The Appian RPA console is the command center for your automation environment. This page describes how to complete common tasks within the console.

Open the Appian RPA console

When you log in to Appian, you're automatically logged in to Appian RPA. To access the Appian RPA console, navigate your browser to the following URL:

https://yoursite.example.com/rpa

You can also access the console through the Appian navigation menu.

Tabs in the console

You'll see additional tabs in the Appian RPA console. Each tab shows information about your Appian RPA environment and allows you to take actions, detailed below.

• Dashboard
• Users (Admins only)
• Robotic tasks
• Robots
• Schedule
• Monitoring
• Settings (Admins only)
• Statistics

Show or hide an information message

Required role: Administrator

If your Appian RPA environment is undergoing maintenance or may not be available at a certain time, administrators can create a message to display to all users when they open the console.

To show or hide an information message:

1. Go to the Robotic tasks tab.
2. In the toolbar, click the Show/hide information message icon. The Information message window displays.
3. In the Information message box, enter the text of the message you want to show.
4. Click OK.

Enable or disable robotic task execution

Required role: Developer or Administrator

Similarly, when performing maintenance, administrators can temporarily disable execution of all robotic tasks in Appian RPA.

To enable or disable the execution of robotic tasks:

1. Go to the Robotic tasks tab.
2. In the toolbar, click the Enable/disable execution of robotic tasks icon. The State change page displays.
3. In the Custom additional message box, enter the text of the message you want to show.
4. Click OK.

Create a robotic task

You can create a robotic task in the Appian RPA console from multiple tabs, including the Dashboard and the Robotic tasks tab. To get started, click the Create robotic task icon in the toolbar.

See Create a Robotic Task for more detailed instructions.

Import a robotic task

You may want to import a robotic task from another environment, either during development or as part of your deployment operations. Click the Import robotic task icon in the toolbar.

See Import a robotic task for more detailed instructions.

Configure a robotic task

Once you create a robotic task, you need to configure the actions it takes, the order it should follow, and how data flows into and out of it. All of these details are determined in the robotic task configuration. You can access the robotic task configuration page by clicking the Configure icon wherever it appears for the robotic task, usually in lists or in the toolbar menu.

See Configure a Robotic Task for more detailed instructions.

Manage robots

A robot is a digital worker that's made up of two parts: a host machine and an agent. A robot needs a workspace, just like a human worker does. The host machine is the environment in which the digital worker completes robotic tasks. The host machine can be a physical machine, such as a separate computer, or a virtual machine on a cloud server.

Multiple robots may exist on one host machine. You add, manage, and remove robots through the Appian RPA console on the Robots tab.

See Robots for more detailed instructions.

Execute a robotic task

You can start a new execution multiple places in the console. For example, to start an execution from the robotic task configuration page, click the Execute icon in the toolbar:

See Ways to Execute a Robotic Task for more information and additional execution options.

Configure repositories

Required role: Administrator

The Repositories screen on the Robotic tasks tab allows you to manage the Maven repositories that robotic tasks use. During execution, the robotic task needs to download dependencies from these Maven repositories to successfully execute on the robot.

To get started, click the Repositories icon in the toolbar:

The List of repositories shows all repositories you've defined in the console. The list includes the following columns:

• Order: Repositories are listed in the order their dependencies will be resolved. If the dependency is not found in the first repository, Appian RPA looks for it in the next repository in the list. You can change the order using the arrow icons.
• URL: web address of the repository
• User: username to authenticate with the repository
• Password: password to authenticate with the repository (masked for security)
• Actions: gives you the option to delete the repository

To add a repository:

1. Go to the Repositories editor.
2. Enter the URL, User, and Password to authenticate with the repository.
3. Click Save to save the information and add the repository to the list.

To update the order in which Appian resolves repository dependencies:

1. In the List of repositories, find the repository entry you want to update.
2. In the Order column, click Up or Down to move the entry.

