IT Teams

  • 9 min read

RPA vs Workflow Automation: Decoding The Differences 

Minu Joseph

17th October, 2023

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As an IT manager, you understand the importance of automation in modern business operations. Two common automation approaches are Robotic Process Automation (RPA) and Workflow Automation, which aid in automating tasks and processes to enhance efficiency and productivity. 

Despite having similar objectives, these technologies work at different levels and possess unique advantages and limitations. To choose the most appropriate technology between RPA vs Workflow automation for your team, you need to carefully consider the applications of both approaches.

RPA is most useful for automating individual tasks that are manual, repetitive, and time-consuming. It is especially effective for automating tasks involving data transfer or processing. RPA bots can be programmed to perform these tasks much faster and more accurately than humans, allowing your organization to save time and reduce errors.

On the other hand, Workflow Automation is an approach to automating complete end-to-end business processes. It involves automating multiple tasks and activities in a larger process. This approach streamlines the entire process, reducing the time and effort required. Workflow Automation is particularly useful for complex processes that involve multiple steps and decision points.

Interestingly, RPA and Workflow Automation can be used together in complementary ways. RPA can be used to automate individual tasks within a larger process, while Workflow Automation can be used to automate the entire process from start to finish. Using these technologies together lets your IT teams automate more tasks and processes, leading to better results and increased efficiency.

However, to use this automation together, you first need to better understand these terms thoroughly and the critical differences between them i.e. RPA vs Workflow automation.

What is RPA (Robotic Process Automation)?

RPA, or Robotic Process Automation, represents a type of automation technology that employs software "bots" to carry out tasks spanning various applications. Its primary purpose is to automate routine and repetitive tasks that humans typically perform. 

RPA bots engage with user interfaces within applications and follow predetermined rules. The significant advantage of RPA lies in its accessibility, as it does not necessitate coding or intricate software configurations. This simplicity makes RPA an economical and easily maintainable solution.

RPA enjoys widespread adoption across industries and business sectors because it can reduce errors, expedite task completion, and enhance overall operational efficiency. Additionally, RPA, when coupled with artificial intelligence (AI) technologies, gains prominence for its capability to automate more intricate and advanced tasks.

What is Workflow Automation?

Workflow Automation is the practice of designing, executing, and streamlining processes for optimal outcomes. Instead of focusing on individual components, this approach centers around automating entire sequences of tasks. Workflows are established through logic and rules-based triggers, which involve connecting manual tasks, automated functions, data, or files across individuals or systems. 

Utilizing a workflow automation tool, you can effortlessly create process flows using a drag-and-drop interface guided by predefined triggers or rules. Automated workflows eliminate errors and inconsistencies often associated with manual processes.

Workflow automation can be applied to various business processes, including employee onboarding, customer onboarding, order processing, product delivery, and optimizing customer service inquiries.

RPA vs Workflow Automation: A Quick Comparison Table

Below is a comparison table highlighting the key differences between RPA vs Workflow automation at a quick glance:

Both RPA vs Workflow automation have their own strengths and are valuable tools depending on the specific requirements and goals of a process or organization. In the following section, we have thoroughly examined the key strengths and characteristics of RPA vs workflow automation to help you make an informed choice.

RPA vs Workflow Automation: 5 Key Differences 

When it comes to automation technologies, RPA and Workflow Automation serve different purposes and have different characteristics. From repetitive tasks to end-to-end processes, here are 5 key differences between RPA vs Workflow automation:

1. Scope & Applicability

One major difference between RPA vs Workflow automation is its scope of automation and applicability. Scope and applicability refer to the range of tasks or processes that can be automated using RPA and workflow automation. 

RPA is primarily suited for automating individual, repetitive, and rule-based tasks that do not require significant decision-making. These tasks include data entry, form filling, and information retrieval, among others. RPA is best applied when tasks are mainly manual, time-consuming, and prone to errors. 

Automation tasks for which RPA is applicable:

• Automating data entry tasks, such as copying data from one system to another.

• Automating invoice processing by extracting data from invoices and entering it into accounting systems.

• Automating customer service tasks, such as responding to frequently asked questions or processing refund requests.
  
  In contrast, workflow automation is designed to automate end-to-end business processes spanning multiple systems, departments, and stakeholders. Workflow automation is best suited for automating complex, multi-step processes that require human intervention. Tasks involve multiple tasks and decision points, such as procurement, employee onboarding, or customer service. 

Automation Tasks for which workflow is applicable:

• Automating the employee onboarding process by integrating HR systems, generating offer letters, and setting up accounts for new employees.

• Automating the procurement process by automating approvals, generating purchase orders, and sending them to vendors.

• Automating the customer service process by routing customer inquiries to the appropriate department and tracking the progress of their resolution.
  
