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Stages

When an opportunity is received in the Opportunity Hub, it can go through various stages until it is automated. It can also be marked as rejected or redirected to another area.

The Opportunity Hub provides full control for the internal team responsible for handling the received opportunities according to the rules and priorities of your company.

Screenshot of BotCity's "Opportunity Hub," an automation idea management interface. At the top, a dashboard displays aggregate metrics: number of opportunities, number of opportunities already automated, projected ROI, potential savings, and projected FTE of the opportunities. Below, a Kanban board organizes projects into columns by stage: Screening, Evaluation, Preparation, Prioritization, Development, Automated, Rejected, and Redirected. Each opportunity card displays a score, title, date, assignee, prioritization, and department.

Opportunity Details

By clicking on one of the received opportunities, we access the details page of that opportunity, where we can view all the information filled out in the submission form, as well as manage its status and related actions.

At the top right of this page, we find a button called Actions. This button opens a menu of quick actions that can be performed on this opportunity, displaying the following options:

  • Redirect: When the opportunity fits better in another area or solution, we can redirect it via email to the appropriate person.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Evaluation" button. The "Overview" tab presents projected metrics, including Score, ROI, FTE, and Potential savings. In the upper right corner, a blue "Actions" button focuses on the "Redirect" action, which opens a modal with a form to redirect the opportunity, with the fields: Email; Area; Message. Below the form are the buttons: "Cancel" and "Submit"

  • Reject: If the opportunity does not meet the criteria for automation, we can reject it, with the option to send a message explaining the decision.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Evaluation" button. The "Overview" tab presents projected metrics, including Score, ROI, FTE, and Potential Savings. In the upper right corner, a blue "Actions" button focuses on the "Reject" action, which opens a modal with an opportunity rejection form, with the option to send a message to the sender and the fields: Submitter, Email, and Message. Below the form are the buttons: Cancel and Confirm Rejection.

  • Duplicate: Creates an exact copy of the current opportunity, including all filled information.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Evaluation" button. The "Overview" tab presents projected metrics, including Score, ROI, FTE, and Potential Savings. In the upper right corner, a blue "Actions" button focuses on the "Duplicate" action, which opens a modal with a form to duplicate the opportunity, with the field: Opportunity Name. Below the form are the buttons: Cancel and Save.

  • Edit: Allows modifying the general information filled in the opportunity submission form.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". Displaying the already filled-in fields of the submitted opportunity (e.g., Description, Automation Opportunity, Step-by-step Process). In the upper right corner, a blue "Actions" button focuses on the "Edit" action, which enables editing of the fields. At the top, it displays the current status as "Screening" (in a menu selector) and two buttons: "Save draft" and "Start evaluation".

  • Delete: Permanently removes the opportunity from the platform.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Evaluation" button. The "Overview" tab presents projected metrics, including Score, ROI, FTE, and Potential Savings. In the upper right corner, a blue "Actions" button focuses on the "Delete" action, which opens a confirmation modal for deleting the opportunity, with a confirmation message and the buttons: "Cancel" and "Delete".

  • Share link: Option to send the opportunity link via email or copy the link.

Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Evaluation" button. The "Overview" tab presents projected metrics, including Score, ROI, FTE, and Potential savings. In the upper right corner, a blue "Actions" button focuses on the "Share" action, which opens a modal with a form to share the opportunity, with the option to share via email or link.

Overview

In the Overview tab, we can see a complete summary of the opportunity. Here we can track some data in opportunity charts, such as:

  • Score
  • Difficulty to implement
  • Potential hours saving
  • Projected ROI
  • Projected FTE
  • Potential savings

Additionally, the general information filled out, the documents submitted in the submission form, and the collaborator responsible for the opportunity are displayed.

Example: Captura de pantalla de la página de detalles de una oportunidad en el Centro de Oportunidades de BotCity. En la parte superior, las métricas indican la puntuación, el ROI, el ETP y los ahorros. La sección central contiene campos de texto detallados: 1. Descripción (que contextualiza el uso del software de ejemplo); 2. Objetivo de automatización (que se centra en la automatización del cálculo y la validación de bonificaciones); 3. Proceso paso a paso (que enumera 5 pasos secuenciales); y 4. Puntos críticos (que describen los errores de registro manual y la carga de trabajo de RR. HH.). El nombre y el área del solicitante se identifican en el pie de página.