To delete a repository:

1. In the List of repositories, find the repository entry you want to delete.
2. Click Delete repository in the Actions column.

Manage user settings

Required role: Administrator

Many different people support the development and management of robotic tasks. The Users tab in the Appian RPA console is where administrators can view user information and manage permissions. Administrators responsible for controlling access and privileges should understand how roles impact an individual's access to capabilities within the Appian RPA console.

Your permissions within the Appian RPA console are determined by your role in Appian. If you're an Appian Administrator, you'll have administrator privileges in the Appian RPA console. Similarly, if you're an Appian Developer, you'll have a developer role in the console.

A user account is created the first time a user accesses the Appian RPA console. Appian shares user's account information such as username and password with Appian RPA. When you log in or out of Appian RPA, you're also logged in or out of Appian. The same applies to changing user information or deactivating users in Appian.

On the Users tab, you'll see a read-only list of all users with access to the Appian RPA console. You can't make any changes to user accounts (such as usernames and passwords) within the console. Instead, you'll need to edit user accounts within the Appian Admin console or Appian Designer.

RPA roles

A user's role determines what they can see and do in the Appian RPA console. The three roles include:

• Administrator: Administrators have access to every screen in the console and can modify all permissions. Administrators can also create new robotic tasks and have access to every setting available in the robotic task configuration. Users with this role can set up and run all available robotic tasks.
• Developer: Developers can build robotic tasks in the console, including modifying permissions for the robotic tasks and robots for which they have permissions. Developers have full access to the settings in the robotic task configuration. However, this role can't grant permissions to users or change some console settings for things like repositories.
• Operations Manager: Operations managers have limited access and actions in the Appian RPA console. This user type can't create or edit robotic tasks, users, or robots. Instead, operations managers can execute robotic tasks, monitor the execution, and view results. This role serves as operational support through routine troubleshooting.

Role mapping

A user's Appian system group membership determines their role in Appian RPA. Administrators can change a user's role by changing group membership in Appian.

Appian system group	Appian RPA role
Designer	Developer (ROLE_DEVELOPER)
RPA Operations Managers	Operations Manager (ROLE_USER)

Appian users whose profiles are set to System Administrator are granted administrator rights in Appian RPA.

Common responsibilities

The Appian RPA console has multiple tabs where users can view or interact with robotic tasks, robots, and executions. As automation grows to be an integrated part of your business, you'll need to consider who will fill the critical roles with access to Appian RPA. Use the table below to determine which role fits best for common use cases. Check out specific permissions for a deeper dive into each role's abilities.

Responsibilities	Ideal role
Investigate why a robotic task execution failed	Operations manager
Execute a configured robotic task	Operations manager
View results of a robotic task execution	Operations manager
Schedule robotic tasks	Operations manager
Load work items into queues	Operations manager
Build robotic tasks	Developer
Assign permission tags to robotic tasks and robots	Developer
Assign permission tags to robotic tasks, robots, and users	Administrator
Enable or disable a user's access to Appian RPA	Administrator
Add a new robot and install the agent	Administrator
Change or add a code repository associated with the console	Administrator
Enable or disable all robotic tasks in the console	Administrator

Specific permissions

This table provides a high-level reference for who can see and do what on each tab. Permissions-based means that role can only see items for which they have permissions. For example, a developer who navigates to the Robots tab can only see the robots that have the same permissions as them. Learn more about permissions in Appian RPA.

