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RPA & Workflow Automation Use Case Intake Form

A structured, interactive intake form that captures process, security, compliance, and operations details needed to evaluate RPA and workflow automation opportunities. Saves reviewers time, highlights risks early, and creates a consistent record for prioritization and auditing.

Interactive Tool

RPA & Workflow Automation Use Case Intake Form

Use this intake form to capture the technical, operational, security, and business details needed to evaluate an RPA or workflow automation opportunity. Complete as much detail as possible and include links to process maps, screenshots, SOPs, or ticket references. Structured answers reduce rework, surface security risks early, and speed approvals.

Process name

A short, descriptive name for the process or task to be automated.

Process owner (name & role)

Person accountable for the process and contact for follow-up.

Business unit or team

Process description (what and why)

Describe the purpose of the process and the major outcomes it produces.

High-level steps (summary)

List key steps or attach a process map link below.

Trigger or start condition

What event, schedule, or input starts this process?

Frequency (how often)

Examples: hourly, daily, per transaction, nightly batch, on-demand.

Average volume per period

Number of transactions or occurrences (match the period described above).

Average time per instance (minutes)

Current exception rate (%)

Percent of cases that require human intervention or result in errors.

Common exception types

Expected time saved per instance (minutes)

Expected monthly time savings (hours)

Estimate to support ROI and prioritization.

Systems, applications, APIs involved

List system names, versions, and any known integration endpoints.

Will automation require privileged/admin access?

If yes, explain required accounts/roles below.

Describe required credentials, accounts, or API keys

Data sensitivity classification

Choose the highest applicable classification.

Does the automation process personal or customer data?

Compliance or regulatory considerations

Business impact if automation fails

Describe customer, safety, financial, or operational consequences.

Monitoring, alerting and logging requirements

Rollback or compensation plan

Testing, staging and validation plan

Estimated implementation effort (days)

Estimated implementation cost (USD)

Link to process map, screenshots, or supporting docs

Provide a URL to shared storage or a ticket that holds attachments.

Requested by (name & role)

Requested date (YYYY-MM-DD)

Operations approval required

Operations approver (name)

Complete if Operations approval is required.

IT/Security approval required

IT/Security approver (name)

Complete if IT/Security approval is required.

Has a security risk assessment been completed?

Additional notes or concerns

Review status

Set by reviewers during intake workflow.

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RPA & Workflow Automation Use Case Intake Form

RPA & Workflow Automation Use Case Intake Form

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