Efficiency isn’t the only goal. Process automation opens up new ways to design, monitor, and continuously improve workflows.
What is Process Automation?
Process automation describes the use of technology to execute business workflows either partially or fully without requiring human intervention at every step.
It goes beyond simply replacing manual tasks. Processes are designed to run system-supported–using software solutions, digital workflows, or specialized automation tools.
The goal: save time, reduce errors, and use resources more effectively.
Process automation is more than just technology. It’s a strategic lever for making business operations future-ready.
Relationship: Digitization, Process Automation and Process Optimization
How are process automation, digitization, and process optimization connected?
These terms are often used together – and for good reason. They overlap but serve different purposes.
- Digitization is the essential foundation for both automation and optimization. It refers to converting analog information and workflows into digital formats. Without digital data, systems, and interfaces, automation simply isn’t possible. That’s why the term “digital transformation” is so fitting.
- Process automation is a subset of digitization and a tool for process optimization. It builds on existing digital workflows and enhances them through technical support, such as software robots, rule-based workflows, or AI-powered systems. Example: Digitization enables electronic invoice capture. Optimization streamlines the approval process. Automation then handles the review and forwarding without manual input.
- Process optimization aims to improve existing workflows by restructuring, simplifying, or using resources more efficiently. Technology isn’t required, but automation can be a powerful enabler.
Bottom line: To automate processes effectively, you need digital foundations and a deep understanding of how those processes work. Only then can automation bridge the gap between technical feasibility and operational efficiency.
Classification and Types of Automation
Not all automation is the same. Depending on complexity, data structure, and business goals, different types of process automation apply. This classification helps identify the right technological approach for each scenario.
1. Simple Process Automation
This applies to highly structured, repetitive workflows with a fixed path.
Examples:
- Automatically sending order confirmations
- Capturing master data via forms
- Archiving emails automatically
These processes follow the same pattern every time: no deviations, no decisions. They’re ideal for basic automation tools like macros or simple scripts.
2. Rule-Based Process Automation
This type is more complex. It’s used when workflows can follow multiple paths, depending on rules, conditions, or data inputs.
Decision logic is based on:
- Structured data (e.g., numbers, dates)
- Unstructured data (e.g., email text)
Example:
An invoice system checks whether the amount is below €1,000. If yes, it’s auto-approved. If not, it’s routed for manual review. These decisions are automated within invoice workflows.
Such processes are implemented using Business Rules Engines or rule-based workflows, often combined with Robotic Process Automation (RPA).
3. Intelligent Process Automation
This is where things get interesting. Intelligent automation is used for ad-hoc workflows or exceptions, where no predefined rules exist and traditional automation reaches its limits.
Key characteristics:
- No fixed decision logic
- High variability in execution
- Use of Artificial Intelligence (AI), such as machine learning or neural networks
Example:
An AI system analyzes incoming contract documents and automatically reviews key elements like duration, termination clauses, payment terms, or liability provisions. It identifies risks, missing details, or unusual wording and routes the document for further review or approval.
Often, RPA and AI are combined to automate both structured and unstructured tasks. Intelligent automation is especially relevant in customer service, HR, and IT support.
Methods and Tools
Process automation doesn’t happen on its own: it requires the right tools. Depending on complexity and goals, different technologies are used. Some rely on rule-based logic, others on AI or visual modeling.
Here’s a compact overview of key approaches:
1. Robotic Process Automation (RPA)
RPA is ideal for structured, rule-based tasks. Software robots mimic human interactions with user interfaces–filling out forms or transferring data between systems.
2. Artificial Intelligence (AI)
AI is used when workflows involve unstructured data, complex decisions, or learning capabilities. Common use cases: text recognition, classification, forecasting, or semantic analysis.
3. Low-Code/No-Code Platforms
These tools allow non-developers to build automations, using drag-and-drop interfaces, visual workflows, or prebuilt modules (e.g., in an AI lab). They accelerate implementation and foster collaboration between business units and IT.
Benefits and Use Cases
Is process automation worth it?
That depends on the use case–but the benefits are well documented. Companies gain speed, reduce errors, and relieve employees from repetitive tasks.
According to Bitkom (2024), the most visible effects include fewer human errors, faster workflows, and reduced routine work¹.
Efficiency and Speed
Automated workflows run continuously and without delays.
Routine tasks like data entry, document review, or approvals are handled by systems. This saves time and boosts responsiveness.
Cost Savings
Fewer manual steps mean fewer errors, less rework, and lower personnel costs. Studies from the Institute for Integrated Production Hannover (IPH) cite savings of up to 59%.
Quality and Error Reduction
Automation delivers consistent results.
It eliminates errors caused by fatigue, distraction, or routine overload, especially in repetitive tasks like contract review or data transfer.
Compliance and Security
Automated workflows support regulatory compliance.
Audit trails, access rights as well as access controls and documentation are system-managed, enhancing data protection and transparency.
Employee Focus and New Roles
Monotonous tasks disappear.
Employees can focus on strategic, creative, or customer-facing work.
Automation also creates new roles, such as process analysts or automation coordinators.
Outlook: Automation as a Strategic Success Factor
Process automation is no longer just a technical tool. It’s becoming a strategic asset for forward-thinking organizations.
Those who automate today lay the foundation for scalable, resilient, and innovative operations.
Next steps:
- Analyze processes holistically before automating
- Choose technologies that match complexity and maturity
- Empower employees to shape and manage automation
Because automation works best when technology and people collaborate.
It opens up space for better decisions, creative solutions, and sustainable growth.
Ready for change?
Now is the time to rethink your processes.
¹ https://www.bitkom.org/sites/main/files/2024-10/241016-bitkom-charts-kuenstliche-intelligenz-final.pdf