	Operations Manager	Developer	Administrator
Users Tab	Visibility: None	Visibility: None	Visibility: Full Available actions: View list of users and grant permissions
Robotic tasks Tab	Visibility: Permissions-based Available actions: Execute robotic tasks with screenshot capture, step-by-step execution details, deferred execution, and enable video recording; manage credentials; monitor executions, including viewing workflows, screenshots, and exceptions; view removed robotic tasks	Visibility: Permissions-based Available actions: Same as Operations Manager, plus configure robotic tasks; grant permissions; create a robotic task; launch Documenter; view, create, edit, and delete libraries and credentials; upload robotic task configurations; access support files; download Configurator	Visibility: Full Available actions: Same actions as Developer, plus enable/disable all robotic tasks; view, create, edit, and delete repositories; no permissions needed
Robots Tab	Visibility: Permissions-based Available actions: Schedule executions and reports; Use remote viewer to monitor robot usage in real time	Visibility: Permissions-based Available actions: Edit and rename robots; grant permissions to a robot; download and install agents	Visibility: Full Available actions: Same as Operations Manager and Developer, plus remove robots. No permissions needed.
Schedule Tab	Visibility: Permissions-based Available actions: Create, edit, and view scheduled executions; download reports	Visibility: Permissions-based Available actions: Same as Operations Manager	Visibility: Full Available actions: Same as Operations Manager; no permissions needed
Monitoring Tab	Visibility: Permissions-based Available actions: Create, edit, and remove actions; create and manage queues and queue items	Visibility: Permissions-based Available actions: View list of events; view list of queues; execute associated robotic tasks; manage permissions; remove queues; and download result files.	Visibility: Full Available actions: Same as Developer; no permissions needed
Settings Tab	Visibility: None	Visibility: None	Visibility: Full Available actions: Manage configuration, maintenance, and session details
Statistics Tab	Visibility: Permissions-based Available actions: Search for and view details regarding executions, work item results, and queues	Visibility: Permissions-based Available actions: Same as Operations Manager	Visibility: Full Available actions: Same as Operations Manager; no permissions needed

Service accounts

To pass data and execute actions in a robotic task, you'll need to set up a service account. The Appian RPA connected system and HTTP connected system objects use a service account to authenticate using an API key. Appian RPA calls back to Appian to lookup the username for that API key in order to authenticate the request. This connection is essential to using robotic tasks in your application, so we suggest establishing the connection early on in your development process.

More on service accounts

Appian services

The Appian Services module can be used in robotic tasks to query info about Appian design objects and execute them. The actions execute via internal servlets using authorization tokens that aren't exposed. The module also communicates the username of the person executing the robotic task back to Appian. When the robotic task is in design, the username sent to Appian is that of the user who's currently logged into Appian RPA. When the robotic task is executed, Appian RPA sends the username of the person who initiated the task.

The username varies based on how the robotic task was started.

• If started in the interface, the currently logged in username is sent to Appian.
• If started through an integration, the name of the service account is sent to Appian.
• If started by a schedule, the name of the person who last modified the schedule is sent to Appian.
• If started through another robotic task, the name of the person to initiate the first robotic task is sent to Appian.

Permission tags

Appian RPA robots, robotic tasks, queues, and credentials are secured using permission tags. This is a different security mechanism than you'll use for design objects.

Learn more about securing robotic tasks and other design objects.

Filter and export lists

You'll see many lists in the Appian RPA console: robotic tasks, executions, robots, libraries, and repositories, just to name a few. Some of these lists contain valuable information and can be quite long.

To help you use this information outside of the console, you can filter the lists to show information you're interested in. Then, you can export the list to access the information in your chosen file format.

Export icons appear at the bottom of most lists, along with pagination options:

To filter a list:

1. Go to the list you're interested in.
2. Type a search term in the Filter field.
3. Press Enter. The list shows entries with matching results.

To export a list:

1. Go to the list you're interested in and apply any filters you'd like.
2. At the bottom of the list, click one of the two icons: Copy to clipboard and Export to CSV.
3. If you choose to export a CSV file, it will download to your computer.

Create a view

You can set up views for preset filters on the lists you usually work with. Each user can create views according to their needs. Appian RPA remembers the last selected view for each user and list.

