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  1. Home
  2. Docs
  3. Bots
  4. Bot Administration
  5. Bots Management
  6. Bots Management Module

Bots Management Module

In the Bots Management module of the Bots Admin Console, you can deploy the bots created by your company developers in the Kore.ai Bot Builder tool. When the developer completes the bot, it can be published for approval and deployment by the Bots Admin in Bots Management module.

In this module, you can approve or reject custom bots sent for deployment approval, deploy some or all of the tasks defined for a bot, and then assign the deployed bot to users, or groups of users in your company for employees or managed users when the bot is defined for Enterprise Use, or for customers of your company when the bot is defined for Consumer Use.

Managing Builder Tool Access

In the Kore.ai Bots Admin Console, the Bots Admin must approve which enterprise users can access the Bot Builder tool. This topic describes how to access and manage user access to the Bot Builder tool.
On the Manage Builder Access page, you can view and approve pending Bot Builder users on the Pending Approvals tab, view and control approved Bot Builder users on the Approved tab, and view and approve Bot Builder users on the Wait List tab.

The following illustration is an example of the Manage Builder Access page in the Bots Management module.

Bot Management Module - Manage Builder Page

Deploying Bots

As the Bots Admin, you can manage which bots, and which users can use bots deployed in your company to employees or your consumers.

After a developer publishes a custom bot from the Kore.ai Bot Builder tool to the Enterprise page at the Kore.ai Bot Store, the bot is displayed on the Deployment Requests page. Bots are not available to any users in your company until you approve the bot, and then assign that bot to one or more managed company users, or customers for your company, depending on the bot deployment type defined as either for Enterprise use or Consumer use.

When a developer publishes a bot to the Enterprise page at the Kore.ai Bot Store, it is displayed on the Deployment Requests page in the Bots Admin Console as shown below.

If Bots are auto-approved by the Bots Admin in the Bots Management module Preferences page, when Bots are published by the developer, the Bots are immediately approved and deployed and are not displayed on the Deployment Requests page. For more information, see Bot Management Preferences.

Deployment Page Controls

When a bot is expanded on the Deployment Requests page, the following information and controls are displayed:

  • Bot Icon – The icon displayed to the end-user in the client to identify the bot in the Bot Store.
  • Bot Name – The name of the bot.
  • Tasks – number of tasks within the Bot
  • Version – The type of bot for deployment. One of:
    • New – A new bot that has never been deployed.
    • Upgrade – A previously deployed bot that was upgraded and ready to be deployed.
  • Purpose – The intended audience for the bot. One of:
    • Consumer Use – For enterprise customers and consumers.
    • Enterprise Use – For specified managed users of your enterprise.
  • Requested by – The name of the developer submitting the bot for approval.
  • Requested on – The date the developer submitted the bot for approval.
  • Reject/Publish icons

Deploying a Bot

After your developers create the custom Bots in the Kore.ai Bot Builder tool that you need for your company, your developers will publish the custom Bot to your company. To make the new custom Bot available to your company employees or customers for your company, you must approve the Bot, and then for enterprise users, you must assign users to enable that Bot to those assigned users.

To approve a bot

  1. On the Deployment Requests page in the Bots Management module, hover over the Bot you want to approve and click the ok icon.
  2. Optionally, click Bot review tasks pending for approval for this bot, if any.
  3. On selecting the Bot the Bot Publish page is displayed with the following additional information
    • Dialog Task details – names, language supported and version
    • Natural Language configuration
    • Channels enabled for publishing
    • API Extensions configured if any
    • Settings
    • Publish Comments entered by the developer
  4. Review and click the NEXT button. For Bots awaiting approval for Update, you will see the Publish button instead of Next.
  5. The Plan Selection dialog is displayed.
    NOTE: This flow has been introduced in ver 7.0 of the product.
  6. Select the plan as per your Bot needs.
  7. Clicking the Next button will direct you to the 3rd party payment dialog where you can make payments for the selected plan
  8. On successful payment, the Bot Approval: Success dialog is displayed.
  9. Click Continue. The Enterprise Bots or the Consumer Bots page is displayed, depending on the Deployment model type specified for the approved  Bot.

After a task is approved and deployed, the Bot is available to customers for Bots with deployment model set to Consumer use. However, the task is still not available to enterprise users until the Bots Admin assigns the task to users or groups on the Enterprise Bots page in the Bot Management module in the Bots Admin Console. For more information, see Managing Deployed Enterprise Bots or Managing Deployed Consumer Bots.

To reject a bot

You may decide not to approve a Bot for use by employees or customers of the company. To return the Bot to the developer for an update, you can reject the Bot. When you reject a bot, it is removed from the Deployments Request page, and in the Bot Builder tool, the status of the task is changed from Published to Configured. The developer can then make changes and re-publish the Bot for your approval.

