RPA Use Cases

RPA (Robotic Process Automation) Use Cases

RPA is a system that provides automated business processes and tasks.

“Use case diagrams are used to define the core elements and processes, which creates a system in Robotic Process Automation." Its main purpose is to gather all the requirements of the system, both internal as well as external impacts.  

RPA Use Cases

                                          Figure: Potential of Use Cases for business Process automation.

As the industries are not interested in investing in automating the essential processes so, here, the RPA comes out to be more beneficial as per the cost perspective.

RPA systems can work across several applications, platforms, and departments. It integrates with existing IT infrastructure and does not require any additional software installation.

Automate the RPA Use Cases

The Bot controller is the heart of RPA, and it is responsible for controlling the bot (automated programs) across the enterprises. It holds the repository for different types of Bots and their version control.

 The Bots (automated programs) or software robots are called clients or agents. These Bots directly interacts with the application to perform the predefined tasks.

Automate the RPA Use Cases

                        Figure: The ways to automate the RPA Use cases.

Several ways through which, RPA can automate the use cases are given below:  

  • Report Generation

The report generation is one of the primary key tasks for most of the employees in every type of industry. We can merge this report with different kinds of data sources to generate the report.These types of reports are produced with the help of RPA.

  • Data Entry

Data entry and data Scrapping is the most important and common use cases of RPA. There are N number of companies that manually perform these types of tasks.

The RPA (Robotic Process Automation) helps the data entry operator to achieve a high degree of accuracy in some special areas such as re-keying.

  • Excel data manipulation

We have a lot of excel data to manipulate it for various tasks such as report generation, analysis, and business intelligence, etc. So, this kind of Excel Data manipulation or any other data source can be automated with the help of RPA (Robotic Process Automation).

  • Data Scrapping

In Data Scraping, tasks, like entering data to the web page or the applications and scraping data from an application or a web page, can be easily automated in some clicks with the help of RPA. The web scraping with RPA is one of the growing use cases of RPA.

The whole web scraping team is replaced by a single RPA expert who trains the scraping system to collect the data from different types of webpages.

The best thing is that we can customize our system by incorporating the concept of scrapping with RPA.

  • HR entry, the exit process

The HR and finance departments choose RPA to do things in a few clicks. The generation of documents such as entry, exit processes, freshers offers letters, experience letters, hike letters, and some text kind of calculations are automated by RPA in a few seconds.

HR entry the exit process
Figure: Use of Robotic Process Automation in HR.
  • Document Generation

RPA provides Document generation and document conversions such as the conversion of a PDF into another format as per the user’s need, or the conversion of html web pages into excel sheet.

  • Financial reports, receipt automation

The HR and finance departments use RPA to reduce workload stress and create automation. The complex digital transformation scenario, such as automating end-to-end processes, order to cash, and record to report cycles, are automated with the help of RPA workflow solution.  

  • PDF, Image Extraction

Considering a case where there are thousands of client’s PDFs in a company and the employee has to convert those PDF's into a single excel page to send it to the database. Then, in that case, it is advised to use the RPA tool (UiPath) that reads one by one and convert all PDF's together into a single excel page to save it in the database.

It may take thousands of words to perform manually, but on using the RPA tool, it only takes hundreds of words, which makes the work more easier and simpler.

It provides a huge benefit to the organizations in their business growth. In this way, the clients save their time and focus on other valuable tasks.

  • Repetitive task

There may be N number of daily, weekly, monthly repetitive task, or even yearly repetitive tasks that exist in every organization. One key thing about RPA is that if anyone prepares the bot (automated program) and schedule the tasks. Even if the client forgets, the bot will never forget. We can use the bot as per the schedule whenever we require it.

Areas of RPA Use cases

The RPA produces coordination and communication capabilities between the human and robots.

The average productivity of humans is 60% with a few errors as compared to the Robot's productivity, which is 100% error-free.

Areas of RPA Use cases

The complete list of RPA use case areas are categorized into five parts, which are given below:

1. Common business processes and activities

2. Activities in commercial functions

  • Sales
  • Customer Relationship management

3. Activities in support functions

  • Tech Support
  • Technology
  • Finance
  • HR(Human Resources)
  • Operations
  • Procurement

4. Industry-Specific Activities

  • Banking
  • Insurance
  • Telecom
  • Retail 

5. Robotic Process Automation application in personal use, such as digital assistants.

Application areas of RPA

We can use RPA to automate workflow, infrastructure, back-office Processes on labors demand. The software Bots interacts with the in-house application, website, user portal, etc.

