How Robotic Process Automation can drive your business forward

Robotic Process Automation (RPA) is not just another automation technology, but it stands out because of its unique features.

Unlike traditional IT automation solutions, RPA technology is unobtrusive and does not require deep system integrations. It even enables non-programmers to implement automation processes via Low-Code easy to design and perform. It shines in handling repetitive tasks and provides a solution for use with outdated systems that are often incompatible with modern automation technologies.

In this article, you'll find everything you need to know about Robotic Process Automation, its benefits for companies, use cases and potential impact on the future world of work.

Table of contents

RPA definition

Robotic Process Automation (RPA) is a technology in which software robots automate human workflows. In doing so, they can access existing applications and perform tasks.

RPA enables the Automation of repetitive, rule-based processes and reduces human intervention. The software robots usually work on desktops and use the user interface like a human.

RPA can be used in a variety of areas, such as:

finance
Human Resources
Document management
Customer service

Robotic Process Automation is primarily used to automate simple tasks and allows even non-programmers to adapt automation to changing business rules.

The implementation of RPA requires a strategic approach, starting with the careful identification of suitable processes. Then, the automation approach is developed, supported by the intuitive user interface of RPA tools and thus not requiring in-depth programming knowledge. Finally, integration with existing systems takes place, leveraging the power of RPA by working seamlessly and unobtrusively, even with legacy systems.

RPA enables companies to increase productivity and expand despite a shortage of skilled workers.

Advantages and risks of RPA

RPA has several benefits and risks for companies:

Advantages of RPA	Risks of RPA
Efficiency improvement: RPA automates repetitive tasks, resulting in significant time savings and increased efficiency. Employees can concentrate on more demanding activities.	Implementation complexity: While implementing RPA is less complex than traditional IT automation, it still requires careful process analysis and planning. Inadequate preparation can lead to technical challenges.
Cost savings: By automating processes, companies can expand and reduce operating costs despite a shortage of skilled workers. RPA also leads to process harmonization, higher availability and associated costs.	Security risks: RPA requires access to systems, data, and applications. If security measures are not adequate, data leaks or unauthorized access can potentially occur. It is important to carefully consider the security aspects.
Scalability: RPA enables companies to gradually extend automation to different processes and departments to transform the entire organization.	Resistance to change: Employees may have concerns or resistance to the introduction of RPA, fearing that their jobs will be at risk from automation. Comprehensive change management and communication of the benefits of RPA are therefore crucial.
Consistency and accuracy: Software robots operate error-free and consistently, minimizing human error. This leads to higher accuracy and quality of the processes.	Complexity of the processes: While RPA is capable of working with unstructured data and complex workflows, it is still important to carefully analyze and evaluate processes before implementation to achieve the optimal benefits.
Time saving: RPA leads to faster turnaround times and shortens the processing times of tasks and processes. This enables companies to improve their responsiveness and meet customer requirements faster.	Dependence on technology: RPA is a technology that requires regular maintenance and updates. Companies must ensure they have the necessary resources and technical expertise to effectively manage and maintain software robots.

It is important that you consider both the benefits and potential risks when implementing RPA and take appropriate action to maximize the benefits and minimize the risks.

Robotic Process Automation Use Cases

There are many ways you can use RPA in your business and reap the benefits.

Intelligent document processing with AI from Konfuzio

Konfuzio is a provider of the IDP software for Document Understandingwhich integrates RPA.

Repetitive tasks such as data capture, extraction and classification can be automated using RPA. This speeds up the processing procedure, minimizes human error and improves data quality.

RPA-bots can search large volumes of documents and extract relevant information through the RPA Extractor, resulting in more efficient and accurate search results.

Excursus RPA Extractor

An RPA extractor (Robotic Process Automation extractor) is a part of an RPA solution specifically designed to extract information from various data sources.

It enables software robots to capture structured and unstructured data from documents, emails, websites or other sources and make it available in a structured format.

The RPA Extractor uses various techniques such as optical character recognition (OCR), text analysis, and pattern recognition to extract relevant information from sources and provide it in a formatted data set.

Due to the intelligent Document automation for high code and Low-Code-Konfuzio workflows you create a seamless integration of Automated workflowswhich saves time and increases productivity.

Thanks to RPA, Konfuzio can also automate complex workflows and ensure smooth collaboration between different users and departments.

By using RPA, Konfuzio becomes a powerful solution for effective document management.

Finance and accounting

RPA can be used in finance to automate tasks such as invoice processing, accounting, and financial reporting.

Software robots can extract data from various sources, perform validations, and initiate payments.

Customer service

With RPA, companies can improve customer service by automating repetitive tasks.

For example, RPA bots can capture incoming requests, update customer data, answer simple queries, and synchronize customer data with different systems.

Human Resources

In HR, RPA can help automate time-consuming tasks such as applicant tracking, employee data processing, employee document generation, and leave request management.

This allows HR staff to use their time more efficiently and focus on strategic tasks.

Supply Chain Management

RPA can also be used in supply chain management to automate processes such as order processing, supplier communication, inventory management and shipment tracking.

This improves the efficiency and transparency of supply chain processes and reduces potential errors.

