What is RPA?
RPA (robotic process automation) is an automation method in which a software robot clicks through screens and enters data like a person to carry out rule-based, repetitive tasks. It is most useful for legacy desktop applications and web portals that offer no API. UiPath, Automation Anywhere and Microsoft Power Automate are well-known RPA platforms.
Definition
RPA (robotic process automation) is an automation method in which a software robot clicks through screens and enters data like a person to carry out rule-based, repetitive tasks.
How does RPA work?
An RPA bot either records the steps a person takes on screen or is described step by step in a design tool: open this window, type the invoice number into that field, click save, copy the result into Excel. The bot runs these steps on a desktop or server, on a schedule or when triggered. It is fast and tireless on rule-based work, but it stops when something unexpected happens and needs to alert a person.
When should you use RPA?
When systems can talk to each other through APIs, a workflow automation tool such as n8n is the better fit. Reserve RPA for applications that can only be used through their screens: old ERP versions, government portals, or remote desktop access supplied by a client. Most projects combine the two, with the main flow running over APIs and a single legacy step handled by RPA.
RPA in practice
Banks and large enterprises in Türkiye and across Europe have used RPA for years. In smaller companies, typical candidates are manual data entry into an older ERP or downloading reports from a portal without an API. Where a bot touches personal data, its access rights and logs should be documented under GDPR or KVKK, Türkiye’s data protection law. For systems that can make decisions on ambiguous input, see agentic AI.
Related terms
- Workflow automationWorkflow automation is an approach in which software carries out the repetitive steps of a business process, such as data transfer, approvals, notifications and reporting, according to defined rules.
- n8nn8n is a workflow automation platform that connects applications and APIs through visual nodes and that you can also run on your own servers.
- Low-codeLow-code is a software development approach in which applications and workflows are built mainly with visual interfaces, drag-and-drop components and ready-made connectors, extended with small amounts of code where needed.
- Agentic AIAgentic AI is an approach in which AI systems do more than generate answers: they set sub-goals, plan, use tools and carry out multi-step work with limited human intervention.
Frequently asked questions
RPA or API integration?
If the system has an API, API integration is almost always faster, cheaper and less likely to break. RPA is the right tool for systems that offer no access other than the screen.
Are RPA bots hard to maintain?
Bots depend on the structure of the screen, so when an application's interface changes the bot must be updated too. Using RPA on stable systems rather than frequently changing screens keeps maintenance down.
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