What is Robotic Process Automation (RPA)?

Bots can work around the clock without breaks, ensuring faster, error-free execution. Even better, RPA solutions are non-invasive—they integrate easily across modern and legacy tools without requiring significant system changes.

As businesses face growing operational complexity, scaling automation securely becomes critical. RPA not only solves immediate productivity issues but also lays a foundation for larger digital transformation initiatives when combined with secure access controls and intelligent workflows.

In this guide, we’ll break down:

• What RPA is and how it works
• The real-world business benefits
• Challenges to watch out for
• Use cases across industries
• A step-by-step implementation strategy to get started the right way

Let’s understand.

What is Robotic Process Automation?

Robotic Process Automation (RPA) is a software technology that uses bots to mimic human actions across digital systems—like entering data, moving files, and navigating screens—only much faster, more accurately, and without fatigue.

Instead of manually repeating the same tasks, businesses use RPA to automate processes, reduce errors, and scale operations with minimal disruption.

RPA bots work across applications, systems, and environments without requiring deep backend integration, making automation more accessible to both IT and business teams.

RPA deployments can be categorized based on how bots interact with users and processes: attended automation, unattended automation, and hybrid automation. Each type serves a different purpose based on task complexity and the level of human involvement needed.

Types of RPA

Each type of robotic process automation plays a unique role in streamlining operations. Let's explore them one by one to see how they fit different business needs.

1. Attended Automation

Attended automation is the type of RPA that requires a human to trigger or interact with the bot during task execution. This type is typically used in a front office setting where speed and assistance matter a lot.

Benefit: Enhances employee productivity by assisting during high-value interactions.

Example: In the healthcare firm, a call center representative uses a bot to auto-fill patient details like appointment history and insurance details. This speeds up call handling time and reduces manual inputs.

2. Unattended Automation

Unattended bots are a type of RPA that runs without human intervention. This type of robotic process automation is ideal for back-office tasks that follow clear rules and do not require human judgment.

Benefit: Maximizes efficiency by automating tasks from end to end.

Example: In finance and accounting, a bot automatically reconciles bank statements at the end of the day. The bot pulls transaction data from ERP systems and matches that data against bank feeds; all of this is carried out without a human touch.

3. Hybrid Automation

When we say hybrid, it leads to the blend of attended and unattended RPA. This bot handles end-to-end business processes that require both automated tasks and human decisions.

Benefit: Provides flexibility for dynamic business processes that can't be fully automated.

Example: In the banking industry, an unattended bot verifies identity documents and runs credit checks. Then, a human analyst reviews flagged applications using attended automation tools that surface data instantly for quicker decision-making.

Each type of robotic process automation is effective in making business operations more efficient. The right fit relies on the task complexity and the level of human involvement.

How is RPA Different from Traditional Automation?

Here is the table containing a complete comparison of robotic process automation and traditional automation.

Criteria	Robotic Process Automation (RPA)	Traditional Automation
Nature of Tasks	Best for rule-based, repetitive, manual tasks	Ideal for structured and predefined business processes
Integration	Works across applications without deep system integration	Requires system-level integration
Development Effort	Low-code or no-code platforms are available	High development and maintenance effort
Flexibility	Easily adaptable to UI changes	Rigid; changes require code modifications
Implementation Time	Quick to deploy	Takes longer due to custom development
Cost	Lower implementation and maintenance costs	Higher initial setup and ongoing support costs
Scalability	Easily scalable across business functions	Limited scalability without re-engineering
User Involvement	Can mimic user actions directly on interfaces	Requires API or backend access

While both RPA and traditional automation aim to enhance operational efficiency, RPA offers a more flexible, faster-to-deploy, and cost-effective way to automate manual workflows, especially in dynamic environments where change is constant.

However, the ease of RPA adoption also introduces a new risk layer: bots often require privileged access to multiple systems to function correctly. Without strong security controls, these access points could become vulnerable to breaches.

That's where Securden steps in.

Securden helps businesses manage and monitor privileged access, ensuring that RPA bots run with only the necessary permissions. This privileged access management platform adds a strong layer of privileged access governance and eliminates risks.

How Does Robotic Process Automation Work?

Robotic Process Automation (RPA) uses software bots to emulate human actions across digital systems. These bots follow predefined rules, business logic, and workflows to complete repetitive tasks with high speed and precision.

Here's a simplified view of the RPA lifecycle:

• Trigger: A scheduled time, event, or user action initiates the bot.
• Process: The bot retrieves and processes structured or semi-structured data following set instructions.
• Output: Completed actions are logged, reports are generated, and outputs are delivered to target systems.

