How do you maintain automated process documentation?

In an odd way, the reason you document automated processes is the same reason you save an important email chain. It provides you context, clarity and a benchmark to compare against. There’s so many acronyms for the different documents in any automation lifecycle (PDD, SDD, BRD, TRD the list goes on)…the point of making any of them is to have a benchmark you can compare against in 12 months time and say “ohh…this is why we automated that process” I can’t tell you how many times I’ve worked with programs that have been around a couple years, and when asked they legitimately have NO IDEA WHY they automated certain processes. Documentation helps in providing that clarity around the WHY amongst other things (ie accountability).

Something people don't like to hear, but they have to, is that bots are prone to fail. This is not necessarily a problem connected with the design or how it is has been built, but also with the environment and systems around it. Failing to document properly not only the functional and technical definition of the process but also the configuration and the expected behaviour in the system is key to being efficient with the process maintenance. Increasing the cost of maintenance could potentially ruin the ROI of the solution, not saying the impact the operations and business outcomes. We can't avoid maintenance, but we can reduce effort and cost on it by keeping tidy, organized and updated the process documentation.

Automated processes ensure that certain tasks are completed on time and in a consistent way. Manual processes are, understandably, prone to human error. Consistency is key, as once a process is automated, it will be performed exactly that way every single time -- and when bugs are discovered, the process can be improved; And again, those improvements will then be applied every single time. (No chance of a bad night's sleep leading to a step being accidentally skipped!) Given that the automated process will do exactly the same thing every single time (right or wrong), it's critical to have those steps documented. This allows the humans to review and improve that process. Otherwise, it turns into a mystery of what is actually happening.

Documenting automated processes is mapping your project's DNA, far beyond mere record-keeping. It's about clarity and seamless communication. This crucial documentation outlines the what, why, and how, serving as a comprehensive guide for your team, clients, and auditors. It sets standards for every step—development, testing, deployment, and maintenance—ensuring uniformity. It's also a tracking tool for progress and issues, a testament to compliance and transparency, and a catalyst for team collaboration and knowledge sharing. Essentially, it's your playbook for streamlined operations and cohesive teamwork, making it indispensable.

Documenting your automated processes is like keeping a diary of a garden you're growing. Just as you'd write down when you planted the seeds, how often you water them, and how much they've grown, documenting automation keeps track of what you've done and how well it's working. This way, everyone knows what's growing well and what might need more care, just like sharing a garden diary helps others learn from what you've done. Plus, it's like showing that you're gardening by the book, following all the rules to keep your garden healthy and thriving.

To document automated processes effectively, start by outlining the process flow, including inputs, outputs, decision points, and dependencies. Use clear and concise language, diagrams, screenshots, or videos to illustrate key steps and configurations. Organize the documentation logically and include relevant metadata such as version control, authorship, and timestamps.

When documenting an automated process, it's critical to understand the audience of the documentation. Odds are, it is not the developer of the automation, but rather, the business user who needs to oversee the overall process. It's critical for them to know the steps and operations that are taking place, regardless of their actual implementation. Given that, focus on inputs and outputs of each step, along with the operations being performed, and less on the code and software.

Automation Process Documents should include the following aspects - Process Flow - Process Application details (Owners, Documentation, Access - Technical components required - Developers and Designer contact information

First, list what you need (objectives). Then, write the steps (processes), noting any special tricks (software used). Record problems you face (challenges) and how you fix them (solutions). Keep it clear and share with your team so everyone can follow it easily.

Automating documentation can be done in a number of ways to reduce the human time and effort involved. This can include using AI tools like PlaybookWriter.com to convert summaries of automations into consistent step-by-step documentation of those automations. This can also include reminders and check-ins on documentation, so that while still requiring a human to be involved, it ensure that the documentation remains a priority.

Automating documentation can be achieved by integrating documentation tools or plugins with the automation platform or script. This may involve capturing execution logs, recording configuration settings, generating reports or summaries automatically, and linking documentation to the underlying code or workflows. Utilize scripting or programming languages to extract relevant information and populate documentation templates dynamically.

There are tools that depend on user recording to document processes; once recorded, a process flow is generated in multiple formats (PDF, Visio, XML Code, etc). The generated Files can be used as a source of truth for process flow and can be partially updated to reflect any changes in the process.

Documentation can be optimized to some degree with images and videos, but the most critical component is always the text. Images and video cannot be an excuse to not write the actual text of the documentation. Text can be searched and skimmed. Images and videos, not so much.

Optimizing documentation involves ensuring its accuracy, completeness, relevance, and accessibility. Regularly review and update documentation to reflect changes in processes, configurations, or requirements. Incorporate feedback from users or stakeholders to improve clarity and usability. Leverage metadata, tagging, or search functionalities to enhance navigation and retrieval of information.

Keeping automation documentation up to date is essential to ensure that anyone can easily understand what the automation is doing. This not only facilitates understanding, but also allows areas for improvement to be identified. With clear and up-to-date documentation, teams can collaborate more effectively, identifying opportunities to optimize and improve automated processes.

Make it a requirement to update documentation whenever the process changes. The only thing worse than no documentation is documentation that is out of date.

Some of the most important technical documentation is found within the code itself. Ensure that the best practice of "self-documenting code" is followed. Don't worry about a variable with a very long name; that is better than a variable with too short a name whose meaning cannot be deciphered. Avoid magic numbers, use constants, don't hide implementation details in a single line, etc. And, whenever any snippet of logic cannot have its workings made obvious through these methods, include generous comments. Ensure these practices in any code committed, and you'll have the "how" perfectly documented and up-to-date at all times.

Updating documentation should be a proactive and systematic process. Establish clear procedures for capturing and incorporating changes to automated processes, such as version control mechanisms or change management workflows. Communicate updates to relevant stakeholders and provide training or support as needed. Regularly audit documentation to identify outdated or inaccurate information and prioritize updates accordingly.

No caso de usar power automate para seus RPAs. Podemos usar o próprio power automate para automatizar a geração e atualização da documentação. Eu particularmente gosto da documentação estruturada como uma base de dados. Sem arquivos word ou algo do tipo, tudo em uma grande tabela.

To maintain automated process documentation effectively, establish a procedure that includes regular updates and reviews, ensuring it reflects current operations. Incorporate best practices such as version control to track changes over time and role-based access to secure sensitive information. Engage both technical and operational teams in the documentation process for accuracy. Emphasize the importance of continuous documentation for training and troubleshooting. Lastly, leverage automation for documentation generation where feasible, but enrich it with human insights for better clarity and usefulness.