How does RPA Technology Work?

There might be special codes and artificial intelligence behind RPA. But the shortest answer for how it works is that ”it functions like a human”.

The term “robotic process automation”, aka RPA, may be confusing at first. But it’s definitely an accurate description. RPA means that software robots undertake processes automatically carried out by human employees manually.

It’s More Than Copying Your Employees

RPA robots basically undertake routine tasks assigned to your employees. This virtual employee has access to relevant systems, applications and data at specified times. Just like your human staff. It generates various reports from this data and directs them to the relevant person or systems.

In some financial operations, such as bank reconciliations, data must be received after midnight. In manual processes, the relevant staff should be at their computers at midnight to receive the necessary data. RPA robots, on the other hand, ensure that the process works 24/7 by functioning outside of working hours.

While everyone is asleep, the robots start to work. They collect the necessary data from designated sources and systems. They check their accuracy and perform the analysis. Finally, they prepare the report and transmit it to the managers. This means both a faster process, and more consistent and richer results.

How Does RPA Work Technically?

Technically, the institution that provides RPA service develops a special robot for you at the beginning of the process. This robot undertakes tasks completely in harmony without any changes to existing workflows. In a routine and repetitive business unit, independent processes are completed.

There are many options where RPA tools can be integrated into resources to collect data. One is the connection to backend databases and enterprise web services, defined as backend systems. Another option is frontend, meaning that the systems in the foreground are used as resources.

What Systems Does RPA Provide Integration with?

There are many systems in which you can integrate RPA. For example, CRM applications are one of the most commonly used applications. Financial systems, supply chain tools, MS Excel, or PDF files, each serve as a resource for RPA. In fact, what is used in the area where relevant reports are prepared is important. RPA technology is almost like a platform-independent data management tool thanks to its capabilities.

RPA and Automation

One of the important issues for RPA is how to divide and explore the assigned task. If the process consists of simple tasks after the need is correctly determined, a process record is preferred. If there is a complex structure, a layered approach is preferred.

As part of layered approaches, there are parts that create process automation. And these parts are divided into different layers, each of which is responsible for specific functions. This automation design-oriented approach provides a facilitating basis for further developments.

The process record is simply like creating a macro to process a series of steps in MS Excel. Operation records follow the steps performed by the user and convert them into a designed workflow. However, it cannot capture nuances such as approving or rejecting requests based on customer details. And this causes various changes and updates to the process determined initially.

Relationship between RPA and Artificial Intelligence (AI)

One of the factors that differentiate RPA is the use of artificial intelligence. Through a form, AI algorithms step into areas like optical character recognition (OCR) and writing analytics. Plus, it’s one of AI’s duties to check the accuracy of data, especially when data needs to be extracted from a form. It also validates data by checking the text on the form and even visuals such as photographs.

The ability of artificial intelligence to improve itself is also a benefit for RPA. Artificial intelligence can learn how human employees evaluate exceptional situations. Thus, it can not only automate the level of control, but also take it to a higher level.