folders, enabling quick responses to customer inquiries and other incoming emails. Unattended bots can be deployed automatically to handle routine tasks, freeing up human resources to focus on more complex issues, resulting in improved customer service and satisfaction.

B. Improved Automation Communication:

By leveraging the A360 bot deploy API, the solution optimizes the automation communication process between Outlook, Power Automate, and A360. This seamless integration ensures that relevant information is passed between systems efficiently, reducing manual interventions and data discrepancies.

C. Enhanced Efficiency in Email-Based Processes:

The integration streamlines email-based workflows by automating various tasks triggered by incoming emails. This reduces manual efforts, minimizes errors, and speeds up processes, leading to overall improved efficiency in handling email-based tasks.

D. Optimize Unattended Bot Runners Utilization:

The solution efficiently utilizes the unattended bot runners. The unattended bots are deployed only when needed, making the best use of available resources, and ensuring cost-effectiveness.

E. Streamlining Various Organizational Processes:

The presented solution can be applied to a wide range of organizational processes across different departments. Whether it's customer support, sales, finance, HR, IT support, procurement, compliance, or other areas, the integrated solution enhances productivity and effectiveness.

F. Centralized Control and Workflow Integration:

By leveraging the A360 platform's capabilities, the solution provides centralized control and management of automation tasks. This allows for seamless integration of automation processes into existing workflows, promoting a more cohesive and efficient working environment.

In conclusion, this research paper has explored and presented a robust solution for bridging the gap in Robotic Process Automation (RPA) by enabling continuous monitoring of shared mailbox folders and deploying unattended bots in Automation 360 (A360) for enhanced efficiency and timely actions. The integration of A360 with Outlook and Power Automate offers significant benefits and opens new possibilities for organizations seeking to optimize their automation processes.

By leveraging VBA code in Outlook and Power Automate cloud flows, the proposed solution eliminates the limitations of A360 in monitoring shared mailbox folders and responding to incoming emails. The seamless integration between these platforms ensures that unattended bots are efficiently deployed, enabling organizations to respond promptly to customer inquiries and automate a wide range of email-based tasks.

Furthermore, the optimization of unattended bot runners ensures cost-effectiveness and scalability in automation initiatives. With the ability to deploy high Return on Investment (ROI) automation solutions on demand, organizations can achieve significant cost savings and streamline their operations.

Overall, the integrated solution presented in this research paper offers a comprehensive and user-friendly approach to continuous email monitoring and unattended bot deployment in A360. By following the outlined steps and leveraging the capabilities of Outlook, Power Automate, and A360, organizations can unlock the full potential of RPA, enhance their email-based workflows, and achieve greater automation efficiency.

Competing interests: The authors declare no competing interests.

Conflict of Interest Statement:

The author, Sai Madhur Potturu, is employed at Zoetis Inc., specifically in the Robotics Center of Excellence (CoE) department. Zoetis Inc. is a company that provides animal healthcare products and services. The development and implementation of the digital solution presented in this manuscript align with the author's role and responsibilities within the organization. The author declares no financial or personal relationships that may have influenced the content or findings presented in this manuscript.

Data Availability Statement:

The data used to support the findings of this study are available from the corresponding author upon reasonable request. The data include the PowerApps application design, RPA solution implementation details, and relevant datasets used for testing and evaluation. Access to the data will be provided to researchers or individuals to replicate the study findings or conduct further analyses related to the presented digital solution.

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Streamlining Email Automation: Seamless Integration of Automation 360 with Outlook and Power Automate Cloud Flows for Continuous Email Monitoring and Unattended Bot Deployment

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Abstract

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I. Introduction

II. Solution

III. Applications of the solution in various organizational Processes

IV. Benefits of the Solution

V. Conclusion

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Conflict of Interest Statement:

Data Availability Statement:

References

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