  1. On the Deployment Requests page in the Bots Management module, hover over the Bot you want to reject to view the reject and publish icons.
  2. Optionally, click Bot Details to view the Bot details and click the Reject button.
  3. The Reject bot dialog is displayed.
  4. Select or clear the tasks that you want to reject, and then in the Provide a reason text field, enter the reason that you are rejecting the tasks.
  5. Click Reject.

The Bot rejected successfully message is displayed at the top of the page, and the Bot is removed from the Deployment Requests page.

The Bot rejected successfully message is displayed at the top of the page, and the Bot is removed from the Deployment Requests page.

Managing Deployed Enterprise Bots

On the Enterprise Bots page in the Bots Management module of the Bots Admin Console, you can manage deployed Bots and Bot tasks that are approved by the Bots Admin on the Deployment Requests page. Only approved Bots with the deployment model set to Enterprise are displayed on the Enterprise Bots page.
On the Enterprise Bots page, you can assign users, review and modify Bot settings such as channels and email settings, and manage approved tasks for the Bot. The following illustration is an example of the Enterprise Bots page in the Bots Management module.
BotsAdminEnterpriseBotsPage

Enterprise Bots Columns

The following list describes the columns displayed for each enterprise bot.

COLUMN DESCRIPTION
Bot Name Displays the name of the bot, created by the user.
Developer Displays the name of the developer that published this Bot.
Bot Type Displays the type of bot. One of:

  • Task Bot – A task bot enables the user to integrate an alert and an action task.
  • Alert Bot – An alert bot enables the user to integrate an alert task.
Channels Displays the channels where bot will send notifications for set actions and alerts. Following are the options.

  • Email
  • Twilio
  • Kore.ai
  • Facebook Messenger
  • Slack
  • Web / Mobile Client
  • Cisco Spark
  • Twitter
  • Skype
  • Cisco Tropo
  • Microsoft Teams
  • Facebook Workplace Channel

About the Action Bar

This section describes the commands available on the Action bar.

Using Sort By

A company can have a large number of bots to automate the numerous tasks. You can easily sort the bot list by Bot Name. By default, the last created bot is viewed at the top.
To sort the bots, in the Sort by drop-down list, select Bot Name to view the list of Bots in alphabetical order by name.
To remove the sorting, in the Sort by drop-down list, select None.

Using the Search Field

The list of entries in an admin console table can be very large depending on the size of your company, for example, a list of users or spaces. To find one or more specific users, groups, or spaces, in the Search field, enter at least three characters to begin find-as-you-type, or press return to start the search. For example, enter ra and any entries containing the letters ra are displayed as shown in the following illustration.

Note: The number of search terms in a search query is unlimited, however, no more than the first 20 characters of each search term is used to return search results.

searchra
To view all entries, clear the search field, and then press the Enter key.

Assigning Users to Bots

To enable users to access approved Bots, the Bots Admin must assign users to the Bot. Complete the steps in the following procedure to assign users to an approved Bot deployed with the deployment model set to Enterprise by the developer that created and defined the bot.

  1. On the Enterprise Bots page in the Bots Management module, click the Ellipses icon for the Bot that you want to assign users to, and then click Bot & Task Assignments. The Bot & task assignments dialog is displayed as shown in the following illustration.
    BotsAdminEnterpriseBotTaskAssign
  2. To disable the Bot for all users, click No assignments, otherwise, click Assign Bot’s Tasks. Approved tasks for the Bot are displayed. By default, tasks are not assigned to any users.
  3. Click the Expand BotsAdminExpandRight icon for the task that you want to assign users to. The < Task Name > dialog is displayed. Select one of:
    1. All managed users in your enterprise – All current managed users, and future users added as managed users will have access to this task for this Bot.
    2. Assign user groups – Click to open the Assign to groups dialog. Select the groups you want to add in the Group Name column, and then click Done. For more information, see.
    3. Assign individual users – Click to open the Assign to users dialog. Select the users you want to add in the Name column, and then click Done. For more information, see Selecting Users.
  4. Click Done.
  5. In the < Task Name > dialog, click Done.
  6. In the Bot assignment successful confirmation dialog, click Apply.

