Robotic Process Automation technology doesn't entail the physical machines. It supports your employees in everyday tasks. RPA is a class of software ideally suited for a workflow with many various IT systems.


The purpose of RPA software

RPA tools come in handy, practically in any department. A software robot is 100 per cent responsible for the repeatable work duties spread across many systems. The examples include:


  • sending a form to a client, reading a form and placing an order in a different system; 
  • accounting and invoice archiving;
  • bank statement analysis and entering the data into the accounting system;
  • client's application analysis.



RPA can be successfully used for many routine processes.


RPA’s first days in your company

A software robot is just like an employer with their own onboarding process. RPA software will support organisational processes or enable a surefire collaboration of a limited team. So how does the first step of RPA onboarding look like? Firstly, RPA software is trained on how to work, what's the system's look and feel and how the given operations can be triggered. RPA software gets to know also the information flow between the systems.  


RPA & working day

Once trained, your software robot is able to work incessantly on one task at a time. Trained correctly, it awaits the tasks and carries out the related processes. Trained well, it also switches between the tasks, not needing a moment of hesitation. Everything in accordance with the onboarding guidelines.


RPA's working environment

RPA can be implemented quickly, and the software doesn't require a long-term IT project.  Well-integrated environment and well-communicated systems within the organisation aren't necessary. RPA works seamlessly, being able to perform an employee's basic tasks like running an application, searching for the fields to be filled in, confirmation with a button, and communication with a user. Consequently, an employer – exempted from these duties – is free to focus on more demanding tasks. They no longer need to rewrite the data between the separate applications and send the files (e.g. via mail).


RPA in your company

When restarting the economics in different sectors, the potential requirements and related scenarios can be pinpointed. The results are notably better with automation. A brief training process for RPA software leads to the features desired in your company – requiring only the tools already available.


Scenario no. 1: certificate of employment

In a conventional approach, an employer requests a human resources department to issue a certificate of employment. The procedure includes: data verification in the systems, filling in a needed document, creating an electronic signature and printing a form. A human resources employee sends information on the possibility to receive a printout to the employer who's made a request.


How to facilitate this process with RPA?

  1. A form is placed on a website. An employee fills in the form with their data (name, surname, etc.) and chooses a needed certificate type.
  2. A software robot receives the information included in a form. It logs into a human resources system, reads and gathers necessary data from a screen.
  3. A software robot generates a complete document and sends it to a human resources department, requesting a printout and a signature.
  4. Human resources employee sends a simple notification – Completed – to a software robot.
  5. A software robot notifies the employee about the possibility to receive a certificate.


Scenario no. 2: daily reporting of employees' health condition

Let's suppose it's necessary to prepare a daily report on employees' condition on a website owned by the Ministry of Finance. Not assisted with RPA, the employers would be asked by the designated people to self-report on their health on a daily basis. They would need to define the parameters such as body temperature, cough, their family members' condition, etc. Other departments would gather the data of this sort. It would be further aggregated centrally. The information – assembled and rewritten – would be included on the Ministry of Finance website.


How to facilitate this process with RPA?

  1. A software robot searches for a list of people in a human resources system. It communicates with the people found via available methods.
  2. An employee creates an application form with a graphic tool. The application form is subsequently placed on a website.
  3. A software robot logs in to a human resources system. It searches for an up-to-date list of employers with available modes of communication (phone, e-mail, instant messenger). 
  4. The software robot verifies a vacation schedule.
  5. Time for sending a message with a request to fill in an application form. A list of addressees includes all the employees besides those away on holiday at the moment.  A software robot – unassisted – chooses an appropriate mode of communication for a given employee.
  6. A software robot determines whether the application forms are complete. In case a given employee hasn't filled in the application form, a software robot checks who's their leader in a system. Then it sends a notification.
  7. A software robot enters gathered data. It doesn't need any assistance when opening a reporting website.


 In matters of robotic process automation, rely on the knowledge and experience of Finture team. We will decide on the best technology, train a software robot for you, and place it in your organisation with necessary supervision. Robotic Process Automation software eases your employees' everyday tasks. RPA functions as a well-onboarded employee while the teams – with a lessened number of routine tasks – can thrive, living up to their professional potential.


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Author: Marcin Maciukiewicz, Head of Research and Development, Finture