RPA

RPA (robotic process automation) is software that operates other programs through the screen, the way a person would: opens the system, logs in, clicks, copies, pastes and fills in fields. It is useful when a system offers no API or database access, such as bank portals, government websites and legacy ERPs.

How it works

The robot follows a script: a trigger (schedule, incoming email, new file), steps on screen and exception rules (what to do if a field does not show up). Because it depends on the interface, any layout change can break it, so RPA should be the last option: when an API exists, direct integration is faster and more stable. Used well, RPA covers the “last mile” between systems that do not talk.

Practical example

Finance downloaded payment slips from 40 suppliers’ portals every day. A robot now logs into each portal early in the morning, downloads the PDFs, renames them with supplier and due date and posts them to accounts payable. A person only reviews exceptions.

Common mistakes

• Using RPA where an API exists, creating something fragile for no reason.
• Not monitoring the robot and finding out weeks later that it stopped.
• Automating a messy process without simplifying it first.