TAP ARIES User Guide

Accessing the Configuration Page

The Configuration Page is located under the Business Automation drop-down at the bottom of the list. It is named "Configure ARIES" and is visible only to users with the necessary permissions (mentioned in the Permissions section).

Configuration Page Features

This page allows users to locate, review, add, update, or delete ARIES resources.

The ARIES Configuration page provides a structured view of all configured resources, allowing users to manage workflows and external references efficiently.

The table on this page consists of multiple columns, including Name, Type, Description (limited to 100 characters for concise display), Last Updated, Updated By, and Actions. Sorting functionality is available for all columns except Actions and Description to maintain usability.

The Actions column provides two key functionalities:

• Edit -  navigates users to the Edit Page for modifying an existing resource.
• Remove - triggers a confirmation pop-up asking users to confirm before deleting the resource from ARIES. However, this action does not remove the workflow from the database, ensuring that core workflow data remains intact.

User Permissions & AI Consent in ARIES

• Workflow Access:

Users can only access workflows they have permission to view in TAP. Even if ARIES suggests a workflow, access is still restricted by existing TAP permissions. If a user doesn’t have access to a workflow, they will not be able to open it, even if ARIES suggests it.

• Workflow Access Based on Role Rank and Permissions:

  • When a user role does not have the necessary workflow-level permissions, ARIES will not provide a response.
  • Users with the highest role rank may see the workflow suggestion in ARIES; however, attempting to access the workflow URL will result in an error if they do not have the required permissions.
  • Users with a lower role rank will not see the workflow suggestion unless they have been explicitly granted the necessary permissions.
  • When a user role has the appropriate permissions, ARIES will display the workflow suggestion along with its details and a direct link, enabling the user to access the workflow.

• AI Consent Screen:
  To meet legal requirements, users will see a one-time AI consent screen when they first open ARIES. This screen includes:

  • Few input fields
  • Branding and feedback options
  • Disclosures
  • A description of what ARIES can do, including how it can respond with specific workflows or resources.

• Consent, Acceptance, and Updates:
  Once the consent is accepted, users will not be prompted again unless the terms change. If the terms are updated, the updated policy will automatically be shown. If a user declines the consent, the platform will revert to its default behavior.

• AI Privacy Policy:
  The consent screen also includes a link to the AI Privacy Policy, which opens in a new tab.

Editing a Resource or Workflow

• Editing a workflow does not include a "Choose Resource Type" step.
• The Edit Page mirrors the Configure External Resource or Configure Workflow page structure.

Configuring TAP Workflows for ARIES

The Select TAP Workflow page allows users to configure TAP workflows that ARIES can trigger based on user queries. Each workflow must be the latest published version and can only be added once. 

How ARIES Uses Workflow Information

• ARIES references the Workflow Description to suggest workflows based on user queries.
• If enabled, ARIES can directly launch the workflow, meaning the link will open the corresponding TAP form to begin filling out and submitting the workflow request immediately (rather than opening the admin-facing Designer view).

Configuring External Resource Responses in ARIES

Enabling ARIES to Recommend External Resources

ARIES can be configured to suggest external resources (e.g., knowledge base articles, policy documents, web pages) to help users find relevant information efficiently.

How ARIES Uses This Information

• ARIES uses the Description to determine when to suggest this resource.
• Users will receive direct links to relevant resources when applicable.

Best Practices for External Resource Descriptions

• Use clear, structured language.
• Ensure the URL is valid and accessible.

Steps to Configure Resource Access

1. Navigate to the Resource Access section while setting up a resource.
2. Choose an Access Level:

• Everyone: All users can access the resource.

• Specific Roles and Departments: Restrict access based on user roles/departments. 

3. If selecting Specific Roles and Departments, the Roles and Departments drop-downs become enabled.

• Use the Roles dropdown to define role-based access.
• Use the Department dropdown to define department-based access.

4. Click Submit to save changes.

Users without the required permissions cannot access restricted resources.

Configuring ARIES User-Level Permissions

New user-level permissions have been introduced in TAP Admin to control access to the ARIES Configuration Page. These permissions allow users to configure ARIES workflows and manage resources based on their assigned roles.

New Permission: Configure ARIES

A new permission, Configure ARIES, is now available under Application Permissions in TAP Admin.

Application Visibility

• When the Configure ARIES permission is enabled, ARIES will be added under Menu Items in the Business Automation section.

Managing ARIES Resources

Users with the necessary permissions can:

• Edit, add, and delete resource descriptions within the ARIES Configuration Page.
• Grant access to other users based on their roles.

Granting Access Based on User Roles

• Access to the ARIES Configuration Page is granted based on user roles, similar to other TAP pages.
• Users with the necessary permissions will see the ARIES Configuration Page under the Business Automation section.
• If a user has access, they will see the grid page (ARIES Configuration Resource Page) when they open the ARIES Configuration Page.

Application Permissions to Access the ARIES Chatbot

To access the ARIES Chatbot, a specific application privilege named ARIES Chat Access must be enabled.

• This privilege is configured under Application Privileges in TAP Admin.
• Permissions are granted per role under the Roles section.

Default Behavior:

• For Super Admins, all three permission elements—Visible, Allow Create, and Allow Update—are set to Yes by default.
• For non–Super Admin users, these permissions must be manually set to Yes for the chatbot to be accessible.

These role-level permissions control access to the chatbot feature. Without setting Visible, Allow Create, and Allow Update to Yes, non–Super Admin users will not have access to the ARIES Chatbot.

How to Use ARIES for Workflow Assistance

1. Locate the ARIES chat icon (bottom-right of the interface).

2. Click to open the ARIES assistant.
3. Type a query (e.g., "How do I start a leave request workflow?").
4. ARIES will suggest:

• Direct links to workflows.
• Guidance on workflow steps.
• External resource references.

5. Click on a suggested workflow link to navigate directly.

Understanding ARIES Responses

ARIES tries to process queries efficiently, though it may take a few seconds. While ARIES provides valuable insights, we recommend verifying responses for complete accuracy.

What’s Changing?

1. Relocation of the Question Mark Icon from the Bottom Right Corner

2. New Dropdown at the Top
   A new Question Mark icon is placed at the top-right of the page to house essential support links.

3. Removal of 'Help' from Profile Dropdown
   The ‘Help’ link in the profile dropdown will be removed as it is now covered under the new top navigation.