  To sum up, RPA is ideal for automating specific tasks within a broader process, while workflow automation is designed to streamline the entire process.

2. Complexity & Customization

Complexity and customization refer to the level of technical expertise required to implement and customize RPA and workflow automation solutions. 

• While RPA is relatively simple, it may not be customizable enough to handle more complex processes. RPA solutions are typically easier to implement and require minimal technical expertise. 
  
  Most RPA tools use a visual interface that allows one to record and configure the steps of the automation process. Customizing RPA solutions also requires minimal coding knowledge, as most RPA tools have pre-built actions and integrations that can be easily combined to create custom workflows.

• On the other hand, workflow automation solutions are generally more complex and require more technical expertise to implement. Workflow Automation is designed to handle more complex processes and can be customized to meet specific business needs.
  
  The tools often use programming languages and require more coding knowledge to customize. However, workflow automation solutions provide greater flexibility and can be customized to meet specific business requirements. Workflows can be designed to integrate with a wide range of systems and platforms, allowing organizations to create bespoke solutions tailored to their unique needs. 
  
  While RPA solutions are simpler to implement and customize, workflow automation solutions offer greater flexibility and can be tailored to meet specific business requirements.

3. Human Intervention & Decision-Making

One of the key differences between RPA vs Workflow automation is the level of human intervention and decision making required. 

• RPA is designed to automate repetitive, rule-based tasks that don't require human decision-making, while Workflow Automation can handle tasks that require human input and decision-making. 
  
  In contrast, workflow automation involves interconnected processes requiring human decision-making and intervention at various stages. These decisions can range from approving a task to resolving an issue that arose during the process. The workflow automation system may prompt users for input or require them to review and approve certain stages before proceeding to the next step.

• The level of human intervention required can affect the efficiency and speed of the process. RPA can work quickly and autonomously but is limited to specific tasks. On the other hand, workflow automation may take longer to complete due to the need for human decision-making, but it can handle more complex and varied processes.

• In some cases, a combination of RPA and workflow automation may be the most effective solution. RPA can handle repetitive tasks, while workflow automation can handle the processes that require human intervention and decision-making. 
  
  By using both automation in your organization, you can streamline several processes, increase efficiency, and reduce errors.

4. Integration With Other Systems

• RPA solutions are designed to work with a wide range of applications and systems, including legacy systems, mainframes, and web-based applications. RPA tools typically use screen scraping or API integration to interact with other systems. It allows them to automate tasks within those systems without requiring major modifications to the existing infrastructure.

• Workflow automation solutions are also designed to integrate with other systems and applications within an organization's technology stack. However, workflow automation tools typically require more extensive integration work and technical expertise to connect with other systems. Workflow automation tools often use APIs or webhooks to connect with other systems, allowing them to exchange data and automate tasks within those systems. 
  
  Thus, both RPA and workflow automation solutions can integrate with other systems and applications within an organization's tech stack. However, RPA is generally easier to integrate with other systems requires less technical expertise than Workflow Automation. But workflow automation solutions offer greater flexibility and can be customized to meet specific integration requirements.

5. Time & Resource Requirements

• RPA solutions are designed to automate individual tasks that are repetitive, rule-based, and require minimal decision-making. Thus, RPA solutions can typically be implemented relatively quickly and require fewer resources compared to workflow automation solutions. 
  
  It is typically designed to be user-friendly and require little to no coding experience, allowing non-technical staff to implement and maintain RPA processes.

• In contrast, workflow automation solutions are designed to automate entire business processes end-to-end, including complex workflows that involve multiple steps and decision points. As a result, workflow automation projects can require more time and resources to implement successfully. 
  
  It may require more technical expertise and often involve more extensive planning and design work to optimize the automation process for maximum efficiency.

• Thus, implementing RPA typically requires less time and resources than Workflow Automation. RPA bots can be set up relatively quickly and require minimal training. On the other hand, Workflow Automation may require more time and resources to implement and additional training for your employees.

• Workflow automation solutions offer greater flexibility and can automate entire end-to-end business processes, including complex workflows that involve multiple decision points. you should carefully consider your organizational needs and the scope of the automation project to determine which solution is best suited to your teams.
  
  To sum up, both RPA and workflow automation enhance organizational efficiency and productivity. The decision between the two depends on your organization's unique needs and the nature of automated tasks. 
  
  It's worth noting that combining both approaches may be the most effective strategy. By leveraging the strengths of RPA and workflow automation, organizations can optimize their automation efforts' efficiency and value.

Zluri- The Best IT Automation Tool in 2023 

Zluri stands as an extensive IT automation solution, offering a unified platform that enables your IT teams to streamline their daily workflows effortlessly. Its key strength lies in automating mundane IT tasks like user provisioning & deprovisioning, app approval workflows, requisitions, vendor management, and more.