The RPA is a set of tools that are used by various companies to get relief from human repetitive tasks.

There are many types of RPA (Robotic Process Automation) applications that exist in our daily life. Following are some examples given below:

1. Online Shopping

Online Shopping is an ordinary example of RPA application in our daily life. We can purchase everything from groceries to electronics items via online shopping websites.

But the question arises, Have you ever thought how all these processes are done at the back-end? Here the answer is RPA (Robotic Process Automation), which plays a crucial role in the whole process.

Once the order is placed on an e-commerce website, then the information of the order has to be located on the actual repositories.

These actual repositories keep tracking the stock while the orders are being placed, and it helps in dispatching the item to the correct address.  

Online Shopping

The RPA accurately does these types of data entry tasks with ease.

2. Data transfer among the Systems

Many organizations save their time by managing the entire user data with the help of Robotic Process Automation.

The entire task of any organization is fully automated with the detailed information of source and destination. The user can check and monitor the whole automated process with the help of RPA tools.

The data extraction from the invoices is a real life example of a Robotic Process Automation task.

Once the detail of the purchased order is entered into the SAP database system, the reports can be downloaded from any system.

The employee spends a massive amount of time on data entry and error handling. It is the beginning of end-to-end processes. Hence, RPA is used by the users to save their time.

Data transfer among the Systems

3. Forms Processing

Almost every organization or company processes the forms for keeping the initial records in the system. The investigation process is also one of a kind that uses paper-based proof.

The Robotic Process Automation tools are required for these kinds of processes. RPA tools are required for reading these types of forms or performing various operations on them.

Forms Processing

4. Credit Cards functionalities

The RPA software Robot takes care of the entire responsibility of the credit card functionalities in the banks. RPA tools automatically handle all the initial tasks while applying for a credit card

The RPA will decide if an individual is entitled to the credit card or not, and then the bank provides the credit card to anyone as per his details. If any person is eligible for a new card, then that is also issued by the bank. Once the credit card is delivered successfully, the case will get closed.

Banks around the world are considering RPA to minimize manual processing of huge data to avoid errors. Manual data processing is also a time-consuming task. 

The bots (automated programs) can increase the processing cost by 30% to 70% of the manual processes.

Credit Cards functionalities

Different types of processes in banks can be automated. It creates free time for the men's power to work more on critical tasks.

5. The patient Registration process in Hospitals

There are a large number of patients that come to the hospital on a regular basis for the treatment. The register book is used for keeping records of patients. It is too hard to give tokens manually, and also it needs dedicated manpower for this type of work.

This manual task may increase the chance of confusion if other patients come with a similar disease. But it can be managed by the automated program or Robot and work accurately as per the serial number.

The hospitals can save their time and resources by handling these tasks with the help of Robotic Process Automated (RPA) software. The registration process of patients can be done via RPA tools. The complete registration is based on the related information of the patient, and the doctors will guide him for his treatment.

patient Registration process in Hospitals

The Robotic Process Automation is easy and quick to implement the solution in the healthcare industries, which is starting from the patient registration to the claim settlement.

RPA (Robotic Process Automation) vs. AI (Artificial Intelligence)

The RPA is a software robot that mimics human actions, whereas artificial intelligence is the simulation of human intelligence by machine. The bot can complete the repetitive tasks with the help of Robotic Process Automation, which saves the time of an employee so that he can work on more revenue-generating tasks of the company.

The structural input and the business logic rule is improved by RPA. Its main goal is to automate the business process and work with the employees.

Artificial Intelligence is a form of technology that has replaced human labor. 

The combination of RPA and artificial intelligence can create a fully autonomous process. RPA allows businesses to work faster and produce better results. It is used on a large scale to automate each kind of business process. 


The organization uses Robotic Process Automation to grow in the digital workplace and the automation challenges. The RPA refers to the bot (automated programs) that is set to perform certain processes automatically. 

Use of Machine Learning and Artificial Intelligence in RPA

The machine learning models can be inserted into the RPA workflow to perform the machine perception tasks such as image recognition. Machine learning is mainly used for decision making and prediction.

Artificial Intelligence and RPA are two horizontal technologies that have distinct goals and interfaces.

We can say that machine learning is the ability of machines to learn different things from past experiences by using historical data to solve the given problems.  

Use of Machine Learning and Artificial Intelligence in RPA

The machine learning uses different algorithms to realize one or more models. These models act as the baseline for producing the desired result sets according to the input data parameters.

The combination of RPA with cognitive technologies such as machine learning, speech recognition, and natural language processing can automate the higher-order tasks in various companies with artificial intelligence.