To add a view:

1. Go to the list where you want to create a view.
2. Next to the list title, click the additional options icon.
3. Click Add.
4. Type a name for the view.
5. Enter the regular expression to use. By default, the checkbox Use simple expression is marked. If unchecked, you can use regular expressions for more complex filtering matching the pattern you specify.
6. Click OK to save the view. The new view appears as an option next to the default view (All).

View execution details

On the Dashboard, you'll see the list of robotic tasks that are currently running or queued to run. This list is only available when there is at least one robotic task running.

Use any column to sort the list. By default, the list is sorted by execution priority. You'll see the following information in the list:

• Robotic task: The robotic task's name.
• Priority (P): The robotic task's priority. You can set the priority level when you create a new robotic task.
• Description: The execution's description.
• Robot: The robot associated with the execution.
• Execution: The execution's unique identifier.
• Start: Date and time when the execution began or is scheduled to begin.

You can also see the execution's progress in this list. Use the pause button to pause a robotic task or the stop button to end it.

View the execution log

With the execution log, you can follow the robotic task's progress through its workflow. The log shows its activity, informational messages, exceptions, and errors. Developers can code robotic tasks so they display information in the execution log at certain points in the execution.

Learn more about how to read the execution log.

Access log files

Under Settings > Maintenance, you can view log files generated either by the console, the server, or the robots.

The page includes a list of all log trace files stored on the server. To download a file, click Download file in the Actions column.

When the files are no longer needed, you can remove the selected files to save space on the server. To remove a tile, click Delete file in the Actions column.

Manage credentials

Credentials are a secure way to store usernames and passwords that robotic tasks might need to log in to external systems. You can use the Appian RPA console to store, reference, and update credentials.

In the toolbar on the Robotic tasks tab, click the Credentials icon to manage credentials:

Access to credentials is controlled through permissions. A robotic task must have at least one permission in common with the credentials it needs to use.

The List of credentials displays the credentials defined in the console, and allows you to perform different actions on them.

This list includes the following information:

• Application: The name of the application associated with the credentials.
• Username: Username value stored with the credential.
• Password: Password value stored with the credential (this will always appear as [PROTECTED] to ensure security).
• Active: Shows whether a credential is active.
• Use: How many times a specific credential is being used out of the maximum. Click the Update maximum use icon to limit to how many times the credential can be used at a single time by robotic task executions. A credential's use has no maximum limit unless you add one.
• Actions: Delete a credential or modify its permissions.
• Permissions: Permissions associated with the credential.

To create credentials:

1. Go to the Credentials editor.
2. Enter the Application, Username, Password, and Permissions for the credential. For more details on each of these components, see the list above.
3. Click Save.

To update credentials:

1. In the List of credentials, find the credential entry you want to update.
2. Click the Update password icon next to [PROTECTED] to update the password for a credential entry.

To delete credentials:

1. In the List of credentials, find the credential entry you want to delete.
2. Click Delete credential in the Actions column.

Learn how to use credentials in a low-code robotic task.

Manage workflow libraries

A workflow library is a small piece of custom code that provides generic functionality. Libraries are useful because they provide actions that can be reused in a robotic task's workflow or source code to perform certain operations. For example, a library could establish a VPN or proxy connection. Learn more about how libraries are used in robotic tasks.

View charts and reports

Appian RPA provides charts and reports to summarize information regarding executions and queue results.

Charts

You can access visualizations of data from multiple points in the Appian RPA console. Most commonly, you'll find the Charts icon in the toolbar when viewing details for a specific robotic task from the Robotic tasks tab.

The charts on this page summarize information for all executions for that robotic task: Total items processed, including the number of executions, count of items with OK and Warnings as the result, and the average Execution time.

You'll also find the Charts icon in the toolbar on the Dashboard. These charts show accumulated data for Processed work items, Accumulated execution time, and Execution hours, for all robotic tasks.

