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Robotic Process Automation

What is RPA and when is it a logical automation route?

Quick answer: RPA lets software perform actions inside existing applications much like a person would on screen. It is especially useful when a process is stable but systems are difficult to integrate directly.

Updated 3 September 2026 · By Boermans Digital · Sources & method

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In short

RPA is software-based task automation through a user interface. It is strong for repetitive, rules-based work in existing systems, but needs careful handling of screen changes, error recovery, credentials and monitoring.

How it works

What does a software robot do?

An RPA robot can reproduce steps currently performed by a person.

  • Sign in to an application and retrieve data.
  • Populate fields or move information between screens.
  • Download, rename or upload files.
  • Run fixed checks and flag deviations.
  • Start work on a schedule or event.
Fit

When RPA is a good fit

RPA is particularly relevant when the logic is clear but direct system integration is limited.

A common case is a business-critical application without a usable API where staff repeat the same screen actions. RPA can automate that work without replacing the source system first.

The more stable the screens, rules and inputs are, the easier the route generally is to manage.

Boundary

When RPA should not be the first choice

Screen automation is not automatically the most durable architecture.

  • A reliable API exists and the same outcome can be achieved directly between systems.
  • The user interface changes frequently.
  • The process contains many unpredictable exceptions.
  • No owner exists for monitoring, credentials and change management.
  • A silent error could have a large impact without human control.
Operations

Treat RPA as production software

A robot that works today must stay predictable after an application update.

  1. 01

    Test

    Document representative scenarios and exceptions.

  2. 02

    Monitor

    Make technical and process failures visible.

  3. 03

    Control access

    Use managed accounts, secrets and roles.

  4. 04

    Manage change

    Test screen and process changes before production.

Next step

Would you rather assess it yourself first or discuss it directly?

Use the scan when you still want to determine whether a process is a promising candidate. If you already have one concrete recurring process or bottleneck, bring that directly.

Self-assess

Assess one process in the Automation Scan

Answer seven weighted questions about process fit, impact, data and ownership. The scan stays local in your browser.

Start the Automation Scan
Concrete question

Discuss one recurring process

Describe what keeps recurring, where it slows down and which decision you want to make. You do not need to choose a solution first.

Discuss my process
No technical solution requiredScan without personal data
Continue within Automation

Put RPA in the right context

Automation overviewSee RPA as one possible route within Automation.RPA versus workflow and AICompare RPA with other execution routes.API integrationsCompare screen automation with direct system integration.Automation ScanCheck whether your process is stable and rules-based enough.
FAQ

Frequently asked questions about this topic

Short answers to common decision questions, without turning them into promises about a specific implementation.

Is RPA the same as AI?

No. RPA mainly automates predictable actions using rules. AI can help with less structured tasks, requires different controls and is often one component of a broader workflow.

When is an API integration better than RPA?

When systems provide stable APIs and can exchange data directly, an integration is often more robust than reproducing actions through a user interface.

Can RPA work with legacy systems?

Often yes, because RPA can use existing screens. Feasibility still depends on stability, exceptions, access control and ongoing maintenance.