This automation prowess empowers your teams to divert their focus toward critical issues, significantly enhancing overall efficiency and accuracy while minimizing the possibility of human error. Zluri boasts a user-friendly interface and an intuitive design, ensuring a smooth start for IT teams diving into the realm of automation.

With advanced automation capabilities, Zluri excels in automating IT tasks, streamlining routine processes, and reducing manual effort. 

Here are Zluri’s 5 best IT Automation Workflows:-

• Automated SaaS app Discovery & Management 

Zluri revolutionizes SaaS application discovery by automating the process, eliminating the need for manual tracking using spreadsheets and emails. Our platform provides a centralized hub for effortless discovery and management of all your SaaS applications.

Leveraging five advanced methods, Zluri accurately identifies 100% of SaaS applications within your organization. These methods include Single Sign-On (SSO), finance & expense management, integrations through APIs, optional desktop agents, and optional browser extensions.

Our robust automation for SaaS app discovery ensures that your IT teams are continuously updated on your complete SaaS stack. Additionally, Zluri seamlessly integrates with 800+ apps, enabling swift identification of application usage, users, and purposes

• Streamlined Onboarding and Offboarding Automation

With Zluri, IT teams benefit from the automation of onboarding and offboarding processes, leading to enhanced efficiency and productivity. Our platform offers a comprehensive SaaS management system that eliminates manual tasks, saving time and resources.

• Automated Onboarding:

Zluri simplifies onboarding for new employees, enabling quick access to essential tools and applications. It seamlessly integrates with popular SaaS tools and serves as a centralized repository for employee information, ensuring you always have up-to-date insights into software usage.

• Customizable Workflows:

Tailor workflows based on user roles, designations, seniority levels, and more. These customized workflows can be saved as 'playbooks' for future use, automating repetitive tasks and allowing your team to prioritize high-value activities that drive business growth.

• Effortless Offboarding:

Zluri also streamlines the offboarding process, ensuring that critical tasks are systematically completed when employees depart. Automated offboarding guarantees the timely revocation of data access rights, safeguarding your organization's data security.

• Streamlined SaaS License Management

Zluri offers automated SaaS license management, empowering organizations to optimize efficiency and reduce costs. Our cutting-edge technology simplifies license management and ensures compliance with licensing agreements.

Furthermore, Zluri provides comprehensive insights into vendors and contracts associated with each license. This transparency extends beyond internal employees, allowing you to monitor licenses assigned to external users, such as vendors, freelancers, and consultants, ensuring a holistic view of your software licensing landscape.

• Automated SaaS Renewal Management

With Zluri's centralized system, organizations gain complete visibility into their SaaS applications and contracts, enabling data-driven decisions regarding renewals based on usage and performance metrics.

Zluri offers comprehensive renewal insights, providing clear overviews and details for all upcoming SaaS renewals. Our Renewal Calendar empowers proactive planning, allowing you to prioritize preparations based on renewal size and timelines.

Furthermore, our platform enables automated renewal date reminders, cost tracking, and vendor negotiation, all accessible from a single, centralized location. Receive timely notifications and valuable insights to optimize your license agreements. 

For instance, you'll receive advance alerts 30, 15, and 1 day before contract renewals, and for payment renewals, notifications 7 days and 1 day in advance

• Automated User Monitoring and Reporting

Zluri revolutionizes IT monitoring and reporting processes, enhancing overall IT operational efficiency within organizations. Through seamless integration with existing systems and workflows, Zluri delivers real-time insights into SaaS application performance, utilizing usage data to proactively identify and resolve issues before they escalate.

Zluri effortlessly integrates with your organization's existing tools, such as Google Analytics, Salesforce, and more, providing centralized data access. This eliminates the need for manual data tracking, reducing the potential for errors and ensuring a more precise understanding of your business's performance.Furthermore, Zluri offers tailored reporting solutions, allowing you to create customized reports that align with your specific business needs. Whether you require weekly, monthly, or quarterly reports, Zluri grants you easy access to the data that matters most to your organization, precisely when you need it.

Furthermore, Zluri offers tailored reporting solutions, allowing you to create customized reports that align with your specific business needs. Whether you require weekly, monthly, or quarterly reports, Zluri grants you easy access to the data that matters most to your organization, precisely when you need it.

If you aim to optimize your IT processes and enhance your IT team's productivity, Zluri is the solution to explore. It is designed to assist you in reaching your objectives efficiently.

To experience how Zluri can boost your organization's productivity and efficiency, schedule a demo today.

About the author

Minu Joseph

Minu is a product marketer with dynamic digital marketing support and a background in journalism. She has a comprehensive understanding of B2B marketing strategy and content writing.