Assessment

In the Assessment tab, we find the first-level variables filled out during submission.

The variables can be evaluated and adjusted as needed for each process.

Here we also find the second-level variables that can be filled out during the opportunity assessment by the internal team responsible for the analysis.

Search, Filter, and Sort

To facilitate variable search, we can use the search, filter, and sort menu.

  • Search: Type the variable name in the search bar.
  • Filter: Apply filters to find variables:
    • Impact on score
    • Original response
    • Review
  • Sort: Select the desired order:
    • Lowest score
    • Highest score

Example: Screenshot of the "Assessment" tab of an opportunity in the BotCity Opportunity Hub. The interface displays a detailed assessment divided into sections: "First Level", "Essentials", "Financial", "Infrastructure, Security and Compliance", and "Customization". Each section contains a table with the columns: Variables, Impact on score (indicated by "Yes" or "No"), Points (colored numerical values), Submitter (original response), and Final Response (revised response). The data shows criteria that make up the final calculation of automation viability.

Activity Log

In this tab, we find the record of all events related to this opportunity, such as status changes, variables, among others.

The event description, date and time, and the user responsible for the action are listed.

Search, Filter, and Sort

To facilitate log search, we can use the search, filter, and sort menu.

  • Search: Type the event author's name in the search bar.
  • Filter: Apply filters to find events:
    • User
  • Sort: Select the desired order:
    • Date
    • User

Example: Screenshot of the "Activity Log" tab of an opportunity in the BotCity Opportunity Hub. The interface displays a table with the columns: Event, Date, and User. It records all activities performed with the opportunity in a detailed list. At the top, there is a search bar, filter and sorting options; and an export button.

Stages List

The Opportunity Hub organizes opportunities into different stages, allowing the internal team to efficiently manage the workflow. Below, we detail each stage and its functionalities:

Screening

When an opportunity is submitted, it initially enters the Opportunity Hub in the Screening stage. From the start, a score is assigned based on the variable weights and the responses provided in the submission form, helping to prioritize opportunities with the greatest potential.

In this stage, the internal team can review the information provided by the submitter by clicking on the opportunity card and deciding whether it should be further evaluated.

If the opportunity shows potential, the internal team can click the Start Assessment button, moving the opportunity to the Assessing stage.

GIF Interface of "Opportunity Details" in the BotCity Opportunity Hub for a project titled "Onboarding". At the top, it displays the current status as "Screening" (in a menu selector) and a blue "Start Assessment" button. Highlighted on clicking "Start Assessment", changing the opportunity stage to "Evaluating".

Assessing

This is where the analysis occurs, conducted by the internal team, which can interview the collaborator who submitted the opportunity and begin evaluating more advanced variables about the opportunity's potential.

Throughout the assessment process, the internal team reviews the responses presented by the submitter, confirming or modifying them as necessary, and adjusting the opportunity's score as new responses are provided.

The assessment can be finalized by clicking the Submit Assessment button, moving it to the Ready stage.

If more information is needed and the internal team requires more time to complete the assessment, they can click the Save Draft button, preserving the responses filled out so far, and the opportunity will remain in the Assessment stage to be resumed later.

Screenshot of the "Assessment" tab interface in the BotCity Opportunity Hub for the "Onboarding" project. The image focuses on the "First Level" section, where a reviewer validates the responses submitted by the applicant. The table displays the variables (e.g., Clear Rules, Duration, Frequency, Volume). For each item, there is the applicant's "Original Response" and a "Final Response" column with "Change" and "Confirm" buttons. Items with discrepancies or requiring special attention are highlighted with a red alert icon. At the top, buttons allow you to "Save draft" or "Submit assessment" to finalize the technical analysis.

Ready

After completing the assessment, if the opportunity is deemed suitable for automation, it will be marked as Ready.

In this stage, the internal team can review all the information and ensure everything is in order before proceeding to development. Here, it is also possible to set the opportunity's priority level, helping to organize the development backlog.

