Data Collection Studio

This guide provides a comprehensive overview of setting up and utilizing the Data Collection Studio for effective data gathering. Our solution offers three primary methods of analysis to help you understand and optimize your business processes:

1. Digital Landscape Analysis: Identifying and tracking all business applications used within your organization.

2. Unstructured Process Analysis: Capturing detailed task data at the window level, including granular activities.

3. Structured Process Analysis: Defining process data collection rules to track specific process IDs and dimensions. The following sections provide detailed instructions and documentation for configuring data collection settings using the Data Collection Studio tool.

Defining Settings for Digital Landscape Analysis

The first step is to get Agents installed and ensure all relevant business applications are included in the data collection scope.

Application Adding

There are three options for adding applications to the data collection scope using the Data Collection Studio:

Option 1: System Discovery

System discovery automatically identifies and adds all used applications to the data collection scope. Here's how it works:

1. Agent Installation: Ensure that Agents are properly installed on all relevant systems.

2. Enable System Discovery: In the Configure Data Collection section, click on "Start System Discovery". A dialog will appear explaining that System Discovery will record URLs, titles, and process names for all applications while the agent is installed and running.

3. Review and Confirm: Download the training data and review the discovered applications. Confirm which ones should be included in the continuous data collection scope and follow the instructions in Option 3: Manual Definition.

System Discovery may collect personal data. It is your responsibility to ensure compliance with privacy regulations and company policies. To minimize risk, we recommend using System Discovery only briefly during onboarding. ProcessMaker provides configuration options to limit data collection and enhance user privacy. Use this feature with caution, collecting only essential business process data. Misconfiguration or improper use may lead to unintended data exposure.

Option 2: Use Application Catalog

Using a predefined catalog to add applications is a straightforward way to ensure all necessary applications are included:

1. Access Application Catalog: Navigate to the application catalog within the Data Collection Studio.

2. Select Applications: Choose from the list of predefined applications.

3. Review and Confirm: Review the data collection rules to ensure they are aligned with your company's setup. For Example, URLs might require slight modifications to match your organization's settings.

Option 3: Manual Definition

For more control, you can manually define applications:

1. Internal Application List: Compile a list of all applications used within your organization.

2. Add Applications: Manually add each application to the Data Collection Studio.

3. Define Detection Rules: Configure application detection rules for each app: Data Collection Rules

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This section focuses on defining window-level rules and capturing more in-depth task data, such as granular details like copy-paste content.

URL/Title Capturing (Training Data Mode)

Capturing URLs and titles helps in discovering different application windows. Here’s how to do it:

1. Enable Training Data Mode: Switch to training data mode for an application.

2. Capture Data: Collect URL and title data to identify different windows.

3. Review and Confirm: Download the training data and review the discovered windows and URLs. Confirm which ones should be included in the continuous data collection scope and follow the instructions in Data Collection Rules.

Add Windows (Tasks)

You can either use the training data to generate windows or define them manually. Different windows or URLs typically separate tasks within business applications. Follow the instructions in Data Collection Rules to define each window,

Data Granularity Settings

Enhance data collection by setting granular details (optional):

1. Keyboard Monitoring: Track keyboard inputs for detailed task analysis. E.g., understand repetitive field changes in specific applications to spot master data problems.

2. Clipboard Content Monitoring: Monitor clipboard activities to capture more detailed copy-paste data flows to understand data integration needs.

Advanced Settings

For complex window-level rules that require direct modification of rule code, refer to the developer documentation.

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Defining Settings for Structured Process Analysis

1. Defining Process Data Collection Rules

Start by defining how process data should be collected using the Data Collection Studio:

1. Track Process ID: Identify and track unique process IDs.

2. Set Dimensions: Define dimensions for data collection.

2. Configuring Process Settings

Then configure process settings:

1. Go to Structured Processes: Navigate to the Structured Processes view in Service Setup.

2. Configure Settings: Set state tags, dimensions, and other relevant parameters.

3. (Optional) Advanced Setup with X-Ray Tools

For advanced setups requiring UI-level data capturing, use X-Ray tools:

1. UI-Level Data Capturing: Utilize X-Ray tools for detailed UI interaction data.

Please refer to the developer documentation for the advanced settings.