Reports

On the Download reports page under the Schedule tab, you can access reports that were generated inside the console. This page includes information on who requested the report, the task related to the report, how long it took to generate the report and when it started, and when the report expires.

When a report is in progress, it appears in the list but without an End or Duration. A report is available for download when all fields are filled:

In the Actions column, click Result to download the report or Remove to delete the report.

You can choose the availability of reports in the Customize menu of the User Settings menu.

In Customize > Download report, you can determine:

• Initial wait: value, in seconds, that an available report should wait before being shown in the Download reports page. Default is 0 seconds.
• Available until: value, in minutes, that a report will be available to download. Default is 60 minutes.

Manage actions and events

Under the Monitoring tab, you can manage actions and events in the Appian RPA console.

Actions are operational steps the console can take when certain criteria are met, using Events as the trigger. For example, you can configure the console to send an email to a person or group of people when a robotic task begins or ends.

To create a new action:

1. Go to the Actions page within the Monitoring tab.
2. Go to the Actions editor.
3. Choose from the following settings to configure the action as desired:
   • Action type: Choose the event to occur for this action:
     • CONTAINER_NODE_START: Start a robot container
     • CONTAINER_SELECTED_NODE_START: Start the selected robot container
     • CONTAINER_SELECTED_NODE_STOP: Stop the selected robot container
     • EMAIL: Send an email
     • EXECUTION_ROBOT_FAILURE:
     • NODE_RELAUNCH: Relaunch a robot
     • REMOVE_LOG_FILES: Remove log files older than a chosen number of days
     • ROBOT_LAUNCH: Execute a robotic task
     • TOGGLE_EXECUTION_ROBOT_FEATURE: Enable or disable the execution of all robotic tasks in the console
   • Action detail: Narrow the criteria for the action. The options in this list vary based on the Action type selected. For example, if you select CONTAINER_SELECTED_NODE_START for the Action type, specific robots are listed here. In this example, you can choose the robot to act upon. For some actions, you can select multiple options in the Action detail menu.
   • To event: The event that acts as a trigger for this action. Options are described in the table below.
   • Depending on: The condition that initiates the action. The options in this list vary based on the To event selected. For example, if you select NODE_OFFLINE for the To event, specific robots are listed here. In this example, you can choose the robot to initiate the action if it goes offline.

Events are used to launch actions, but they are also logged in the console so administrators have a comprehensive view of what actions occur and when.

The following table described each event that can be triggered within the console:

Event	Description
API_FILE_INVOKED	The FILE API is called. This method isn't recommended because it was developed specifically for legacy systems not supporting REST API. It is strongly recommended to use the REST API whenever is possible.
API_INVOKED	The main methods of the console's REST API are invoked.
BACKUP_END	The backup process of the console ends.
BACKUP_START	The backup process of the console starts.
COMMAND_ON_SESSION	A remote control command is received, either activating the microphone in the browser (only for Chrome) or using the mobile application.
CONSOLE_LIVE	The console is started.
CONSOLE_LOW_FREE_HARD_DISK_SPACE	The free disk space is under the threshold defined for the console in Settings > Configuration.
EXECUTION_NEEDLESS	An execution is self-removed after it ends.
EXECUTION_ROBOT_FEATURE_DISABLED	The execution of robotic tasks is disabled on the console.
EXECUTION_ROBOT_FEATURE_ENABLED	The execution of robotic tasks is enabled on the console.
FORGOT_CREDENTIALS	A user asks for an email to reset credentials.
LOGIN_FORM	A user logs into the console.
LOGIN_FAILURE	A login attempt to the console is unsuccessful.
LOGOUT	A user logs out of the console.
NODE_CONTAINER_START	A container is started.
NODE_CONTAINER_STOP	A container is stopped.
NODE_DISABLED	A robot is disabled.
NODE_ENABLED	A robot is enabled. It occurs when it connects to the console and shows as Enabled.
NODE_LIMIT_MEMORY	A robot has reached its maximum specified memory.
NODE_LOCKED	A robot is locked (a user needs to log in).
NODE_LOW_FREE_HARD_DISK_SPACE	The free disk space for the robot is under the threshold defined in Robot detail page.
NODE_OFFLINE	The console detects that a robot has gone offline.
NODE_ONLINE	A specific agent instance is successfully registered. The agent is started on a robot and connects to the console.
NODE_UNLOCKED	A robot has been unlocked.
REPORT_FINISHED	A report was generated and is available for download.
ROBOT_ABORTED	A robotic task execution is aborted.
ROBOT_END	A robotic task ends its execution.
ROBOT_EVENT	This event is specifically triggered by the robots through the platform API. It allows you to monitor specific situations notified by the robots to the platform.
ROBOT_EXECUTION_DISABLED	An attempt was made to run a robotic task whose execution is disabled on setup, or that is out of its execution schedule.
ROBOT_SCHEDULE	A robotic task is queued for execution.
ROBOT_SCHEDULE_WITHOUT_NODE	An execution has been queued for more than a specific amount of time without being executed.
ROBOT_START	A robotic task starts its execution.
SCHEDULE	This event is generated at a specific configured time, being able to associate any action.

