3300739 - Frequently Asked Questions (FAQ) on Build Process Automation (BPA) for SAP Business ByDesign

This document provide the list of frequently asked questions and the answers on Build Process Automation (BPA) for SAP Business ByDesign

SAP Business bydesign

IMPORTANT Note: Please ensure that the Desktop Agent, SDK & Bot Version are up-to-date. If the version is not up-to-date, there could be issue with execution of bot. For more details, refer to the blog - Keeping robotic process automation environment up to date

BPA Provisioning

1. 1. In the business configuration, I scoped BPA, but I do not know what the next steps are?

   Answer:

   Please read Provisioning of SAP Build Process Automation

2. 2. The service request is in status Completed, but the user who did the BPA scoping in SAP Business ByDesign has not received an e-mail to activate his IAS account?

   Answer:

   Please read the section about IAS provisioning in Provisioning of SAP Build Process Automation

   In addition, the following points should be checked:

   • Check your SPAM folder and check with your e-mail service provider that the automatic e-mails (like SAP notification e-mails) are not blocked for some reasons.

   • Check whether you don’t already have an IAS user. To do so, you can try to reset your password by directly accessing the provided BPA URL (see Provisioning of SAP Build Process Automation) and use the Forget Password functionality to reset your password. If an account exists, an e-mail with a link to reset your password will be sent. If this is working, check whether you are the IAS administrator or not, and if not, contact your IAS administrator to add additional users (see the related question 4 and 5).

   • If none of the above options works, please create a ticket in component AP-ML-RPA-PRV providing your SAP Business ByDesign system details and the user details for the user who triggered the scoping, for example, the user name and e-mail address.

3. 3. I can’t access the BPA Factory /I forgot my password for the BPA Factory (IAS tenant).

   Answer:

   The BPA Factory is using IAS for authentication. You can reset your password by directly accessing the provided BPA URL (see Provisioning of SAP Build Process Automation) and use the Forget Password functionality to reset your password. If an account exists for your e-mail address, an e-mail with a link to reset your password will be sent. Otherwise, please contact your IAS administrator.Question on tenant refresh:

4. 4. Tenant refresh: My system refresh fails with the error: “Refresh not possible. Source and target systems are scoped differently for SAP Build Process Automation. Please adjust the scoping option in the source system and retry”. What’s wrong here?

   Answer: Please note that when one of the involved system (either the source or the target system) has scoped in “Integration with SAP Build Process Automation” and the same is not scoped in the another tenant, then refresh system will not be possible and will fail with the above error. Both the systems, source and target, should have the same scoping for “Integration with SAP Build Process Automation”(either both enabled or both disabled).

5. Cross DC (Data center) provisioning: My company is owning ByDesign tenants in different data centers /locations. The provisioning of Intelligent Automation for the first location completed successfully, however when I tried same steps from a ByDesign tenant from other data center/location the process didn’t completed successfully.

5. How to find out if my company already has an IAS tenant?

Answer: As per the Additional Licensing Implications, SAP Business ByDesign is providing a limited use of SAP Build Process Automation and only one SAP Intelligent RPA tenant /installation provisioned per customer which can be reused for all the SAP Business ByDesign tenants the customer has in that particular location /Data Center. Due to contractual data protection and privacy implication, cross data centre usage is not supported nor recommended. The provisioning of a single Intelligent RPA tenant per customer doesn’t restrict the ability of running bots for all your SAP Business ByDesign tenants in a chosen data centre/location: when you enable the intelligent automation feature for any of your SAP Business ByDesign tenants from given data center/location, the workflow will check first if your company already has an available BPA installation. If a BPA tenant is already exists and if the additional ByDesign tenant is in same data center/location, this will be linked with the same BPA installation (the BPA URLs from your Communication Arrangements screen will be the same for all the tenants). However if the additional ByDesign tenant is residing in a different data center/locations the provisioning process will not be completed successfully.

6. Restore Point

      Answer: Scoping state of the SAP BPA cannot be changed when there is a restore point active or requested, i.e. If the SAP BPA is scoped in then it cannot be descoped and vice-versa. This operation will be possible when the active or requested restore point is expired or deleted. SAP Help link where this may go is Restore Point

7. Question: If there are multiple tenants within same customer account, how to handle that tenants in BPA factory?

Answer:

It is expected behavior that every customer account will have one BPA account. In order to execute bot per ByD tenant, you can consider one of the option

• You can have one environment and can have one trigger per byd tenant
• You can have multiple environment and trigger per byd tenant

8. Documentation for Windows Generic credentials

Documentation: How to Set Up Windows Generic Credentials

9. How to create Environment, Add Packages, Add Triggers and Add Agents?

Refer to the documentation - Orchestrate SAP Intelligent RPA Using Environments and Agents

10. BPA overview of the technical components and communication paths

Refer to the documentation: Security Guide

11. How to update Desktop Agent, SDK Dependencies and the Bot?

For Desktop Agent and SDK dependencies version, refer to the Blog - Keeping robotic process automation environment up to date

