What is Robotic Process Automation (RPA)?

Robotic Process Automation: definition

The term sounds like industrial robots, but it refers purely to software. An RPA bot mimics the steps a person takes on screen: it logs into an application, opens input screens, transfers values from an Excel file and saves the result.

The difference from classic integration: instead of connecting systems via programming interfaces, RPA works on the user interface. That makes the technology attractive for older applications, specialized line-of-business software or portals that don’t offer an API. RPA is also an option for transitional phases, such as until a legacy system is replaced.

How RPA works

First, a workflow is documented precisely, including all exceptions. The bot is then modeled in an RPA platform—often by recording and using a visual editor. Well-known vendors include UiPath, Automation Anywhere and Microsoft with Power Automate.

A distinction is made between attended bots, which employees start at their own workstation when needed, and unattended bots, which run independently on servers according to a schedule or trigger.

• Transfer data between legacy systems without an interface
• Fill out forms in government agency or supplier portals
• Compile reports from multiple applications
• Check and reconcile master data
• Enter invoice data into accounting software

Benefits and limits of RPA

RPA can be introduced comparatively quickly without changing existing systems. Bots work consistently as specified, even at night, and log every step. This relieves teams of high-volume work involving many similar transactions.

The biggest weakness is its dependence on the user interface: if a button or screen layout changes, the bot can fail. RPA is therefore often a bridging technology. Where a stable API is available, direct integration is usually more robust and cheaper to operate.

Classic RPA alone cannot understand unstructured content such as freely worded emails. For this, it is increasingly combined with AI that reads documents and categorizes requests.

Real-world example: when RPA makes sense

A wholesaler receives advance shipping notices as PDFs by email and has to type the data into an older inventory management system with no import function. A bot extracts the data using text recognition, enters it into the input screens and flags unclear cases to an employee. Monitoring sounds the alarm if the bot gets stuck or the user interface has changed.

In the long term, it may make sense to add an interface to the inventory management system and retire the bot. Nano Concepts assesses whether RPA, an API integration or a custom solution is the more cost-effective option for your process. Maintenance effort and the lifespan of the systems involved also factor in.