View console configuration information

Required role: Administrator

To access Appian RPA customization and configuration, click Settings > Configuration in the left pane.

• Console license: This area shows read-only information about your environment.
• Customization: Customize the console with the following properties:
  • Language: Choose a language for the Appian RPA user interface: English or Spanish.
  • Identifier: Console identifier. This information is provided by Appian and is associated with the console license.
  • Instance: Instance name of the console. Just like the identifier, it is provided by Appian and is associated with the console license.
  • Console URL: URL to access the console.
• Restart configuration: configure console restart behavior with the following settings:
  • Restart: select SSH + command
  • Port: Port to establish the SSH connection
  • Username: Username for the SSH connection
  • Password: Password for the SSH connection
  • Command: Command to execute in the machine for the restart
• Security policies: This area allows you to configure settings that allow Appian to update web drivers and disable unclean robots on start up.
• SMTP Email configuration: This area allows you to adjust the email server settings used by Appian RPA. The platform uses SMTP to send emails.
  • Host: email server's URL
  • Port: access port (SMTP) to the email server
  • User: username to access the email server
  • Password: password to access the email server
  • From (email): address that appears on emails sent from the Appian RPA console
  • From (name): name that appears on emails sent from the Appian RPA console
  • Use TLS: enables the TLS security protocol for sent emails
  • Check email: email address to be used for testing these setting. Click Check to send the test email.
  • Send exceptions: choose whether to send an email every time an exception is thrown
  • Exceptions to (emails): email addresses to send trace logs of internal RPA console server errors. Note that errors that occur with robotic task executions are not included in this email. The field Send exceptions must be enabled. Separate multiple email addresses with commas.
• Default dashboard configuration: This area is no longer in use.

• Tools configuration: This area shows information for the tools connected to Appian RPA to develop and execute robotic tasks, such as Maven.

  The fields are populated with default information. Do not change these settings.

  

• Server trace configuration: The options in this area let you customize server logs that appear on the Maintenance page. Choose what type of information to include, as well as file sizes. Be mindful that that log files can consume a lot of disk space on the server. Configure the following options:
  • Application server: Minimum log level for the application server log system. Traces below this level will be ignored.
  • Appian RPA: Minimum log level for the Appian RPA log system. Traces below this level will be ignored.
  • Maximum file size: Maximum file size for a trace log. Once the maximum file size is reached, the file is archived. A new trace log file is created each time the maximum is reached.
  • # backup files: Maximum number of backup files to keep in the server. Once reached, older files are removed to make room for newer files.
  • File per robot: When enabled, additional log files are created for each robot configured in the console.
  • Only use specific: When enabled, log traces are only written in the log file of the specific robot.