Glossary

RPA

Yet another abbreviation from the software industry. RPA stands for Robotic Process Automation. And some people are immediately reminded of workflows. But no, that’s not what RPAs are.

Robotic Process Automation is not just another name for workflows, but an automation technology in its own right with a different focus and area of application. Let’s take a look at the situation.

The difference: RPA vs. workflow

Other focus of automation:

Robot process automation is primarily aimed at individual, repetitive and rule-based tasks, such as data entry or filling out forms. These tasks are performed by software bots that mimic human interaction with user interfaces.
Workflow automation, on the contrary, focuses on automating entire business processes that consist of several steps and often involve coordination between different teams, departments or systems as well as decision-making. Tasks are processed sequentially according to predefined rule.

What is RPA for document processes?

Robotic process automation (RPA) is a technology for automating recurring, rule-based tasks in document processes. Software robots can be used to optimise manual workflows, saving companies time, reducing errors and increasing efficiency.

How does RPA work in document processing?

Durch die Integration von Robotic Process Automation in ECM-Systeme werden wiederholte Tätigkeiten in Dokumenten-Workflows automatisiert, z. B.:

Document capture & classification – Automatic identification and sorting of files.
Data extraction – AI-supported analysis and transfer of content from invoices, contracts or forms.
Validation – Ensuring data consistency, e.g. in 3-way match when checking the purchase order reference of an incoming invoice.
Compliance checks – e.g. automation of contract checks for clauses and content elements.

What advantages does RPA offer for document processes?

Greater efficiency – Faster processing of documents and data.
Fewer errors – Minimization of manual input errors through automated processes.
Cost savings – Reduction of operational effort and faster processing.
Better compliance – Ensure compliance with data protection and archiving requirements.
Seamless integration – connection with ECM, DMS and ERP systems for smooth workflows

RPA & ECM – the perfect combination?

In enterprise content management (ECM) systems, robotic process automation significantly improves document management, archiving and workflows. Companies benefit from automated processes, higher productivity and a scalable solution for digital document management.

With RPA for document processes, manual tasks can be automated, costs reduced and digital transformation accelerated. The combination of RPA and ECM technologies enables efficient, secure and intelligent processing of business-relevant documents.

FAQ on Robotic Process Automation

When is RPA useful?

This type of automation is predestined for frequently occurring work steps that follow clear rules. Examples include filling out forms, copying and moving data or processing structured documents, e.g. when entering receipts.

Are there examples of RPA?

Yes, for example the automatic capture of document properties at the start of a process.

The document reaches the company, after which an AI routine records its properties.

That would be the first step within a larger process. Of course, employees could also do this manually. But this is error-prone, takes too much time and is anything but pleasant for employees. Nevertheless, the properties of a document are extremely important for its further processing. Documents can be classified and sorted based on their properties.

Which processes are suitable for Robotic Process Automation?

As soon as work steps have the following characteristics, they are suitable for RPA:

Manual and repeatable: processes that are carried out regularly and by hand are ideal candidates. The more frequently a process is repeated (daily, weekly), the greater the benefit of automation.
High volume: Processes with many transactions or a high workload are particularly worthwhile, even if they do not run daily but monthly, for example.
Rule-based: Processes should follow clear rules and leave little room for interpretation. Complex, non-standardized decision-making processes are less suitable.
Digital data processing: RPA can only automate digital tasks carried out on a PC. Paper-based processes must first be digitized.
Low complexity: Processes that do not contain too many exceptions or special cases can be automated more quickly and reliably