RPA, workflow, API integration or AI: what fits your process?
A workflow routes work through defined steps and approvals. API integration exchanges data directly between systems. RPA (Robotic Process Automation) performs actions through existing application screens. AI can help interpret information, but can make mistakes. The right route depends on the task, the systems and the checks required.
In short
A workflow routes tasks and approvals through defined steps. RPA carries out repeatable actions through stable screens, while API integration lets systems exchange data directly. AI can classify or summarise text, for example; its output can vary and contain errors. Choose based on the work, available connections and checks that must remain. One process can combine screen interactions, API connections and predefined workflow steps.
Four routes with different operating principles
| Route | Primary purpose | Fits when | Pay attention to |
|---|---|---|---|
| Workflow | Organise tasks, statuses and handovers | Process steps and roles are visible | Exceptions and ownership must remain explicit |
| RPA | Perform rule-based work in existing interfaces | Screens and rules are sufficiently stable, and a supported integration is unavailable or does not cover the required action. | Interface changes and error handling require active operation |
| API integration | Let systems exchange data structurally | Managed interfaces and clear data contracts exist | Access, versions and source quality determine reliability |
| AI | Classify, summarise or support decisions | Variation is acceptable and output can be reviewed | Uncertainty, test data and human control must be designed |
Five steps before combining routes
- 01
Problem
Determine what must demonstrably improve.
- 02
Process
Make steps, roles and exceptions visible.
- 03
Architecture
Check interfaces, data sources and access boundaries.
- 04
Risk
Decide which errors are acceptable and where a person decides.
- 05
Lifecycle
Define how the solution is tested, monitored, changed and retired.
Avoid these shortcuts
- adding AI because the process contains a lot of text
- choosing RPA without testing screen stability
- building a combination without an owner for each layer
- confusing technical feasibility with a sound business case