RPA: what it is and how to use it to automate repetitive tasks

Are you performing tasks in your daily life that make you feel like a robot? Or do you realize that your team is wasting too much time on repetitive and voluminous activities? So, you need to understand how Robotic Process Automation (RPA) can help eliminate these robotic jobs once and for all, which require no creativity and provide no added value.

RPA uses software to automate repetitive processes, allowing professionals and teams to have more time for strategic action. This has contributed significantly to increasing the operational efficiency of organizations. Consequently, interest in this technology is growing more and more.

According to a Gartner projection, a global leader in research and advice for companies, worldwide revenue from RPA software would reach around US$2 billion in 2022, an increase of 19.5% compared to 2021.

Do you want to know how RPA technology works and what its practical applications are in everyday life? Continue reading and understand how Robotic Process Automation can bring benefits and competitive advantages to your business!

What is RPA and what does it do?

Robotic Process Automation is a process automation technology that uses machine intelligence to perform tasks automatically. In other words, this technology uses “robot software” to automate repetitive and routine tasks in a business.

The possibilities for applying robots are diverse. From simpler actions, such as automatically inserting information into a form and web scraping to automatically extract data from publicly accessible websites and web pages, to more complex ones, such as customer service via chat.

Therefore, RPA is recommended for companies that have different systems that require fluid interaction and that currently use people who manually carry out the procedures.

It is a very simple and functional mechanism that replaces manual processes, eliminating errors in the process and offering increased productivity, more agility and efficiency for corporate operations.

Thus, RPA reduces the burden of manual activities within companies. In this way, professionals who previously dedicated hours to carrying out repetitive activities now have time to perform more complex and strategic tasks.

Therefore, in addition to automating processes, Robotic Process Automation can even increase employee satisfaction, as they say goodbye to repetitive tasks and start carrying out activities with greater added value.

Is RPA the same as Artificial Intelligence (AI)?

Even with theoretical similarities and being two technological solutions, in practice RPA and AI are very different.

Process robotization with RPA has a more operational focus, aimed at automating repetitive activities that do not require context interpretation.

This is the case, for example, of software that processes payroll or updates customer profiles. If the page layout undergoes any modification and the information changes location, it is likely that the RPA software will need to be updated.

In contrast, Artificial Intelligence already has this expertise in interpreting the context. It can receive and process information, carrying out tasks without depending on constant updates.

The interesting thing is that, even though they are different, these technologies can complement each other. In fact, it is increasingly common to see RPA solutions incorporating AI into their scope.

This union promotes intelligent systems and more efficiency in executing tasks with complex data flows, giving robots more autonomy in decision-making in unforeseen situations.

How does RPA work?

Robotic Process Automation works with software (robots) controlled by codes and algorithms that perform pre-programmed tasks in a digital environment.

Data entry to perform tasks is carried out by the robots themselves. Then the program executes the commands on the system interface accurately.

After mapping the processes that can be automated with RPA, a bot (robot) is developed, which will learn, imitate interactions and execute the processes.

This RPA robot will perform all activities in the automation flow, searching the system for the information it needs to complete each step. A big advantage is that this robot can work 24/7 quickly and continuously.

It is worth remembering that RPA is based on ready-made rules and parameters. In this way, the processes automated with this technology are high in volume, but with low complexity, which do not require strategic reasoning or decision making.

For example: it is possible to program the system to capture tax documents on the SEFAZ portal and import them automatically into the company’s ERP.

In the case of more advanced automation, with AI interaction, this robot can also check document data and point out inconsistencies between the analyzes of different systems.

Can RPA be integrated with other systems?

Not only can, but it is recommended that RPA be integrated with other software.

It’s always good to remember that no software can meet 100% of a company’s demands and perform all tasks alone. Therefore, to facilitate information management, it is important to ensure that all of it is centralized and easily accessible to those involved. This is possible through the integration of technologies.

The union of RPA with APIs, for example, can offer more robust automation of processes, offering more security and fewer errors.

What can RPA do for me?

We have already mentioned throughout the text that RPA helps to automate manual processes, reducing execution time. Furthermore, robotization brings other benefits to your business.

Check out the main advantages of RPA below:

• Automation of any business process from start to finish;
• Increase in operational efficiency;
• Standardization and optimization of processes;
• Increased productivity;
• More speed in processes;
• Increased compliance and improved compliance;
• Competitiveness and delivering greater value to the end customer;
• More consumer satisfaction;
• Valorization of human capital;
• Increased employee satisfaction;
• Reduction of errors in processes;
• More productive workflows;
• Increased team performance;
• Integration with other tools;
• Scalability;
• More accurate decision making.

Is RPA valid for all companies?

Yes! Robotic Process Automation can be applied to all sectors and business activities, whatever their size, taking on any repetitive and manual process.

It is very common to associate process automation with administrative routine. However, the application of this technology can occur in different contexts and for different functionalities.

This is because robots adapt to any interface or workflow, being programmed without the need to make changes to systems, applications or processes.

They can also copy and paste information into designated spaces, open and drag files, connect to APIs and extract unstructured data.

RPA software supports the main programming languages (HTML, Java, etc.) and can work simultaneously with other systems, such as CRM, ERP, financial management, iBPMS, among others.

Application in practice: where can RPA be used?

To exemplify the different applicability of RPA, you can think, for example, of the customer relationship management process of a telecommunications company. RPA can be used in CRM systems, facilitating communication and data integration in customer relationship management.

Changing segments, health plan operators can also benefit from automated processes and robot performance. With the use of RPA, activities are streamlined and systems become related, streamlining processes.

Want to diversify even more? In agriculture, production can be operationalized through machines controlled by robots, activating, continuing or stopping predetermined actions without human intervention.

See some more tasks that can be automated with RPA:

• CV database management;
• Checking calculations;
• Registration of information in the system;
• Filling out spreadsheets;
• Management of benefits such as health plans and food vouchers;
• Issuance of 2nd copy of bill;
• Order processing;
• Automatic email response;
• Sending of certificates;
• Bank statement collection;
• Issuance of invoices;
• Sending notifications;
• Performing logins/logouts;
• Unstructured data extraction;
• Billing customers;
• Issuing reports;
• Task monitoring;
• Updating customer and employee profiles;
• Relationship with customers;
• Accounts payable and receivable;
• Update, approval and management of records.
   

Ready to start automating tasks with RPA?

Without a doubt, robotic process automation offers a powerful competitive differentiator for organizations. A very strategic decision that can take your company to another level.

After all, robotic process automation results in: better productivity rates, more fluid production processes, higher quality deliveries, better customer experience and, consequently, extraordinary results for your company.

Companies that do not follow this innovation may lose space and competitiveness in the market, not to mention the opportunity to take advantage of the intellectual abilities of employees in more noble and creative activities.

So, how about taking an important step towards digital transformation and boosting profits by adopting Robotic Process Automation?

Lyncas can help you on this journey. To apply RPA technology in your company, we first understand the processes, and then propose the development of personalized robots to implement solutions that generate assertiveness and productivity gains. If you want to talk about RPA, get in touch!