Key Concepts
Tenants, accounts, processes, runs, robots, and how they relate to each other
Understanding the core entities in RPA Watch will help you organize your automation monitoring effectively.
Hierarchy Overview
- Tenant — your organization
- Account — your company (Direct) or your client (Consulting)
- Processes — automated processes
- Process Logs — individual executions
- Process Details — per-record results
- File Attachments
- Job History
- Robots — machines/agents running processes
- Schedules — when processes run
- Alerts — missed schedule and robot offline notifications
- API Keys — for programmatic data ingestion
- Processes — automated processes
- Account — your company (Direct) or your client (Consulting)
Tenant
A tenant represents your organization or company. It is the top-level container for everything in RPA Watch.
- Each tenant has a unique slug used in URLs
- Tenants can be Direct (single company) or Consulting (managing multiple clients)
- For Direct tenants, the tenant and account represent the same company
- For Consulting tenants, each account represents a different client
- Tenant-level users (tenant admins, consultants) can access all accounts within the tenant
Account
An account is an isolated workspace within a tenant.
- For Direct tenants: the account is your company — tenant and account are essentially the same entity
- For Consulting tenants: each account represents a client you manage
- Each account has its own processes, job history, robots, schedules, and API keys
- Data in one account is completely invisible to users in another account
- Each account can connect to a different RPA tool (e.g., Account A uses Robomotion, Account B uses UiPath)
Process
A process represents an automated process — the definition of what gets executed.
- Processes are synced automatically from your RPA tool, or created when you report a run via the API
- Each process has metadata: name, category, criticality (low/medium/high/critical), owner, and expected schedule
- Processes track their last run status and last run time for quick visibility
- You can assign specific users to processes to control visibility
Process Logs
A process log is a single execution of a process. Every time a process runs, a new job record is created.
- Statuses: running, success, failed, partial_success, cancelled
- Process log track: start/finish time, duration, record counts (total, successful, failed, skipped), error messages, and custom data
- Process logs can be created by automatic sync UiPath RPA Watch Send Report activity or by the Ingest API
- Each process log can have details (per-record results) and file attachments
Record Details
A record detail is a line-item within a process log, representing the result of processing a single record.
- Each detail has a sequence number, status (success/failed/skipped), and optional error message
- Useful for processes that handle batches of records (e.g., invoices, orders, customer records)
- Submitted via the Ingest API or RPA Watch Uipath Activities
Robot
A robot (also called an agent or machine) is the entity that physically executes processes.
- Robots are synced from your RPA tool automatically
- Each robot has a name, type, and external ID linking it back to the source system
- The dashboard shows robot usage metrics
- Robots can be monitored — when enabled, RPA Watch tracks the robot's connectivity status (Connected / Disconnected) and last active time
- Monitored robots that go offline can trigger alerts
Schedule
A schedule defines when a process runs automatically.
- Schedules are synced from your RPA tool
- Displayed as cron expressions with timezone information
- Shows active/inactive status
- Missed schedules can trigger alerts when alert monitoring is enabled
API Key
An API key authenticates programmatic requests to the Ingest API.
- Scoped to a single account — data submitted with an API key is always placed in the correct account
- Format: rpakey_ followed by a unique identifier
- Can optionally be restricted to a single process
Membership & Roles
Users access RPA Watch through memberships that link them to a tenant and optionally an account with a specific role.
| Role | Scope | Access |
|---|---|---|
| tenant_admin | Entire tenant | Full control over all accounts, members, and settings |
| consultant | Cross-account | Access to specifically assigned processes across any account in the tenant |
| account_admin | Single account | Full control within their account |
| account_user | Single account | View assigned processes and their job history |
Alert
An alert is a notification triggered when something expected didn't happen — a schedule was missed or a monitored robot went offline.
- Alerts are generated automatically when alert monitoring is enabled for an account
- Two alert types: missed_schedule (a process didn't run on time) and robot_offline (a monitored robot disconnected)
- Each alert has a severity level: low, medium, high, or critical
- Alerts notify the process owner and assigned members via email
- Alerts can be resolved manually or auto-resolve when the expected run eventually completes
A single user can have multiple memberships — for example, being an account_admin in one account and a consultant at the tenant level.