# RPA, API, iPaaS & PROCESIO Alina Panaite·January 4, 2022·10 min read Many organizations are going through digital transformation for several reasons. To automate repetitive tasks or make better use of resources, both RPA and API automation are considered competitive (yet complementary) approaches to business process automation. However, each has its advantages and disadvantages, depending on the use case. Sometimes, a hybrid approach may be recommended. It usually depends on the business requirements and the budget constraints. Read on for a closer look at both options to determine the right choice for your business automation needs. ## API (Application Programming Interface) ### API pros - APIs can be reused for multiple purposes - APIs are everywhere, so it is easy to build connectors that integrate those applications - APIs are fast (real-time connectivity and response) - APIs are used for complex integrations with large amounts of data - APIs will deliver greater bandwidth and will be able to cope with future requirements as they are updated centrally by the API owner - more secure - APIs are best when the processes are continuously changing/evolving ### API cons - changes made to an API are expensive in terms of time and resources - if the automation requires connections of more than 2 dots, there will be a lot of effort to create and orchestrate all the API calls ## RPA (Robotic Process Automation) RPA is mainly used for front-end interaction with an application (surface automation or screen scraping). It replaces a person who moves a mouse, or clicks or enters data into a form. It complements the API integration that is mainly referred to as a path to automatically pass data between applications. RPA can only be used for simple small integration tasks, with small volumes of data. ### RPA pros - RPA can be used on legacy systems, as most of the legacy systems do not expose APIs - RPA can be easily created by business people, while exposing an API requires effort and work from the IT department - RPA can be easily built (record and mimic the human interaction against a UI) The cost of modeling a robot can be very low compared to exposing an API ### RPA cons - RPA can be used on stable projects as it can be easily broken by changes; lacks the flexibility or agility to adapt - RPAs are expensive because they require maintenance, tend to break, and require debugging - RPA is considered a simpler and faster way to do tasks, but it does not necessarily improve them - RPA serves a single purpose, it cannot be re-used - RPA is not integration. RPA can be used only for simple integration tasks, with small data volumes Source: The New Frontier of Automation: Enterprise RPA, Forrester, 2017 RPA has risen for the promise of connecting applications without software integration, by simply working through the user interface. It excels in automating very specific and repetitive tasks (filtering information, extracting data, copying and pasting information into different systems or filling out forms), allowing human employees to have more time to focus on creative and strategic initiatives. The main disadvantage of UI automation is the high level of maintenance required to run a robotic workforce. UIs were not originally intended for by machines, but by human users. Even minor updates to a UI can cause either a process failure or incorrect data return. RPA is unable to adapt and change. Although the bots are fast and simple to develop for less-skilled users, they also require routine maintenance and security from IT departments. It then cancels the purpose of implementing an RPA tool. In recent years, iPaaS (integration Platform-as-a-Service) has grown exponentially, as it offers several advantages as a standalone integration solution and an additional technology to existing RPA architecture. The goal of iPaaS is similar to that of RPAs. Both solutions seek to eliminate redundant manual processes and to minimize an organization’s reliance on spreadsheets. At the same time, iPaaS is focused on increasing accuracy, speed, and visibility in an organization. Writing custom integrations to automate business processes may sound quite expensive, time-consuming, and error-prone. But integration platforms as a service (iPaaS) offer a simplified development environment with drag-and-drop, intuitive interfaces that both technical and less-technical employees across all business units can navigate with ease. How to reduce IT complexity and minimize overheads throughout the process? See below the benefits of using iPaaS: - iPaaS comes with ready-to-use workflows or templates for various applications that can be easily configured to seamlessly integrate applications. - users with little or no technical expertise can use iPaaS - have a much simpler interface, offering a no-code/low code experience - fast and reliable scaling is possible due to the cloud-based infrastructure - no upfront costs; with the SaaS model, you can pay immediately - subscription based - tracking and monitoring real-time usage. - provides organizations with superior scalability, which is valuable for large companies and growing businesses. _Note: If there is a large integration effort or limited budget with a proposed API, then RPA offers a better immediate solution. In contrast, APIs are the preferred path for long-term, strategic business use cases._ When a UI exists, RPA can offer advantages. While an RPA serves only one purpose, APIs are a collection of methods that can be reused for multiple purposes. APIs are recognized for their real-time connectivity and response. APIs are everywhere nowadays. Most enterprise business processes are far more complex than those RPA can solve, relying on complex data and integration scenarios. iPaaS is a much more elegant solution. ## Conclusion Both RPAs and APIs play an important role when talking about automation. Tools like RPA that are based on UI automation: - are great for legacy systems but rigid for UI changes - unnecessary for API-based systems, and - less applicable for modern SaaS applications iPaaS tools are API-based: - do not connect to legacy systems (if they do not have APIs exposed) - automatically integrates thousands of APIs without the need for developers - provides organizations with superior scalability Due to the fact that modern SaaS API-based software is less costly, companies should consider integrating iPaaS into their processes. Companies may need both, depending on the software to be automated. Therefore, entrepreneurs should have a holistic approach when automating the business considering the most adaptable and valuable technology.