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Driving Intelligent Automation with ServiceNow + RPA

Unlocking Intelligent Process Automation using ServiceNow and RPA

Discover the full potential of automation by leveraging the powerful features of the ServiceNow product suite combined with Robotic Process Automation (RPA). This combination enables organizations to streamline and automate repetitive, manual tasks across departments with precision and speed. By reducing human effort in routine processes, teams can focus more on strategic work, leading to noticeable improvements in productivity and efficiency. ServiceNow provides the structure and workflows, while RPA handles the execution of tasks across legacy systems and applications. Together, they create a seamless, intelligent automation layer across business operations.

Here’s a powerful use case that demonstrates the value of integrating ServiceNow and RPA

Use case: HR Service Delivery – Employee onboarding and document collection process.

The employee onboarding and document collection process involves guiding new hires through initial setup tasks and gathering essential documents required for employment. This typically includes identity verification, background checks, and policy acknowledgments, updating bank details, tax form etc. ServiceNow workflows can streamline this process by triggering automated tasks, notifications, and approvals across HR, IT, and facilities departments. When integrated with RPA, bots can collect documents from emails or portals, validate formats, and upload them directly to ServiceNow records. This ensures a seamless, compliant, and timely onboarding experience for both HR teams and new employees.

• RPA bot monitors HR emails or recruitment portals for new hire notifications and triggers onboarding workflows in ServiceNow.

• RPA extracts candidate data and documents (e.g., resumes, employment / application form, personal information form, copies of certificates, non-disclosure agreements (NDA), background verification forms (BGV) etc.) and uploads them into the appropriate ServiceNow records.

• Bot verifies the completeness and compliance of submitted documents (e.g., format, signature).

• RPA populates ServiceNow onboarding forms with employee information pulled from email, different applications and different sources.

• ServiceNow triggers IT access requests (email, VPN, software licenses) based on the employee’s, business / sub-business unit, business vertical, department and role.

• RPA submits hardware/software provisioning requests in ServiceNow (e.g., laptop, issue of identify card, desk setup, phone).

• Bots check training calendars and assign sessions, updating ServiceNow with registration confirmation (e.g. company orientation training, security awareness, code of conduct, company policies and procedures)

• RPA logs compliance confirmations (e.g., NDAs, safety policies) once documents are digitally signed or scanned.

• ServiceNow sends automated welcome emails, task lists, portal access credentials, reporting location, reporting officers contact details to the new employee.

• Dashboards in ServiceNow track onboarding progress, with status flags updated by RPA after each task is complete.

• Exceptions or delays are flagged in ServiceNow, triggering alerts to HR or IT for follow-up.

• All onboarding artefacts are archived in ServiceNow for audit readiness, managed by bots based on retention policy.

Value-add to business and operations team

• Faster onboarding turnaround: reducing manual coordination and accelerating employee readiness.

• Improved accuracy: in data entry and document validation, reducing HR and compliance errors.

• Real-time visibility into onboarding status, enabling proactive follow-up and better resource planning.

• Reduced operational workload: freeing up HR teams to focus on high-value activities instead of administrative tasks.

• Standardized onboarding workflows: across departments and locations, ensuring consistency and compliance.

• Stronger data security and audit trails: as all activities are logged and controlled via ServiceNow.

• Better new hire experience: with timely communications and task completions from day one.

Do you need a specific use case or implementation blueprint for combining ServiceNow with RPA? Feel free to reach out us at Info@PraanshInfoSys.com.