Enable Agent Download and Automatic Updates | SAP Help Portal

Update a Dependency | SAP Help Portal

To update the Bot, follow the below steps

Step 1:

1. Go to the IRPA factory

2. Go to store

3. Search for the Bot and if there is a new version then you will find the button called 'update'

4. update it

Step 2:

1. Go to Environment

2. Then go to Packages

3. Select '...' (three bots)

4. Choose Change Package Version

5. In the pop-up, choose the latest version

This way help to update the package with the latest version

By default, the packages are not updated because the package is generate based on the version available at that time

12. Is it possible use Automatic Update Feature of Agent?

We recommend to use Automatic Update Feature of Agent 3.0 to reduce the manual workloads. For more details, please check from here. Please NOTE that this feature is only available for Agent 3.0

13. How to Execute the BOT for a ByD Tenant Where BPA is not Scoped?

Refer to the KBA - 3308233 - How to Execute the BOT for a ByD Tenant Where BPA is not Scoped?

14. While you are trying to access BPA Cloud Factory getting "Error 404" ?

When you have provided the wrong BPA Cloud Factory URL you will get above error.

The URL of the BPA Cloud Factory looks like:

https://<subdomain>.app.irpa.cfapps.<datacenter id>.hana.ondemand.com/

15. Which language is Supported for BOT Execution?

The BOT works seamlessly when the Business ByDesign Logon Language is English and the default browser language is English. Other language combinations are not supported (the BOT will run but there will be issues in the execution)

Scenarios - Based on Customer's Use cases:

1. Scenario: You have activated BPA in Tenant X and requested new tenant from tenant X.  How BPA will be activated in the new tenant?

Answer: If BPA is scoped in source tenant, the provisioning request will take care of BPA activation in the target tenant as well. In the BPA Application -> Communication Arrangement URL will be the tenant URL of the tenant which got the BPA activation initially.

2. Scenario: You have activated BPA in Tenant X and later, you scoped BPA in another existing tenant. What will happen the BPA actiation in the other tenant?

Answer: As documented in the Help Center (Provisioning of BPA) , only one SAP Intelligent BPA tenant is provisioned per customer account.

The BPA Application: Communication Arrangment URL in other tenants will refer to the tenant URL of the tenant which got activated with BPA first. However, in the BPA factory, you can trigger BOT specific to each tenant by specifying the ByD URL in the Trigger (Environment)

3. Scenario: User have three tenants X, Y and Z. Do you need to scope BPA in all ther three tenants?

No, If you scope BPA in first tenant (eg: X) under your customer Account then this is primary BPA tenant hence IAS was also created for same, and integration for BPA and IAS was done here.

Ideally it is not required scope BPA in other two tenants. Even without scoping you can able to execute BOT for tenants Y and Z by the regular process of creating trigger in Environment.

In case, you are scoping BPA in tenant Y then this is secondary tenant hence it will get the share BPA connection as tenant X. In tenant Y, the Service URL in Communication Arranagement will show as X (factory URL)

In case, you descope BPA in the tenant X then nothing will happen to the BPA subscription. Since it is already consumed by another tenant (in this case Y). The connection to BPA will still remain remain because the BPA subscription is on the customer account level

4. Scenario: You are running bot from your own VM (Virtual Machine) and would like to if there is any specific configuration or prerequisite to use BPA?

First of all, please ensure the unattended bot has been properly setup as per link here. Try your best to avoid accessing the VM after the setup as much as possible. If the access is required, then subsequent VM reboot may require.

5. Scenario: You scoped BPA in the test tenant and requested a new production or vice versa. You would like to know whether the BPA will be extended automatically to Production tenant?

Yes, BPA Configuration will be copied to the target tenant

6. Scenario: You have scoped BPA in a Tenant and would like to know, what will happen to BPA factory if this ByD Tenant is terminated?

Do you have only one tenant (test) where BPA is subscribed ? and same instance you are using in production tenant.

• If answer is yes, then once the tenant is terminated BPA will also get decommission -> Now you have to again subscribe the BPA in the Production. In this case, BPA account will be deleted along with ByD Tenant.
• If No, that means you have other tenant where you subscribe the BPA, in that case your BPA will not get decommission and use can still use BPA

IAS Tenants:

1. I’m the IAS Administrator and I added a new user in IAS, but the user didn’t get an e-mail to set his password.

   Answer:

   Please read the section about IAS provisioning in Provisioning of SAP Build Process Automation

   In addition, the following points should be checked:

   • The user should check his SPAM folder and check with the e-mail service provider that the automatic e-mails (like SAP notification e-mails) are not blocked for some reasons.

   • The user can reset his password by directly accessing the provided BPA URL (see section Provisioning of SAP Build Process Automation) and use the Forget Password functionality to reset the password. If an account exists in IAS, an e-mail with a link to reset the password will be sent.

   • If none of the above options works, please create a ticket in component AP-ML-RPA-PRV providing your SAP Business ByDesign system details and the user details for the user who triggered the scoping, for example, the user name and e-mail address.