Managing Bot Settings

As the Bots Admin, you need to manage your deployed bots to your customers. In Bot Settings, you can view the deployment model type, add or remove channels that your customers can use to access your Bot, send email notifications for bot deployments, and if needed, send an email to the developer that published the Bot for approval, for example, to request a change to the Bot. Complete the steps in the following procedure to modify deployed and approved Bot settings.
On the Enterprise Bots page in the Bots Management module, click the Ellipses  icon for the Bot that you want to modify Bot Settings for, and then click Bot settings. The Bot settings dialog is displayed as shown in the following illustration.
BotsAdminBotEnterprisePageBotSettingsDialog
To manage Bot Settings

  1. Auto Approve – The Auto Approve dialog is displayed. For this Bot only, select or clear if the following Bot changes are automatically approved when published by the developer, and then click Done.
    1. New Channels – Automatically approve the Bot for channels are added.
    2. New Tasks – Automatically approve the Bot when new tasks are published.
    3. Channel Upgrades – Automatically approve the Bot when existing approved channels are upgraded.
    4. Task Upgrades – Automatically approve the Bot when existing tasks are upgraded.
  2. Deployment model – The Deployment Model dialog is displayed. View the deployment channel for the bot as either Consumer use for use by your enterprise consumers, or for Enterprise use for specified managed users of your enterprise, and then click Done. To change the deployment model, a developer must create and publish a new bot.
  3. Approved channels – The Approved Channels dialog is displayed. Select or clear one or more channels defined for this bot to be available to the users, and then click Done. At least one channel must be enabled to approve the bot.
  4. Select Notify assigned users via email if you want an email sent to each Bot user with a notification of this change.
  5. Click Email the bot developer ( < Developer Name > ) to open your default mail application to email a message to the Bot developer.
  6. Click Apply to save the changes.

Managing Bot Tasks

After you approve and deploy your Bots published in your account by a developer, you may decide to suspend or deploy a task published by the developer.

About Suspended Tasks

When you suspend a task in the Bots Admin console, the bot will not send alerts nor respond to action requests, and an alert is sent to all users configured for the task that the task is temporarily suspended. When the task is set back to Active, then an alert is sent to all users as well.
While a task is suspended, a developer can still access the task in Bot Builder and create and publish an upgrade, but the Bot task remains suspended until the Bots Admin explicitly changes the status back to Active.
Complete the steps in the following procedure to deploy or suspend tasks for an approved Bot.

  1. On the Enterprise Bots page in the Bots Management module, click the Ellipses icon for the Bot that you want to modify deployed tasks for, and then click Manage Bot tasks. The Manage Bot tasks dialog is displayed as shown in the following illustration.
    BotsAdminBotEnterprisePageManageBotTasksDialog
  2. In the Bot tasks field, click the Expand  icon to display the available and deployed tasks. The Bot tasks dialog is displayed as shown in the following example.
    BotsAdminBotEnterprisePageManageBotTasks2Dialog
  3. Select or clear the checkbox for the task to deploy or suspend the task, and then click Confirm.
  4. In the Manage bots tasks dialog, click Confirm.

The Bot status changed successfully message is displayed at the top of the page.

Managing Deployed Consumer Bots

On the Consumer Bots page in the Bots Management module of the Bots Admin Console, you can manage deployed Bots and Bot tasks that are approved by the Bots Admin on the Deployment Requests page. Only approved Bots with the deployment model set to Consumer are displayed on the Consumer Bots page. To manage approved Bots with the deployment model set Enterprise, see Managing Deployed Enterprise Bots.

The following illustration is an example of the Consumer Bots page in the Bots Management module.


On the Consumer Bots page, you can review and modify Bot settings such as channels and email settings, and manage approved tasks for the Bot.

Consumer Bots Columns

The following list describes the columns displayed for each consumer bot.

 

COLUMN DESCRIPTION
Bot Name Displays the name of the bot, created by the user.
Developer Displays the name of the developer that created or owns this Bot.
Bot Type Displays the type of bot. One of:

  • Task Bot – A task bot enables the user to integrate an alert and an action task.
  • Universal Bot – A universal bot is comprised of all tasks from two or more bots that act as one bot to the end-user.
Channels Displays the channels where bot will send notifications for set actions and alerts. Following are the options.

  • Email
  • Twilio
  • Kore.ai
  • Facebook Messenger
  • Slack
  • Web / Mobile Client
  • Cisco Spark
  • Twitter
  • Skype
  • Cisco Tropo
  • Microsoft Teams
  • Facebook Workplace Channel
Plan Type The plan under which the Bot was published.

About the Action Bar

This section describes the commands available on the Action bar.

Using Sort By

A company can have a large number of consumer bots to automate the numerous tasks. You can easily sort the bot list by Bot Name. By default, the last created bot is viewed at the top.
To sort the bots, in the Sort by drop-down list, select an option for Bot Name and the list is viewed in alphabetical order.
To remove the sorting, in the Sort by drop-down list, select None.

Using the Search Field

The list of entries in an admin console table can be very large depending on the size of your company, for example, a list of users or spaces. To find one or more specific users, groups, or spaces, in the Search field, enter at least three characters to begin find-as-you-type, or press return to start the search. For example, enter ra and any entries containing the letters ra are displayed as shown in the following illustration.

