Cooper Bots

NAVIGATION  Left navigation menu > Cooper > Cooper Bots

SECURITY  Master role

Cooper Bots is a powerful Business Process Automation engine that will orchestrate workflows and facilitate the automation of manual and repetitive tasks across your IT Complete stack. Available to all modules and users in your organization to enable and run as required, Cooper Bots will help you make better decisions based on intelligent alerts, recommendations, and prompts. Cooper Bots will not only help you automate workflows but also make your service delivery more efficient, saving valuable time and resources.

Overview

Benefits

Leverage this feature to do the following:

  • Create new and/or customize predefined Cooper Bots to match your real-world business process flows.
  • Configure triggers in one module to automate actions in other modules.
  • Schedule events and actions in one module to trigger automations in other modules.
  • Create a library of triggers and actionable bots that will be available for all modules in your IT Complete stack and for users in your organization to enable and run as required.

Examples

  • Automate running internet connectivity analysis when an end user creates a ticket about slow internet.
  • Automate password rotation in Active Directory in Network Glue when an end user creates a ticket about a forgotten password.

Prerequisite

Each module a user wishes to run Cooper Bots with must be connected to KaseyaOne. Refer to Integrate modules with KaseyaOne.

NOTE  Cooper Bot workflows involving Autotask and Datto RMM require that Autotask and Datto RMM are integrated. Refer to Autotask Integration in the Datto RMM Help system.

NOTE  Cooper Bot workflows involving Autotask and Network Glue require that Autotask and IT Glue are integrated. Refer to Integrating with Autotask in the IT Glue Help system. Network Glue must be subscribed to in IT Glue and connected to Active Directory. Refer to Enriching IT Glue Contacts with Active Directory user data.

Supported modules

Currently, the Cooper Bots feature is designed to work with Autotask, Datto RMM, and Network Glue. As modules are added over time, this list will be updated.

Understanding Cooper Bots activity

  • To view Cooper Bot workflow activity, click the clock icon (next to Add From Library) to open the Activity log.
  • The average time to complete a Cooper Bot workflow depends on the complexity of the workflow action. The average completion time for a Cooper Bot workflow is 20 minutes or less.
  • If a Cooper Bot workflow triggers and does not complete within 24 hours, its Run Status will be marked as Failed in the Activity log.
  • Completion of a Cooper Bot workflow prints a confirmation into the PSA ticket.

Native and custom Cooper Bots

KaseyaOne offers several built-in Cooper Bots you can find in the library. You can easily create your own Cooper Bots using these out-of-the-box workflows or build your own unique custom workflows. The purpose of building a Cooper Bot workflow is to have an event (trigger) initiate a sequence of steps (action or another event) that will be performed in the same or another module.

Options

  • Our built-in Cooper Bots are already defined and prepopulated with values. Extend and modify these workflows as required to suit your own business needs. Refer to Cooper Bots.
  • Create your own custom workflows from scratch that are unique to your organization, which you will have complete control over. Refer to Create a Cooper Bot with a custom workflow.

Workflow elements

The workflow elements you will define when creating a Cooper Bot are as follows:

Field Description Examples
Name The name of the Cooper Bot. Change the name of the Cooper Bot as required.

  • Example 1 - Name: 
    Disk Cleanup
  • Example 2 - Name: 
    Password Rotation
  • Example 3 - Name:
    Internet/Connectivity Diagnostic
Description The description of the Cooper Bot. Modify the description of the Cooper Bot as required.

  • Example 1 - Description for Disk Cleanup: 
    Cooper Bot will scan the device or network for large files that have not been accessed in the last 90 days and will offer to delete them. It can also add a note to the ticket so the technician can manually investigate these files.
  • Example 2 - Description for Password Rotation:
    Cooper Bot will offer to run the password rotation in Active Directory via Network Glue.
  • Example 3 - Description for Internet/Connectivity Diagnostic: 
    Cooper Bot will run a component to auto-run a speed test, check the wifi signal strength, run a trace route, and ping for packet loss, then it will add a note to the ticket.
Trigger

The trigger event (if there is one) for the workflow. A trigger is a specific event that initiates an automated workflow. Example triggers include a system alert, user action, or scheduled task.

Select a trigger event from the drop-down list. Triggers are listed in alphabetical order and grouped by module: [module]:[trigger].

  • Example 1 - Trigger for Disk Cleanup: 
    BMS: Ticket Created
  • Example 2 - Trigger for Password Rotation:
    BMS: Ticket Created
  • Example 3 - Trigger for Internet/Connectivity Diagnostic:
    Autotask: Ticket Created
Conditions The conditions (if there are any) for the workflow. The conditions must be true for the workflow action to be fulfilled. Specify the following: 

Field/Attribute: The particular field or attribute against which the condition will be checked.

Operator: Options include contains, is equal to, and is not equal to.

Value: Enter a value, which can be in text or numeric format.
  • Example 1 - Conditions for Disk Cleanup:
    Field/Attribute: Ticket description
    Operator: Contains
    Value: Low disk space
  • Example 2 - Conditions for Password Rotation:
    Field/Attribute: Ticket description
    Operator: Contains
    Value: Reset my password
  • Example 3 - Conditions for Internet/Connectivity Diagnostic:
    Field/Attribute: Ticket description
    Operator: Contains
    Value: Slow internet
Action The action (if there is one) for the workflow. An action is an automated response that the workflow performs when a trigger event is initiated.

Select an action from the drop-down list. Actions are listed in alphabetical order and grouped by module: [module]:[action].
  • Example 1 - Action for Disk Cleanup: 
    VSA: Run Agent Procedure
  • Example 2 - Action for Password Rotation: 
    Network Glue: Rotate Password
  • Example 3 - Action for Internet/Connectivity Diagnostic: 
    RMM: Run Component

How to...

Cooper Bot workflows selected from the library, a list of preconfigured workflow templates, can be modified as required before saving.

  1. From the left navigation menu, navigate to Cooper > Cooper Bots.
  2. Click Add From Library.
  3. Browse for a workflow template that suits your needs, and click Select.
  4. The populated workflow elements will load. Edit the fields as required.

    5. NOTE  If a library template is not fully populated, such as when a Datto RMM component exists in the ComStore but not in your Datto RMM account, an error will prevent you from saving the Cooper Bot. For more information about this error, refer to Cooper Bots library troubleshooting.

  5. Click Save.

The new Cooper Bot appears in the Cooper Bots list with the Active status.

Creating a custom workflow involves selecting a Trigger event and then defining what Action to take once the trigger is initiated. You can define more than one trigger/action scenario.

  1. From the left navigation menu, navigate to Cooper > Cooper Bots.
  2. Click Create and define the workflow: 
    • Enter a Name and Description for the new Cooper Bot.
    • Select a Trigger from the drop-down list.
    • Specify the Conditions for the workflow.
    • Select an Action event from the drop-down list and fill in the associated fields.

      • For more information on each of these fields and examples, refer to Cooper Bot workflow elements.

  3. Click Create.

The new Cooper Bot appears in the Cooper Bots list with the Active status.