Let's break down the core steps:

• Define Bot Rules and Configuration: Developers or business users set up the bot through a visual interface or script-based setup. They are the ones who define the workflows and connect the bot to data sources.
• Capture Data and Interpret: Bots extract data from structured or semi-structured inputs like emails, spreadsheets, or CRMs. They convert this data into a usable format before they proceed to the next task.
• Execute Tasks Automatically: The bots conduct repetitive actions without the involvement of humans. Such actions include entering data, logging in, filling out forms with similar formats, or sending reports.
• Apply Conditional Logic for Decisions: Some bots rely more on conditional logic to make basic decisions. For example, bots may route an invoice depending on the amount or the department it belongs to.
• Monitor, Log, and Handle Errors: Each bot tracks its activities in a detailed log. It flags any errors that have occurred and helps teams identify and correct process gaps.

When it comes to robotic process automation, it does not require deep system integration. The system operates on the user interface level, which makes it flexible for diverse environments.

5 Benefits of Robotic Process Automation

Here are the core benefits associated with robotic process automation.

1. Boosts Accuracy and Eliminates Human Errors

RPA bots follow strict, predefined rules without deviation, significantly reducing the risks associated with manual errors like incorrect data entry, misfiled forms, or oversight due to fatigue. This ensures consistently high data integrity across your systems.

2. Accelerates Process Speed Across Functions

Bots operate 24/7 without breaks, handling tasks like report generation, claims processing, and form submissions at speeds far beyond human capability. This rapid task execution leads to faster service delivery and higher operational efficiency.

3. Reduce Cost and Maximize ROI with Automated Workflows

By automating repetitive tasks, businesses reduce their reliance on manual labor, cut operational expenses, and boost ROI — often within the first few months of deployment. Error reduction further amplifies these savings by minimizing costly rework.

4. Enhances Compliance Without Manual Oversight

Every bot activity is automatically logged, creating a tamper-proof audit trail. This is especially valuable in heavily regulated sectors like healthcare and finance, helping businesses meet regulatory requirements without increasing administrative burden.

5. Allows Employees to Focus on Strategic Work

By handling routine work, RPA frees up human employees to focus on customer engagement, creative problem-solving, and innovation initiatives. This shift improves employee morale and creates a workforce aligned to strategic business goals.

6. Scales Easily Across Functions and Locations

RPA scales rapidly, from automating a few processes to orchestrating thousands of bots across departments and geographies. This scalability enables businesses to adapt automation to evolving demands without large infrastructure overhauls.

7. Builds Organizational Resilience

With bots available 24/7, businesses can handle peak workloads, unexpected surges, or crisis-driven operations without overburdening human teams. This resilience boosts continuity and reduces service disruptions.

While the benefits of RPA are undeniable, implementing it successfully comes with its own set of challenges. Recognizing and preparing for these hurdles ensures you maximize RPA’s impact while avoiding common pitfalls. Let’s dive into the key challenges and how to overcome them.

Recognizing and preparing for these hurdles ensures you maximize RPA’s impact while avoiding common pitfalls. Let’s dive into the key challenges and how to overcome them.

Challenges with Robotic Process Automation (with Solutions)

Here are the challenges faced with RPA, along with the appropriate solutions.

1. Lack of Smooth Business Processes Discovery

Several businesses struggle to identify which processes and procedures are ideal for automation. If you do not have clear visibility into workflows, then businesses risk automating inefficient or non-standardized tasks. This leads to inefficiencies and outcomes that fail to meet business objectives.

Solution

You can use process mining tools, or you can perform detailed workflow analysis to identify rule-based and high-volume tasks suitable for RPA. This assists businesses in prioritizing automation efforts with higher impact and reliability. In this stage, Securden can also help you improve process security by providing secure privileged access management and reducing the risk of automation failures due to security loopholes.

2. Finds It Hard to Scale Beyond Initial Wins

Initial robotic process automation deployments show success, but at the same time, scaling within departments becomes difficult due to a lack of standardization or integration issues. As a result, it can cause the automation initiative to lose momentum and fail to get continued support.

Solution

Build an RPA Center of Excellence (CoE) to help you create governance, set best practices, and ensure smooth cross-functional expansion. Having a centralized strategy streamlines execution and promotes long-term adoption.

3. Unable to Maintain Bots at Scale

With the increase in the number of bots, the complexity of their maintenance also increases. Even a minor change in source systems can lead a bot to break. If you are not prioritizing proper oversight, this can increase downtime and support costs.

Solution

You must invest in advanced bot monitoring tools and collaborate with the IT team to ensure RPA bots stay updated and aligned with the system changes. Constant monitoring minimizes interruptions and improves overall efficiency.

Industry-Wise Robotic Process Automation Use Cases

Here is the table highlighting the use cases of robotic process automation in different industries.

