What is robotic process automation (RPA)? What kinds of repetitive tasks can it handle? Here’s a primer for IT and business leaders – and anyone needing to demystify the concept.

If “machine learning” sounds like the beginning of a bleak dystopian future – think The Terminator mixed with The Matrix – then “robotic process automation” must be the phase when the machines rise up to rule humankind with ruthless efficiency.

First things first: There aren’t really any robots involved in robotic process automation.
Fortunately, robotic process automation (RPA) involves nothing of the sort, except perhaps for the efficiency part. There aren’t really even any robots involved in this automation software.

“Robotic process automation is not a physical [or] mechanical robot,” says Chris Huff, chief strategy officer at Kofax.

[ Want a shareable PDF of this article? Get it now: How to explain RPA in plain English. ]

What is robotic process automation?
Rather, the “robot” in robotic process automation is software robots running on a physical or virtual machine.

“RPA is a form of business process automation that allows anyone to define a set of instructions for a robot or ‘bot’ to perform,” says Aaron Bultman, director of product at Nintex. “RPA bots are capable of mimicking most human-computer interactions to carry out a ton of error-free tasks, at high volume and speed.”

If that kind of automation technology sounds sort of, well, boring – especially compared to the Hollywood robots – that’s by design. RPA is ultimately about automating some of the most mundane and repetitive computer-based tasks and processes in the workplace. Think copy-paste tasks and moving files from one location to another, for example.

RPA automates everyday processes that once required human action – often a great deal of it performed in rote, time-consuming fashion. That’s also how RPA promises to boost efficiency for organizations.

[ Related read: AI vs. machine learning: What’s the difference? ]

Let’s back up for a moment and add some other clear-cut definitions of RPA to our arsenal. Use these to sharpen your own understanding – or to help explain RPA to colleagues, customers, or partners, especially when working with non-technical folks.

Is that process a match for RPA?
Evaluating your internal processes and workflows that would be good candidates for RPA is its own story for another day. That said, there are some fundamental criteria worth noting here since they can help you and your team get a better handle on what RPA is and how it could be useful. Moreover, these criteria can help as you discuss RPA implementation with non-technical colleagues elsewhere in the company. One of the big categories: Any processes that require people to do a high volume of repetitive data work.

“RPA is ideal for tasks involving a high level of human data processing,” says Landreman, the CPO at Olive. “The most common uses of RPA programs supplement repetitive functions or data-intensive processes, where logic-based outcomes are anticipated.”

Landreman, shares four basic check-offs when determining possible RPA fits:

• The process must be rule-based.
• The process must be repeated at regular intervals, or have a pre-defined trigger.
• The process must have defined inputs and outputs.
• The task should have sufficient volume.