Note: The number of search terms in a search query is unlimited, however, no more than the first 20 characters of each search term is used to return search results.

searchra
To view all entries, clear the search field, and then press the Enter key.

Managing Bot Settings

As the Bots Admin, you need to manage your deployed bots to your customers. In Bot Settings, you can view the deployment model type, add or remove channels that your customers can use to access your Bot, and if needed, send an email to the developer that published the Bot for approval, for example, to request a change to the Bot. Complete the steps in the following procedure to modify deployed and approved Bot settings.

  1. On the Consumer Bots page in the Bots Management module, click the Ellipses  icon for the Bot that you want to modify Bot Settings for, and then click Bot settings. The Bot settings dialog is displayed as shown in the following illustration.
    BotsAdminBotConsumerPageBotSettingsDialog
  2. In the Deployment model field, you can view the read-only deployment type, Consumer use or for more information, click Consumer use.
  3. In the Approved channels field, you can view and modify the channels available or deployed. Click the Expand BotsAdminExpandRight icon to display the Approved channels dialog. Select or clear one or more channels defined for this bot to be available to the users, and then click Done. At least one channel must be enabled to approve the bot.
  4. Click Email the bot developer ( < Developer Name > ) to open your default mail application to email a message to the Bot developer.
  5. Click Apply to save the changes.

Managing Bot Tasks

After you approve and deploy your Bots published in your account by a developer, you may decide to suspend a task or redeploy a suspended task, or activate an inactive task published by the developer. Complete the steps in the following procedure to deploy or undeploy tasks for an approved Bot.

About Suspended Tasks

When you suspend a task in the Bots Admin console, the bot will not send alerts nor respond to action requests, and an alert is sent to all users configured for the task that the task is temporarily suspended. When the task is set back to Active, then an alert is sent to all users as well.
While a task is suspended, a developer can still access the task in Bot Builder and create and publish an upgrade, but the Bot task remains suspended until the Bots Admin explicitly changes the status back to Active.
Complete the steps in the following procedure to deploy or suspend tasks for an approved Bot.

  1. On the Consumer Bots page in the Bots Management module, click the Ellipses  icon for the Bot that you want to modify deployed tasks for, and then click Manage Bot tasks. The Manage Bot tasks dialog is displayed as shown in the following illustration.
    BotsAdminBotConsumerPageBotManageBotTasksDialog
  2. In the Bot tasks field, click the Expand BotsAdminExpandRight icon to display the available and deployed tasks. The Bot tasks dialog is displayed as shown in the following example.
    BotsAdminBotConsumerPageBotTasksDialog
  3. Select or clear the checkbox for the task to suspend a task or deploy a task, and then click Confirm.
  4. In the Manage bots tasks dialog, click Confirm.

The Bot status changed successfully message is displayed at the top of the page.

Managing Bot Plan

From ver 7.0, as a Bots Admin, you can view, upgrade or cancel your subscription for a given Bot. If a plan is about to expire or has expired is indicated by an error information message.

  1. On the Consumer Bots page in the Bots Management module, click the Ellipses icon for the Bot that you want to modify Bot Plan for, and then click Manage bot plan.
  2. The Bot Plan dialog is displayed as shown in the following illustration.
  3. The current plan and the usage details along with the plan validity are displayed
  4. Also displayed are the list of plans you can select from, with the current plan clearly marked.
  5. You can either upgrade or downgrade a plan. In the case of a downgrade, the balance usage will be added to the plan you select.
  6. Click Next to save the changes to be directed to the 3rd party payment dialog for entering payment details.
  7. Once payment details are processed successfully you will be redirected to the Consumer Bots page with an appropriate success message.

Bot Management Preferences

On the Preferences page in the Bots Management module of the Bots Admin Console, you can manage the admin approval process to deploy Bots and Bot tasks to managed users in your enterprise. After an enterprise developer publishes a Bot or Bot task, you must approve the Bot, and then assign that Bot to a managed user. On this page, you can automate the approval and Bot task assignment process for all Bots at the enterprise level. You can also define auto-approve settings at the Bot level.
The following illustration is an example of the Preferences page in the Bots Management module.
Bots Management Preferences Page
By default, the Bots admin must approve and assign Bots published by enterprise developers.
To automate deployment requests:

  1. In the Deployment Requests section, click Automatically approve all new deployment requests. When deployment requests are automatically approved, the Enterprise Bot Assignments section is available.
  2. Click Save.

To automate Bot assignments

Note: Bot assignments cannot be configured unless deployment requests are set to automate.

  1. In the Enterprise Bots Assignments section, click Automatically assign all approved bots, their tasks, and channels.
  2. Click Save.

When deployment requests and Bot assignments are automatic, managed users are assigned new Bots and Bot Task immediately after the enterprise developer publishes the Bot or Bot task.

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