Process Recorder

The Process Recorder is Heptora’s revolutionary tool that allows you to create automations by simply performing the work manually. Just like training a new employee, the system observes and learns from your actions to convert them into automatable processes.

Overview

The Process Recorder eliminates the technical barrier to automation. You no longer need to program or describe step-by-step what you want to automate. Simply do the work once while the system records, and Heptora will automatically convert those actions into a reusable process.

Key Concept: “Digital Worker Onboarding”

Think of the Process Recorder like training a new employee. Just as you would show a colleague how to do a task by executing it while they observe, the Recorder learns by watching how you work.

Why Use the Process Recorder?

• 🚀 No Programming Required: No technical knowledge or development skills needed
• ⚡ Speed: Create automations in minutes, not hours or days
• 📚 Knowledge Capture: Document tacit knowledge from your experts
• ✏️ Editable: Refine and optimize the recorded process according to your needs
• 🎯 Precision: Captures every detail of your actual workflow

How It Works

The Process Recorder follows a simple and intuitive workflow:

1. Start Recording

Activate the recorder from the Heptora interface. The system will enter capture mode and begin recording all your interactions.

Visual Status

While recording is active, you’ll see a visual indicator (typically a red recording icon) to remind you that the system is capturing your actions.

2. Perform the Process Manually

Execute the workflow exactly as you would in your daily work. The recorder captures:

Action Type	What’s Captured	Example
Mouse Interactions	Clicks, positions, movements	Click on “Save” button
Keyboard	Keys pressed, text entered	Type customer name
Applications	Windows opened, applications used	Switch between Excel and SAP
UI Elements	Buttons, fields, menus interacted with	Select option from dropdown
Timing	Pauses and durations between actions	Wait 2 seconds for loading

3. Intelligent Automatic Capture

The system doesn’t just record mechanical actions, it also understands context:

• Element recognition: Identifies buttons, fields, and controls by their properties, not just position
• Dynamic data: Distinguishes between fixed values and data that will vary in each execution
• Conditionals: Detects decisions you make based on what you see on screen
• Loops: Identifies repetitive patterns in your actions

Recorder Intelligence

If you click a “Submit” button, the recorder doesn’t just save the click coordinates. It identifies that it’s the specific “Submit” button, so it works even if the window is in a different position next time.

4. Stop and Generate

When you finish the process:

1. Stop the recording
2. The system will process the captured actions
3. Automatically generate an editable workflow
4. You can review, refine, and save the process

Key Benefits

For Business Users

• Autonomy: Create your own automations without depending on IT
• Speed: Prototype and test automation ideas instantly
• Control: Maintain control over your processes and workflows
• Knowledge: Document “how things are done” in a practical way

For Technical Teams

• Solid Foundation: Use recordings as a starting point for more complex automations
• Automatic Documentation: Generate visual process documentation
• Knowledge Transfer: Capture expertise from key users
• Rapid Prototyping: Validate ideas before investing time in development

For the Organization

• Scalability: Democratizes automation creation
• Knowledge Retention: Capture processes before key employees leave
• Standardization: Document and replicate best practices
• Fast ROI: Drastically reduces implementation time

Use Cases

1. Documentation of Existing Processes

Scenario: You have an expert who executes a complex process but it’s not documented.

Solution with Process Recorder:

1. The expert executes the process while the recorder captures
2. The system automatically generates step-by-step documentation
3. Others can learn by reviewing and executing the recorded process
4. The process is captured before the expert leaves the organization

Benefit: Captures tacit knowledge that would otherwise be lost.

2. Knowledge Transfer

Scenario: You need to train new employees on specific processes.

Solution with Process Recorder:

1. Record the process execution by an expert
2. New employees can view the recording
3. They can practice executing the automated process step by step
4. The process serves as permanent training material

Benefit: Reduces onboarding time from weeks to days.

3. Rapid Automation Prototyping

Scenario: You want to validate if a process is automatable before investing resources.

Solution with Process Recorder:

1. Record the process manually
2. Run the generated automation to test feasibility
3. Identify problem points or steps requiring human intervention
4. Iteratively refine until achieving the desired automation

Benefit: Reduces the risk of failed automation projects.

4. Training New Processes

Scenario: You’re implementing a new system or process in the organization.

Solution with Process Recorder:

1. Record the correct execution of the new process
2. Share the automation as a reference
3. Users can execute it in guided mode
4. Create variations for different scenarios

Benefit: Accelerates adoption of new systems and reduces errors.

5. Process Optimization

Scenario: You suspect a process could be more efficient but don’t know exactly how.