Further application of RPA is also possible in the following areas, for example:

Sales and Marketing: Automate tasks such as data entry, lead generation, and email campaign management.
Compliance and Risk Management: Automated compliance audits, monitoring and reporting.
IT support and system administration: Automate IT support tasks such as password resets and system monitoring.
Quality Control: Automated review of production data, detection of defects and initiation of corrective actions.

Concrete examples for the application of RPA in the company

Many large companies have already implemented RPA and are reaping the benefits.

Siemens

Siemens has deployed Robotic Process Automation in various business areas such as finance, human resources and purchasing.

By automating tasks such as invoice processing and data entry, Siemens has been able to significantly reduce processing times and increase efficiency.

This resulted in a cost reduction of about 20% and a significant improvement in the accuracy of the processes.

German Bank

Deutsche Bank uses RPA in its accounting and compliance departments.

By automating tasks such as account reconciliation and transaction monitoring, the bank has significantly reduced processing times and improved compliance.

This led to greater efficiency, cost savings and better risk control.

American Express

American Express has deployed Robotic Process Automation to automate customer service and credit card processing tasks.

By automating tasks such as customer identification and transaction data capture, the company has been able to reduce processing times and improve customer satisfaction.

RPA has also helped identify and prevent fraud faster.

These examples show how companies can achieve significant improvements through the successful implementation of RPA, including efficiencies, cost reductions, customer experience improvements and compliance. RPA has helped these companies streamline their processes, increase competitiveness, and achieve better business results.

Various RPA software providers

When it comes to RPA software providers, there are paid and free options.

Paid RPA software providers include:

UiPath:

This is one of the leading RPA platforms, offering a full spectrum of capabilities, from process discovery and analysis to bot development and management.

Microsoft Power Automate (formerly known as Microsoft Flow):

This is a cloud-based software tool that allows employees to create and automate workflows across multiple applications and services without the help of a developer.

Among the free RPA software options are:

n8n:

This is an extensible workflow automation tool that is also available as an open source solution. It allows you to connect any app with an API for custom automation and synchronization, making it an excellent choice for complex integrations.

Automagica:

This is an open source RPA tool that offers a number of automation options for businesses. While it doesn't have the comprehensive capabilities of some larger platforms, it can be a good option for those looking for a low-cost, open-source solution.

As always, consider your specific business needs and resources before selecting an RPA solution, as the best option will depend on these factors.

RPA and Konfuzio

Another important building block in the creation of RPA is Konfuzio. Konfuzio is AI-powered software that specializes in recognizing and processing unstructured data. This capability makes Konfuzio a valuable tool in the RPA space, as it can help automate processes that would be difficult to handle with traditional RPA tools.

With Konfuzio you can include documents of any type, including images and PDFs, in automated workflows. The software can extract and interpret text from these documents, which can significantly increase process efficiency. Moreover, Konfuzio is able to evolve and learn over time, which means that the accuracy of data extraction and processing is constantly improved.

In summary, Konfuzio provides a valuable extension for RPA projects by enabling the automation of complex processes through AI that deal with unstructured data. Thus, it helps to increase efficiency and accuracy and opens new possibilities for process automation.

This is what you need to consider when implementing RPA!

If you want to apply RPA in your company now, you should consider the following things for a successful implementation:

Identification of suitable processes: You should carefully analyze and identify which processes are best suited for automation. This includes evaluating volume, repeatability and potential added value of automation.
Define clear goals and expectations: It is important to set clear goals and expectations for RPA implementation. Companies should define what results they want to achieve, such as cost savings, increased efficiency or error reduction.
Employee involvement: Employee involvement and training is critical to ensure acceptance and successful use of RPA. Employees should be informed about the benefits and have the opportunity to prepare for new roles or tasks.
Choosing the right RPA platform: Companies should choose an RPA platform that meets their requirements. It is important to consider the vendor's scalability, ease of use, integration with existing systems, and support.
Consider safety aspects: Since RPA requires access to sensitive data and systems, companies should implement appropriate security measures to prevent data leaks or unauthorized access. This includes protecting credentials, encrypting data, and monitoring RPA activities.
Monitoring and optimization: Companies should regularly monitor their RPA implementation. This will help them ensure that processes are running efficiently and achieving the desired results. It is important to gather feedback, identify bottlenecks and make possible improvements.
Change Management: Robotic Process Automation brings change. Companies should implement effective change management to support employees, address potential concerns and communicate the benefits of automation.

By considering these aspects as an organization, you can ensure a successful RPA implementation and maximize the benefits of automation in your business.

Conclusion: How RPA is changing the business landscape

Robotic Process Automation (RPA) has emerged as a significant technology for businesses to automate processes, increase efficiency and reduce costs. By implementing RPA, you can make repetitive and rule-based tasks more efficient, minimize human error, and free up valuable resources.

The future outlook for RPA is promising. The technology is expected to continue to grow in importance as companies increasingly look for ways to improve their operational efficiency and address the challenges of the digital age.

However, it is important that companies have realistic expectations when implementing RPA and consider challenges such as safety issues, employee engagement and change management.

Overall, RPA will continue to have a significant impact on the business landscape and help companies position themselves to be more agile and competitive.

With the right strategy and a clear vision, companies can use RPA as a driving force for innovation and transformation to optimize their business processes and lead them into a successful future.