Case Study
A controlled purchasing and stock-replenishment workbench
This case study examines a purchasing workbench that joins stock requirements, supplier checks, budget approval and goods-receipt evidence.
Read the case studyServices / RPA & legacy system automation
Automate repeatable legacy-system tasks with a clear operating plan
Some recurring work still depends on a person opening a browser or desktop application and entering the same information repeatedly. Automate Axis assesses whether that task can be completed through native features, an API or a controlled robotic process automation workflow. RPA is a practical option for suitable legacy systems and stable interfaces when better integration routes are unavailable. We define the task, access, operating environment and exception path before building. The aim is a maintainable business workflow with a visible completion check, rather than a script that silently stops when a screen changes.
A /
Verify the application state, not just the click
Example
JOB INPUT
A known record, not an unverified payload.
Reference
Stable source identifier
Fields
Required information checked
Duplicate rule
Check existing completion
LEGACY APPLICATION / EXAMPLE
Permitted session
Verify the screen before entering data.
Expected view
Required form and record context
Entry fields
Approved values from the source
Confirmation
Read the resulting reference
Input → screen → entry → read-back
COMPLETION CHECK
Confirm the record exists.
Expected reference
Matched to the job
Resulting state
Read and checked
Receipt
Recorded against the source
Changed screen, expired session or uncertain input → pause
Capture the permitted diagnostic context and assign the exception. A sequence of clicks alone is not completion evidence.
Illustrative operating model · A conceptual legacy interface demonstrates input, screen and completion checks.
Illustrative brand artwork · RPA and legacy systems
Where it helps
Built around the job your team needs to do
Legacy application data entry
Move verified information into a suitable application when there is no reliable supported API route. Check required fields and confirm the expected record was created or updated.
Browser-based administration
Complete defined, permitted steps in a stable business interface. Validate the starting context, required permissions and final state instead of relying only on a sequence of clicks.
Recurring report retrieval
Collect agreed reports or exports from accessible systems and place them into a controlled downstream process, with date, source and completion checks.
System-to-system bridging
Coordinate a repeatable step between an older application and the connected workflow. Keep record matching, duplicate prevention and reconciliation explicit.
Document and form preparation
Use reviewed source information to prepare suitable forms or operational records. Route uncertain fields, approval requirements and unsupported cases to a person.
Attended task assistance
Assist an authorised user with a defined sequence while keeping the person present for the decisions, approvals or authentication steps the process requires.
What we deliver
A usable system, with a clear operating model
01
A feasibility and route assessment
Evidence that native features or APIs have been considered, plus the task boundaries and operating conditions that make RPA suitable.
02
A task-specific automation
The agreed inputs, application steps, validation checks, exception handling and expected output in a defined environment.
03
An operating and access model
Attended or unattended execution, approved credential handling, scheduling, logs and escalation responsibilities.
04
A maintenance and recovery runbook
Acceptance evidence, known dependencies, failure routes, recovery steps and the agreed response to application changes.
Choose the platform around your operation
Native features or API first
If a supported integration completes the workflow more dependably, that is usually the better route. RPA is selected for the specific gap it can reasonably fill.
Browser or desktop automation
The platform and execution model depend on the application, identity controls, operating environment and required human involvement.
Connected upstream and downstream workflows
An RPA task can sit inside a wider automation, receiving validated inputs and returning a checked result or an exception for review.
Agree the boundaries before the build
Screen-driven automation depends on interface stability and the permitted execution environment. Changes to layouts, application behaviour, sessions or authentication can require maintenance. The scope defines those dependencies, expected volume, supported cases and failure handling. Automations use authorised access and permitted interfaces; they do not bypass protective controls. Human approvals or authentication steps remain where the operating model requires them.
A practical fit for your existing tools
Offer RPA selectively. Screen-driven workflows are sensitive to UI changes; operating constraints and ongoing maintenance must be priced in scope. Use permitted interfaces and access.
From discovery to a dependable handover
Assess and prove
Review the task, existing integration routes and representative exceptions. Validate the proposed approach in the permitted environment.
Build and test
Implement the defined steps with input checks, duplicate handling, completion validation and recovery behaviour.
Operate and maintain
Release with an accountable owner, runbook and monitoring route. Agree how changes to the source application are assessed and maintained.
A /
A robot inside a clear operating boundary
Example
PERMITTED TRIGGER
A defined job enters the queue.
Run mode
Attended or agreed unattended
Input
Validated job reference
Retry rule
Bounded and duplicate-aware
DEFINED RUN ENVIRONMENT
Runner → permitted application
Access
Approved credential handling
Execution
Only the agreed application steps
Diagnostics
Retention and access agreed
No secrets shown or embedded
SUCCESS
Checked receipt
Completion evidence linked to the source job.
EXCEPTION
Assigned operator queue
Diagnostic context, recovery steps and a named owner.
Human authentication stays with the person
Required sign-in or approval steps are not treated as an unattended workaround.
Native features and supported APIs are assessed before choosing a screen-based route.
Illustrative operating model · Access, retries, diagnostics, human authentication and recovery are agreed before operation.
Across your organisation
A capability that connects teams
The first use case can sit in one department. Shared records, approvals and handoffs are designed with the wider operation in mind.
The details, answered
Questions before you get started
When should we use RPA rather than an API?
Use it for a defined, repeatable task when native features and supported APIs cannot complete the work and the interface, permissions and operating conditions are suitable.
Can it run without someone present?
Sometimes. Unattended execution depends on the application, identity controls, licence, session requirements and consequences of the task. We agree the right operating model rather than assuming every task can run in the background.
What happens when an application changes?
The workflow should detect an unexpected state and route it for support. The maintenance model defines ownership, investigation and changes needed to restore the agreed task.
Can you automate any website or desktop application?
No. We assess suitability, supported access, stability and validation options. Some tasks are better redesigned, integrated through an API or retained with a person.
The next step
Build a clearer next step for your business
Bring a real example, your current tools and the decision or workflow you want to improve.
Assess your legacy workflow