Solution with Process Recorder:

1. Record how different people execute the same process
2. Compare recordings to identify variations
3. Identify the most efficient path
4. Standardize using the best version as a base

Benefit: Continuous improvement based on actual execution data.

Step-by-Step Guide

Preparation Before Recording

Before starting a recording, make sure to:

1. Have the process clear: Know exactly what steps you’ll perform
2. Prepare the data: Have the test data you’ll use ready
3. Clean the environment: Close unnecessary windows that might cause distractions
4. Test manually: Execute the process at least once to ensure it works
5. Plan variable data: Identify which values will change in each execution

Important

During recording, avoid unnecessary actions like checking emails or browsing unrelated sites. Everything you do will be captured.

Step 1: Start the Recorder

1. Open the Heptora web platform
2. Navigate to the “Processes” section
3. Click on “New Process”
4. Select “Record Process”
5. Assign a descriptive name to the process
6. Click “Start Recording”

Component Download

The first time you use the recorder, you may need to download an additional component. Follow the on-screen instructions.

Step 2: Execute the Process

With recording active:

1. Go slowly: There’s no rush, the system captures everything
2. Be deliberate: Every action counts
3. Use keyboard when possible: Keyboard inputs are captured better than copy/paste
4. Wait for loads: Ensure pages and windows load completely
5. Navigate linearly: Avoid going back and correcting errors

Typical Flow Example:

1. Open SAP application
2. Enter credentials (username/password)
3. Navigate to sales module
4. Click on "New order"
5. Complete customer form
6. Add products to order
7. Calculate total
8. Save order
9. Note generated order number

Best Practice

If you make a mistake during recording, don’t try to correct it. It’s better to stop the recording and start over. This will result in a cleaner process.

Step 3: Stop Recording

When you’ve completed all steps:

1. Click on the recording indicator
2. Select “Stop Recording”
3. Wait while the system processes the actions (may take a few seconds)
4. Review the summary of captured actions

Step 4: Review and Refine

After recording:

1. Review the sequence: The system will show all captured steps
2. Identify variables: Mark fields that will have different values in each execution
3. Add descriptions: Add context to complex steps
4. Remove unnecessary steps: Delete accidental or redundant actions
5. Add validations: Define what constitutes success or failure

Editing Panel:

• Timeline view of all actions
• Properties of each step
• Options to add conditionals
• Variable and parameter configuration

Non-Destructive Editing

All edits you make don’t affect the original recording. You can always go back if something doesn’t work as expected.

Step 5: Test the Process

Before using in production:

1. Click “Run Test”
2. Provide test values for variables
3. Observe the automated execution
4. Verify the result is correct
5. Adjust and retest as necessary

Critical Validation

Always test with different data sets to ensure the process works in different scenarios.

Step 6: Save and Deploy

When you’re satisfied with the result:

1. Click “Save Process”
2. Assign execution permissions
3. Configure the trigger (manual, scheduled, or event-based)
4. Optionally, assign to a specific robot
5. Click “Activate”

Your automated process is ready to use!

Best Practices

During Recording

✅ Do

• Use keyboard shortcuts when available
• Wait for elements to be fully loaded before interacting
• Use tabs instead of multiple windows when possible
• Type instead of copy/paste for better capture
• Include visual checks (e.g., wait for a success message to appear)

❌ Avoid

• Fast or erratic mouse movements
• Minimizing/maximizing windows unnecessarily
• Switching between applications without reason
• Performing actions in parallel (e.g., clicking while something is loading)
• Using custom shortcuts that might not be in other environments

Process Design

Modularity Principle

Divide complex processes into smaller modules:

❌ Monolithic Process:
   "Complete Purchase Order Management"

✅ Modular Processes:
   1. "Login to Purchasing System"
   2. "Supplier Search"
   3. "Order Creation"
   4. "Order Approval"
   5. "Notification Sending"

Advantages:

• Module reusability
• Easier to maintain
• Simplified debugging
• Allows flexible composition

Error Handling

Plan what to do when something goes wrong:

1. Capture error scenarios: Record what to do if an error message appears
2. Define retries: How many times should it try before failing?
3. Notifications: Who should be notified if the process fails?
4. Rollback: Are there actions that should be undone if something fails?

Robustness

A good automated process not only works when everything goes well, but also elegantly handles exceptional cases.

Parameterization

Identify what should be configurable:

Data Type	When to Parameterize	Example
Credentials	Always	Username, password (use secrets)
Input Data	Each execution	Customer number, date
Configuration	By environment	URLs, file paths
Thresholds	Business logic	Approval limits, timeouts

Documentation

Document your recorded process:

1. Purpose: What does this process do and why does it exist?
2. Prerequisites: What must be in place before executing?
3. Input data: What information is needed?
4. Expected output: What does the process produce?
5. Frequency: How often should it execute?
6. Known exceptions: What situations require manual intervention?