2. How to find out if my company already has an IAS tenant?

Answer:

  Check this SAP blog post

  To see your existing IAS Identity Authentication tenants in one place, we provide a self-service page, with the region, tenant type, creation date, and administrators. You can use the following URL.

1. You need to authenticate with your S user ID (using SAP ID Service), and after successful authentication, you get the list that shows the SAP Cloud Identity Services tenants belonging to your customer ID! For Identity Authentication you can see all administrators who have the Manage Tenant administrator role – so these people are the ones whom you can contact if there is a need to add an additional administrator (see related question 6). The list also shows the status of the administrators: new or active. The users and e-mails are masked if the domain of the authenticated user is different from the domain of the tenant administrators.

   Good to know: The Administration Console of the Identity Authentication tenant has the pattern: https://<tenant ID>.accounts.ondemand.com/admin

   If you want to get a new tenant: Identity Authentication provides one productive and one test tenant per customer, regardless of the number of contracts signed in which Identity Authentication is included or bundled.

   See the following KBA: How to Find the Identity Authentication Tenant / Identity Provisioning Administrator Information or Tenant URL? 

3. My IAS administrator has left the organization or is not available any more. How can I create a new administrator on the IAS tenant?

1. Answer:

   Please note, that due to possible legal and security issues, SAP adds additional tenant administrators only in exceptional cases (the existing tenant administrator is not available anymore, for example left the company or there is no any active tenant administrators in tenant). Adding an additional administrator is a self-service and it is exclusively in the responsibility of the current administrators (see related question 6).

   If you checked already question 4 and you can confirm that the current administrator is not available anymore (for example left the company), please create an SAP support ticket under the component BC-IAM-IDS and specify the exact reason why you request to create a new administrator. In the ticket, please also provide the details of the user who should be set as the new administrator.

• Each tenant administrator can add additional tenant administrators - it is a self-service. More about this, refer Add Administrators

• At this location in IAS official documentation is described how a S-user who belongs to the same customer ID can check the IAS tenants and the corresponding tenant administrators there: Viewing Assigned Tenants and Administrators
6. 4 . I am the administrator for IAS, how can I add a second administrator?

   Answer:

   For adding an additional administrator to IAS, please follow the steps described in the IAS documentation: Managing Administrators.

   You may also refer to the following KBA: How to add Administrators to Identity Authentication tenants.

5. What will happen to the IAS tenant If i descope BPA in all the tenants?

Nothing will happen to the IAS tenant.

In case you want to terminate the IAS tenant, refer to the KBA 3014449 - When the Identity Authentication tenant will be deleted


6. How to delete or terminate an IAS tenant?

we cannot delete them, because the other IAS tenants you have are from type additional and they cannot exist without default IAS tenants.

In case of such request, refer to the KBA 3014449 - When the Identity Authentication tenant will be deleted


7. How the IAS tenant assignment works?

Identity Authentication provides one productive and one test tenant per customer, regardless of the number of contracts signed in which Identity Authentication is included or bundled.


Refer to the documentation: https://help.sap.com/docs/IDENTITY_AUTHENTICATION/6d6d63354d1242d185ab4830fc04feb1/93160ebd2dcb40e98aadcbb9a970f2b9.html?locale=en-US


8. How the IAS tenants are assigned, when BPA is scoped in Test and productive tenants of ByD?

The purpose of test applications and test IAS tenant is to test scenarios, and if you feel it is ready, you can do the same configuration for productive tenant for productive users.

You cannot connect test application to productive IAS tenant since it would be data inconsistency. I recommend you to use your test environments for testing purposes and productiva environment for productive usage (2 tier model).

If you don't have access to the tenant, the best approach is to add a new administrator defined by you, so that you can use the tenant.

9. How to Find the Identity Authentication / Identity Provisioning Tenant Administrator Information or Tenant URL?

Refer KBA 3035908 - How to Find the Identity Authentication / Identity Provisioning Tenant Administrator Information or Tenant URL?

BOT Specific KBAs:

1. Frequently Asked Question: BPA Bot "Business Document Extraction From Email"

3210095 - Frequently Asked Question: BPA Bot "Business Document Extraction From Email"

2. Frequently Asked Question: BPA Bot "Automated supplier invoice upload (1R1)"

3302409 - Frequently Asked Question: BPA Bot "Automated supplier invoice upload (1R1)"

3. Scenario:

You are using BPA process for supplier invoice scanning & you have multiple users in the BPA tenant , each have its own Agent assigned.For Example When you runs the trigger for supplier invoice scanning  the system picks the agent of other user not associated to the desktop ( Document Extraction from Mail or Automated Supplier Invoice Upload) & the job is getting failed.

Answer:

Agent attributes allow you to filter down your agents and make sure that a specific agent executes the job of your choice.

Kindly refer below documentation:

https://help.sap.com/docs/build-process-automation/sap-build-process-automation/agent-attributes

KBA , AP-ML-RPA-PRV , ByDesign - Robotics process Automation - Tenant Provisioning , Problem

SAP Business ByDesign all versions