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In traditional workflow automation tools, a software developer produces a listing of actions to automate a task and interface to the back-end system exploitation internal application programming interfaces (APIs) or dedicated scripting language. In distinction, RPA systems develop the action list by looking the user perform that task within the application's graphical user interface (GUI), and so perform the automation by continuation those tasks directly within the GUI. this may lower the barrier to use of automation in a product that may not otherwise feature APIs for this purpose.

RPA tools have robust technical similarities to graphical user interface testing tools. These tools additionally automate interactions with the GUI, thus infrequently do so by repeating a group of demonstration actions performed by a user. RPA tools disagree from such systems together with options that enable data to be handled in and between multiple applications, as an example, receiving the email containing an invoice, extracting the info, then writing that into a bookkeeping system.

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