Automatic Documentation

The Process Recorder automatically generates basic documentation, but adding business context makes it much more valuable.

Limitations and Considerations

Technical Limitations

The Process Recorder has some limitations you should know:

Unsupported Technologies

• Applications with anti-automation protection (some banking sites)
• Complex custom controls that don’t follow UI standards
• Applications requiring client certificates
• Systems with hardware-based multi-factor authentication

Complex Contexts

• Decisions based on human judgment: The recorder captures actions, not reasoning
• Complex visual validations: Interpreting graphics or images is limited
• Processes requiring creativity: Writing unique content, design, etc.
• Highly dynamic interactions: Interfaces that constantly change their structure

Performance Considerations

Recording Speed

• Recording can capture actions faster or slower than you execute them
• The automated process may execute at a different speed
• Configure appropriate wait times to avoid failures

Resource Consumption

• Recordings of very long processes generate large files
• Processes with many UI interactions may consume more CPU during execution
• Consider dividing extensive processes into multiple sessions

Security and Privacy

Sensitive Data

Be careful when recording processes involving sensitive data:

• Passwords: Use Heptora’s secrets management, don’t type them during recording
• Personal data: Use fictitious test data when possible
• Confidential information: Ensure recordings have appropriate permissions

Security Recommendations

1. Use test environments when recording processes for the first time
2. Review the recording before sharing to remove sensitive information
3. Configure permissions appropriately for who can view/execute the process
4. Don’t record credentials: Use secret variables for sensitive information
5. Audit executions: Review logs to detect inappropriate uses

Maintainability

Recorded processes require maintenance:

Application Changes

• UI updates: If the application changes its interface, the process may need updating
• New versions: Changes in functionality may break the process
• Moved elements: If buttons or menus change position

Maintenance Strategies

1. Regular testing: Run processes periodically to detect issues
2. Versioning: Keep process versions to be able to roll back if necessary
3. Change documentation: Record what modifications you make and why
4. Monitoring: Configure alerts for failures in critical processes

Proactive Maintenance

It’s better to detect a broken process in a test environment than discover it in production. Schedule regular validation runs.

Troubleshooting

The Recorder Won’t Start

Possible causes:

• Heptora Robot is not running
• Recording component is not installed
• Insufficient system permissions

Solution:

1. Verify the robot is active in the system tray
2. Reinstall the recording component from the Heptora web
3. Run the robot with administrator permissions (if necessary)
4. Check firewall/antivirus in case it’s blocking the component

Actions Are Not Captured Correctly

Possible causes:

• Actions too fast for the recorder to detect
• Application uses non-standard technology
• Interference from other applications

Solution:

1. Slow down execution during recording
2. Explicitly wait for elements to appear before interacting
3. Close applications that might interfere (clipboard managers, etc.)
4. Verify the application is compatible with Heptora

The Recorded Process Fails When Executed

Possible causes:

• Input data different from recording
• Insufficient wait times
• UI elements in different positions
• Different initial application state

Solution:

1. Run the process in debug mode to see exactly where it fails
2. Increase wait times in steps involving data loading
3. Use more robust element selectors (by ID instead of position)
4. Ensure the initial state is the same (e.g., close previous sessions)
5. Review execution logs for specific error details

The Recording Is Too Long or Complex

Possible causes:

• Process with too many steps
• Includes unnecessary actions
• Not optimized

Solution:

1. Divide the process into multiple modular recordings
2. Remove redundant or accidental steps
3. Use keyboard shortcuts instead of menu navigation
4. Plan the flow better before recording
5. Consider if some parts can be done with API instead of UI

Performance Issues During Execution

Possible causes:

• Process too resource-intensive
• Multiple processes running simultaneously
• Insufficient hardware

Solution:

1. Optimize the process by removing unnecessary steps
2. Schedule executions during off-peak hours
3. Distribute processes across multiple robots
4. Consider hardware upgrades if it’s a constant bottleneck

Need more help?

If this guide didn’t solve your problem or you found an error in the documentation:

• Technical support: help@heptora.com
• Clearly describe the problem you encountered
• Include screenshots if possible
• Indicate which documentation steps you followed

Our support team will help you resolve any issue.

Related Resources

• Secrets Management - How to protect credentials in your recorded processes
• Robot Installation - Complete robot installation guide
• Variables and Parameters - How to parameterize processes (coming soon)
• Automation Best Practices - Guides for effective automations (coming soon)
• Hybrid Architecture - Understand how the cloud-local model works (coming soon)