By clicking the Make it a priority button, a window will open to select the priority level: 0 being the lowest priority and 10 being the highest priority.

Upon saving, the opportunity will move to the Prioritized stage.

Screenshot of the interface at the "Ready" stage in the BotCity Opportunity Hub for the "Onboarding" project. The image focuses on the modal for prioritizing the opportunity with a numerical selection option representing the priority of this opportunity. Below, buttons to "Save" or "Cancel" prioritization of the opportunity.

Prioritized

Opportunities that reach this stage are those that have undergone a complete assessment and are considered ready for automation.

In this stage, the internal team can redefine the opportunity's priority by clicking the Edit Priority button.

They can also direct the opportunities to the development team by clicking the Start Development button.

Screenshot of the interface in the "Prioritized" stage in the BotCity Opportunity Hub for the "Onboarding" project. Shows the "First level" variables in the "Evaluation" tab. At the top, buttons allow you to "Start development" or "Edit the priority" of the opportunity.

Developing

This is where the opportunity reaches the development team.

At this point, the opportunity has been assessed and reviewed, with all necessary information documented to begin the automation development process.

Here, the team can click Create Automation, which will automatically create a new automation in the BotCity Orchestrator based on the information provided in the opportunity.

Screenshot of the interface in the "Development" stage on the BotCity Opportunity Hub for the "Onboarding" project. It shows the "First level" variable, in the "Evaluation" tab, at the top, buttons that allow "Create automation" are blurred. Focus on the modal when clicking on Create automation with text informing that upon proceeding, a new tab will open to create the automation in the Orchestrator, automatically using opportunity data such as Name, Repository, and Description. Below the explanatory text, there are two buttons: "Cancel" and "Create in Orchestrator".

Automated

When an opportunity is marked as Automated, it means the automation development and deployment have been successfully completed.

Attention

Once automated, the opportunity can no longer be edited.

In this stage, it is possible to access the automation created in the BotCity Orchestrator by clicking the Orchestrator button. It is also possible to view the automation performance dashboards by clicking the Insights button.

Screenshot of the interface in the "Automated" stage in the BotCity Opportunity Hub for the "Onboarding" project. The image shows the "Evaluation" tab with the criteria defined for the automated opportunity. At the top, buttons allow access to the "Orchestrator" or "Insights" of the automation.

Rejected

If at any point in the journey, the responsible team realizes that the opportunity definitely does not meet the criteria for automation and has no potential to be redirected to another area or solution, this opportunity can be rejected.

This action can be performed by accessing the opportunity card, clicking the Actions button at the top right, and selecting the Reject option.

A window will open to confirm the rejection. A message explaining this decision can also be sent to the submitter if desired. Upon confirmation, the opportunity will be marked as rejected.

Tip

Rejecting an idea is important to organize the backlog and accurately evaluate the total potential of opportunities.

Screenshot of the interface in the "Rejected" stage in the BotCity Opportunity Hub for the "Onboarding" project. The "Overview" tab shows metrics: Score, Projected ROI, FTE, and potential savings. The score bar chart is also displayed. At the top, the "Actions" button remains available, as does navigation between the Overview, Evaluation, and Activity Log tabs.

Redirected

At any point in this journey, an idea may fit better in another area or another type of solution that is not automation.

This action can be performed by accessing the opportunity card, clicking the Actions button at the top right, and selecting the Redirect option.

A window will open to enter the recipient's email, the name of the responsible area or team, and a message. Upon confirmation, the opportunity changes to Redirected.

Tip

This action sends all relevant information about this opportunity via email to the most suitable person to handle it.

Screenshot of the interface in the "Redirected" stage in the BotCity Opportunity Hub for the "Onboarding" project. The "Overview" tab shows metrics: Score, Projected ROI, FTE, and potential savings. The score bar chart is also displayed. At the top, the "Actions" button remains available, as does navigation between the Overview, Evaluation, and Activity Log tabs.

Finalizing

In this way, the Opportunity Hub provides a clear and efficient structure for managing opportunities from submission to automation, ensuring that each step of the process is carefully evaluated and handled as needed.

With this, companies can maximize automation potential, ensuring that the most promising opportunities, according to the company's defined criteria, are prioritized and developed.