Automation has become a crucial aspect of the modern business world. Among the different types of automation, two that I get the most questions about are Workflow Automation (WFA) and Robotic Process Automation (RPA). While the two share some similarities, they also have differences that set them apart. In this article, I wanted to discuss the similarities and differences between Workflow Automation and Robotic Process Automation because there are many out there that still do not fully understand on how to leverage them.
Workflow Automation
Let’s start with workflow automation (WFA). Workflow automation takes a human-centric approach to automation that focuses on optimizing the flow of work within an organization. It involves the use of software tools, like we see with Nintex or Power Automate, to automate routine tasks that involve multiple people or departments. Workflow automation is designed to improve the efficiency of business processes by reducing the time and effort required to complete them.
An example of this could be a workflow to manage the creation and approval process for a document. When a new request has been submitted, a document would be generated based off an existing template. From here the workflow would automatically route it to the appropriate people for review and approval, and then notify the submitter when the document has been approved. Leveraging a workflow for this allows for users to be notified when they have something to do within the process rather than having to do the work manually.
The workflow can also manage dynamic, instance level data, which makes it unique to this specific process. While on the surface it is simply a process to generate a document and then review and approve, there may be some nuances that need to be considered. What if there are requested changes to the generated document? What about if the user that needs to approve the document is out? These types of scenarios can be handled within a workflow and designed to manage each potential outcome.
Robotic Process Automation
Robotic Process Automation (RPA), on the other hand, is a virtual agent that mimics human actions to automate repetitive tasks. It involves the use of software robots to perform tasks that would otherwise be done by humans, such as data entry, data extraction, and report generation. RPA is designed to improve the accuracy and speed of business processes by reducing the risk of errors and increasing the speed of execution.
When thinking about RPA, we can look to invoice processing as an example. This process involves extracting data from invoices and then entering it into accounting systems. An RPA solution can be used to automate the data entry process, thus reducing errors, and increasing efficiency. Let’s be honest, no one loves to copy and paste data for hours on end; this is a perfect use case for a bot to do for us. The solution could even include virtual agents that can communicate with suppliers to automate data validation, and integration with accounting systems. Solutions like UiPath or Nintex RPA can be used to build the RPA bots to perform the steps.
The Same, But Different
Both Workflow Automation and Robotic Process Automation aim to reduce the need for human intervention in repetitive, manual, and time-consuming tasks. However, there are some business processes that still require human interaction. Perhaps it is to review sensitive data or is part of a step where feedback is required in order to move forward. There are some things that just cannot be automated. Both technologies also aim to enhance efficiency, productivity, and accuracy in business processes.
One of the key differences between workflow automation and RPA is the level of human involvement required. Workflow automation is designed to work alongside humans, providing them with tools to streamline their work and improve their productivity. Building with workflow automation can range from simple, personal based productivity like moving email attachments into a storage location, to complex, organization wide processes like onboarding or offboarding employees.
RPA, on the other hand, is designed to replace humans in repetitive tasks, freeing them up to focus on more complex and strategic work. A solution with RPA is generally complex that workflow automation due to having to accommodate for all potential outcomes and scenarios since the bot can only perform the steps it was given when it encounters something. If the bot does not have instructions on what to do, the process fails. This is why RPA shines when it comes to moving large amounts of data that follows a strict rule set and does not deviate from it.
Final Thoughts
While workflow automation and RPA share some similarities, they are fundamentally different technologies. Workflow automation is a human-centric approach to automation that focuses on optimizing the flow of work within an organization. RPA, on the other hand, is a virtual agent that mimics human actions to automate repetitive tasks. Both technologies have their own unique benefits and can be used to improve the efficiency and productivity of business processes. By understanding the differences between Workflow Automation and Robotic Process Automation, businesses can choose the right solution for their automation needs. A human-centric approach may be preferable if the goal is to augment the work of employees, while an RPA approach may be better suited for automating repetitive tasks that do not require human intervention. It’s crucial to work with a knowledgeable automation partner who can guide the selection and implementation of the appropriate solution to achieve desired outcomes such as ease of use and speed to market.
Jesse McHargue 