Industry	Common RPA Use Cases	Popular RPA Tools
Banking & Finance	Automates the KYC process Handles account reconciliations	UiPath Automation Anywhere
Healthcare	Manages patient onboarding Automates insurance claims	Blue Prism Kryon
Retail & E-commerce	Tracks inventory Automates order workflows	Power Automate UiPath
Manufacturing	Automates supply chain updates Manages vendor onboarding	AutomationEdge WorkFusion
Insurance	Automates claims processing Manages policy renewals	UiPath Blue Prism
Energy & Utilities	Automates meter reading processes Manages energy consumption reports	UiPath Power Automate
Retail	Automates supply chain logistics Manages customer loyalty programs	Automation Anywhere UiPath
Logistics & Supply Chain	Automates the shipping process Manages order tracking	Blue Prism Kryon
Telecom	Automates customer onboarding and service request handling Manages network maintenance scheduling	UiPath Automation Anywhere
Public Sector	Automates benefits processing and citizen service portals Streamlines regulatory reporting for transparency	Blue Prism WorkFusion

With RPA bots now touching sensitive operations across banking, healthcare, logistics, and the public sector, securing bot credentials and privileged access becomes non-negotiable. If a bot’s credentials are compromised, attackers could gain direct entry to financial systems, customer databases, or regulatory records.

That’s why integrating privileged access management (PAM) is critical to your automation security strategy.

Securden’s privileged credential management platform ensures that:

• Bots only access what they need—and nothing more.
• Machine-to-machine communications are encrypted and auditable.
• Access violations are instantly flagged for corrective action.

Step-by-Step Process of Implementing Robotic Process Automation

Here is the entire process of how to implement RPA into your business.

Step 1. Get Buy-in from Business and IT Teams Early

Start by getting sufficient support from your business leaders and IT teams for a successful RPA implementation. Also, ensure that all the involved parties understand the value of RPA (How it is helpful in your business operations) and align the initiative with business objectives. Clear communication about the advantages and impact of RPA helps you secure a commitment from decision-makers.

Step 2. Define Governance Through a Center of Excellence

You can create a Center of Excellence (CoE) just to govern robotic process automation procedures. The CoE assists in setting the standards and maintaining the quality of automation efforts. What you can do is to:

• Set roles and responsibilities within the CoE to provide clear direction.
• Develop a set of best practices that align with the company's objectives.
• Monitor and improve continuously based on feedback from RPA implementations.

The CoE ensures that RPA initiatives are governed for consistency and control. It also applies lessons learned to improve future automation efforts.

Step 3. Select a Vendor Based on Support and Flexibility

When you are looking for an RPA vendor, the process involves more than just assessing the software’s capabilities. You must make sure that you are getting answers to the following questions:

• Does the vendor provide dedicated support for RPA implementation?
• Can the RPA tool easily scale as your business processes grow?
• Is the solution compatible with your current IT infrastructure?

If you select the right vendor based on these criteria, you are set for success. However, selecting the wrong one can lead to integration headaches and scaling difficulties.

Step 4. Align RPA Goals with Business Outcomes

For robotic process automation to succeed, make sure it is aligned with your business goals. You need to clearly define measurable outcomes like cost reduction or process efficiency. Such an alignment ensures that robotic process automation is a technological investment and also a strategic tool that contributes to achieving business objectives.

Step 5. Track Performance Using KPIs and Feedback Loops

The process does not end with just deployment; tracking key performance indicators (KPIs) is an important part of measuring the success of RPA initiatives. Regular feedback loops ensure continuous improvement. Here is what you need to consider during the entire monitoring task:

• Monitor KPIs to track productivity and cost reduction.
• Get feedback from users to identify improvements.
• Adjust RPA processes based on data and feedback to optimize the outcomes.

When you measure the performance, you fine-tune the system and maximize the ROI from robotic process automation. Following such steps ensures that RPA becomes a strategic asset for your organization.

Align Your Automation Strategy with RPA Goals for Better Outcomes

As automation continues to reshape industries, choosing the right Robotic Process Automation (RPA) strategy can significantly impact your business's productivity and scalability. If you are considering implementing RPA in your business, you need to carefully consider each benefit and the associated challenges. However, just implementing RPA is not the end goal. The focus must be on securely managing and integrating it into your existing IT infrastructure.

With bots requiring privileged access to perform various tasks, you can choose Securden to secure those credentials. Our platform ensures that RPA bots only have the minimum required permissions, protects credentials behind secure APIs, and maintains full audit trails for compliance.

It provides automated and programmatic credential management through a set of APIs, so your RPA infrastructure stays resilient, compliant, and protected—even as you scale. Schedule a demo today to see how Securden strengthens your RPA security and streamlines your automation efforts.