The City Council of Cerdanyola del Vallès has automated the transfer of documents between two non-integrated applications among them through robotics processes (RPA). The solution eliminates repetitive and mechanical tasks, reduces management time and allows municipal staff to dedicate themselves to value-added activities.
Many municipalities find it difficult to manage the manual transfer of documents between applications without direct integration. This is the case of the Cerdanyola del Vallès City Council. After changing its file manager, it was necessary to transfer a large volume of accounting documents from the SicalWin application to the new manager. Given the impossibility of integrating the two systems, the council has implemented an RPA-based solution that automatically renames, sorts and uploads the documents to the new manager.
This solution is documented in theDigiCanvis Observatory as an innovative initiative of the local administration.
Com funciona?
The implemented solution uses an RPA robot to automate a process that would otherwise require intense and repetitive manual intervention.
The system works as follows:
- Financial Services staff periodically exports accounting documents in PDF format to a shared network folder.
- The robot accesses the folder and reads the documents. It locates and relates the invoices to the corresponding accounting documents and renames the files according to the nomenclature defined by Intervention. Finally, it creates an output folder with the files ordered according to the specifications.
- The RPA creates the corresponding file in the file manager and automatically uploads all the ordered documents.
- The person in charge of processing reviews the documents and sends the file to Intervention to continue with the usual accounting management circuit.
What are the benefits?
- Time savings. Automation reduces the time spent creating accounting files, going from 10 days per month to just 2 to prepare the same file with RPA.
- Optimization of document management. The system allows maintaining order and traceability of accounting documents, essential for the proper functioning of economic services.
- Freeing up resources. Municipal staff are freed from routine and mechanical tasks, allowing them to focus on activities that add more value.
The system has been operational since October 2024. It is a replicable solution for any local administration that finds itself in a similar situation of lack of direct integration between systems and with a high volume of documents that require migration or manual processing. RPA technology adapts to organizations of any size.
You can learn about the key aspects to take into account to implement this solution in the listing. Automated system integration with RPA.
