Workflow Automation vs. Robotic Process Automation

Automation is an important tool that can help businesses improve the efficiency and accuracy of their processes by reducing costs. There are two types of automation — Workflow Automation and Robotic Process Automation (RPA). Both can be used separately, together, and in different ways depending on the goals of an organization and the type of work that is being done for process efficiency.

What Is Workflow Automation?

Workflow automation is the automation of a series of interdependent steps that complete one process end-to-end that involve different teams, systems, and approval points. Workflow automation coordinates and directs the flow of the process to ensure that all relevant parties are engaged to accomplish the entire process. Tasks assigned and shared among departments or systems are now handled by workflow automation. The automation process ensures that everything is on track, and every action occurs in a particular sequence. Thanks to this, workflow automation has become very useful for companies that need to engage with different teams. With workflow automation, tasks are assigned to the right person at the correct time.

Characteristics of Workflow Automation

• Manage and Coordinate Functions across Departments
• Allows for Human Input When Necessary
• Can Work with a Variety of External Applications and SaaS Platforms via APIs or Webhooks
• Tracks Performance through Monitoring, Analytics, and Reporting for Improvement Opportunities and Visibility
• Compliance and Accountability of Task Completion

Examples of Real-world Uses of Workflow Automation

Workflow automation can be applied to many different business processes across many different industries. In the finance department, it can easily automate invoice processing through workflows. In the HR department, it can simplify the process of recruitment by analyzing job posts, track applications, auto-schedule interviews and generate offer letters. Customer inquiries can be routed to the proper department for timely resolution.

Purchase orders are another great example. Workflow automation can ensure that purchase orders are approved through the proper authorization channels before going to vendors. It can avoid delays, minimize errors and ensure regulatory compliance. In the manufacturing section automation can be used for quality control, shipping manifests and production requests. Content scheduling, campaign approvals, and management of assets can be automated in the marketing division.

How to Implement Workflow Automation

Workflow automation is ideal for complex business processes though the implementation process may take time and technical assistance. Companies need to understand and develop workflows, rectify bottlenecks and map their processes to align with their business requirements. It would also mean teams working together to connect multiple systems and applications to properly set up the workflow automation in the proper way.

Based on the complexity and requirement, companies should anticipate expenses towards system integration, employee training and software licensing. However, they stand to benefit by noticing minimal errors, faster processing, better compliance and higher efficiency. The return on investment for such companies is generally realized within a span of six to twelve months.

What Is Robotic Process Automation (RPA)?

Robotic Process Automation (RPA) is primarily focused on the automation of singular, rule-based repetitive tasks which traditionally required human interaction. RPA utilizes software bots known commonly as “bots” to simulate human activity such as entering data, filling out forms, or retrieving information between systems such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) or web applications, without changing the underlying system’s architecture.

RPA is different from workflow automation in that it does not require significant integration with existing systems. It directly interacts with the interface of the software application. It is best suited for smaller companies that use traditional/legacy systems. Robotic Process Automation can be considered as a beginning or starting point for quick implementation and delivering fast results.

Characteristics of RPA

• Focusing on Task Level Automation; Focusing on Repetition and Structure
• Quickly Deployable with Low Initial Costs and Little Training
• Does Not Require an API (Interacts with Application User Interface)
• Continuously Operating 24/7, High Accuracy
• Scalable to Increase/Decrease Bot Usage Based on Business Needs

Common Uses of RPA

RPA is advantageous for organizations seeking to enhance the speed of a portion of a larger rule-based process to reduce employee’s manual labor to allow them to focus on strategic work.

Examples of Real-world Uses of RPA

In the banking industry, RPA bots can process loan applications, confirm customer information, and update accounts rapidly and accurately. For insurance companies, RPA can be used for document verification, renewal of policies and claim processing. Meanwhile, manufacturing companies can take advantage of RPA to update production schedules, process invoices and manage inventory lists. RPA can be used by human resources to screen resumes, enter employee information, and administer benefits.

Advantages and Disadvantages of RPA

The benefits of RPA are primarily its fast implementation with little or no disruption to the current systems. It also has the capability to process large-volume data and perform repetitive works seamlessly. The RPA bots are designed to run continuously to deliver high quality work at high speeds utilizing less time.

RPA, however, has its own limitations. It has difficulty with unstructured data and cannot adjust to processes that frequently change. As RPA bots adhere to rule-based instructions, they follow a pre-set pattern of functioning. They are incapable of making smart decisions during contradicting situations. Therefore, RPA performs best when it comes to predictable and simple tasks. In lieu of this, companies must update their automation system or bots as and when business evolves.

Understanding the Differences between Workflow Automation and RPA

To determine whether to utilize workflow automation, RPA or both, it is essential to compare them both.

Workflow automation levies a higher cost for implementation and setup. But it delivers long term total process automation. RPA on the other hand has much lower upfront cost and can be quickly implemented.