Creating a System

Last Updated June 10, 2024

Brief Overview

An improved process for creating new systems in the Admin Center. Its goal is to minimize the time spent searching for desired applications and potentially decrease the need for custom systems. Custom systems, lacking essential configurations, may hinder the smooth operation of WalkMe content, necessitating assistance from WalkMe employees for further configurations. Additionally, it establishes a novel connection between new systems and their contracts in Salesforce to ensure ongoing compliance with WalkMe. The objective is to cultivate a more efficient and user-friendly system creation experience, while addressing the outlined challenges.

Creating a new system

Go to https://admin.walkme.com
Access the Systems tab
Select the Create System button
Choose Web

Note: The creation of systems from the Workstation type remains unchanged

Choose the system purpose

The Admin must select between the Commercial system type, indicating it's intended for full production deployment and will be attached to an existing contract, or the Trial system, designed for demos and WalkMe content evaluation.

Note

Trial systems won't have the option to publish to production. There is also won't be a need to assign a Trial system to a contract.

Choose system usage

This selection determines the audience of the WalkMe implementation. It can influence factors like use case (WalkMe for employees or customers), deployment method (snippet or extension), and analytics capturing (UUID, analytics properties).

Select application

The system creation wizard comprises three steps:

Select Application
Select Contract
Configure (optional)

In the Select Application step:

Choose the relevant app for which you want to create the system.

The applications are initially sorted by popularity, representing the systems most commonly created by all WalkMe customers, from top to bottom. Users also have the option to sort alphabetically from A-Z or Z-A.

The admin can search by name, type, or URL. (Pasting a URL triggers the "Discovery" mechanism, which suggests a relevant app based on our database records.)

Additionally, there's an option to filter by business domain. Examples of business domains include Sales, Finance, and Healthcare.

Custom systems

The option to create a custom system is now always available at the bottom left corner of the screen.

To activate it, users simply need to toggle it ON, and the screen will switch to "create your own system" mode.

Note

Previously, the custom system could be accessed by scrolling to the end of the applications gallery or typing custom in the search box. Now, when users type "custom" in the search box, they will see a "no results" state, highlighting the toggle to create their own system at the bottom of the screen.

System for a new application

This mode enables users to create their own "custom" system.

It includes two mandatory questions aimed at gathering information about the "custom" system to be created:

What are the primary URLs where WalkMe should be loaded?
What is the name of the application?

What are the primary URLs where WalkMe should be loaded?

In this question, users need to provide a URL. The URL must be in the correct format. If there are multiple URLs, users should click on "Add URL".

Discovery Mechanism: For the first URL entered only, WalkMe scans its database of applications to see if there is a match between the provided URL and a relevant application.

If a match is found, the user will be presented with two options:

"Continue with creating a system for my own application"
"Create a system for [matched application]" (RECOMMENDED)

By choosing the first option, the user can proceed to create their own application.

By choosing the second option, we will automatically create an application for the user based on the suggested type, rather than a custom application. The benefit of the second option is that existing applications come pre-configured with essential settings, avoiding the need to contact someone at WalkMe for custom system configuration in the future.

What is the name of the application?

This is a free text field.

The user can exit the "System for a New Application" mode at any point by toggling it OFF.

This action will return the user to the applications screen.

A selected application by the user will appear at the bottom left corner below the toggle, indicating the user about the system they are about to create.

Select contract

The second step in the system creation wizard involves assigning the system being created to the relevant contract.

On the left side of the screen, users can view all the contracts available on their account. Each contract is accompanied by its ID and the number of systems currently assigned to the contract, as well as the remaining systems available for the user's convenience. The contract data is sourced from Salesforce.

On the right side, there is a list of systems assigned to each contract.

Contracts that exceed their system limit will be identified with a "pay attention" icon, accompanied by a relevant explanation at the top of the screen.

While there won't be a hard stop to assigning a system to the contract by the Admin, it's important for the Admin to pay attention and contact a WalkMe representative for further steps.

Recommended contract

This icon will be displayed on contracts that WalkMe recommends for assigning the system, based on the use case for creating the system.

For accounts that have contracts for both internal (WalkMe for employees) and external (WalkMe for customers) use cases, a "recommended" badge will appear on contracts that match the use cases selected by the Admin in the preliminary questions step.

Determine later

This option is always accessible and is designed for Admins who are unsure about which contract to assign the system to.

It's particularly useful for admins who are new to the concept of contracts and want to consult with someone from their team before making a decision.

They can choose the "Determine later" option and continue with the system creation process.

In subsequent phases, there will be an option to navigate to the "Contracts" tab in the Admin Center later and self-serve to assign the system to the appropriate contract.

Following the contract assignment (or determining it later), the system is created.

Once the user clicks on the "Create System" button, the system is generated in the WalkMe database and will also be visible in the "Systems" tab for any necessary modifications.

However, even if the system has been created, the user will proceed to the third step, "Configure," which is optional. If the user decides to close the wizard at this point without completing the configuration, they will still be able to locate the system under the "Systems" tab.

Configure (optional)

The third step (configure) for this phase comprises two tabs: (In the next phase, there will also be a third tab, "Extension Settings.")

Rename System
Assign Users

Rename System

By default, the system is named after the application (for custom systems, it will display "custom"). WalkMe recommends renaming the system to make it easier to differentiate between different systems, especially when there are multiple systems of the same type on the account or numerous "custom" systems.

Assign Users

The admin can bulk assign existing users from their account to the newly created systems. (To create new users on the account, they need to navigate to the "Users" tab.)

The admin who creates the system is automatically assigned to it by default.

Upon clicking "Save and Finish," the user will encounter one final pop-up message, inquiring whether they would like to configure the extension (assuming they are utilizing the extension as a deployment method for this system).

If they opt to configure the extension, they will be redirected to the newly created system's extension settings page within the Admin Center.

If they choose not to configure the extension, they will be redirected to the "Systems" tab.

If choosing to configure the extension:

If choosing not to configure the extension:

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