Popolamama Co., Ltd.

We are currently using it for the following three types of tasks:

1. Uplifting and integrating data from the order receipt system

We regularly review invoices received through the external system "Infomart" at regular intervals. We download the ones that have been confirmed and process them into csv files so that they can be uploaded to the accounting system. We have created four scenarios (automation programs) depending on the content of the invoice, and we run each of them once a month.

2. Consolidation of e-commerce orders

We operate an online store specializing in pasta noodles and sauces. We have also automated the process of importing and consolidating order data received with RK. This scenario is scheduled to run weekly.

3. Acquisition of uniform management data

We also use RK to obtain management data for uniforms that are lent out to team members at each store. Once a month, we download the data that exists for each store, convert the Excel file to csv, and send that data to accounting.

Additionally, we are currently in the process of creating a scenario to transcribe sales data to Excel and import product-specific information. We have two creator licenses. One is used by two people in the Digital Promotion Department, including myself, and the other is used to run scenarios on the accounting computer.

No. We schedule them to run before and after the store's business hours, when people are not using the computer. In the future, we hope to set up a computer dedicated to RK.

The response has been positive. Work has become much smoother now that we can delegate the challenging tasks to RK. For example, checking whether an invoice has been confirmed required accessing the portal each time and judging with the human eye. If it was not confirmed, we had to recheck after a certain period, which could lead to multiple accesses and was quite troublesome. Using this automation, we have successfully managed to significantly decrease our workload.

RK has been extremely useful in our accounting department. Now, we are getting specific ideas from the accounting side about whether we can automate this task.

The initial impetus was our company president's decision to promote DX and IT to improve management efficiency. In July 2022, as part of this initiative, the "Digital Promotion Department," to which I also belong, was established, marking the beginning of several new initiatives. For example, we have experimentally introduced "automatic serving robots" and "tabletop ordering" to some stores, and we are using a "sales forecasting system" that calculates the number of visitors and necessary staff for each store. In the process, we also started considering business automation with RPA.

So, we installed and tried out all the famous RPA tools at the time. However, all of them required programming knowledge to use effectively, which was not easy. Also, in terms of functionality, we were uneasy about the precise specification of buttons and input fields, so we almost stopped introducing RPA.

At that time, one of our directors told us about KEYENCE's RK. After hearing from the sales representative and seeing a demo, we were very impressed by its user friendly interface. This prompted us to introduce it on a trial basis for validation, similar to other RPA tools. After about two months of verification, we found that it was as easy to use as we had anticipated, and we were confident that it could achieve our objectives, so we decided to implement it.

Including the finer points, we highly rated the following five aspects:

1. Creating scenarios by selecting, not writing

RK provides several ways to create scenarios. One method is called "Flow Navigation," it allows you to create a certain level of automation by simply dragging and dropping content blocks into the scenario or clicking through the navigation as needed. Being able to create scenarios by simply selecting options on the screen was very helpful.

2. There is a preview function

For example, when you build a scenario to integrate two Excel datasets, A and B, it gives you the option to preview the integration before finalizing it. It is important to confirm during the scenario creation whether what you intend to create is being executed correctly. This is particularly crucial for our company because RK is being extensively utilized for data integrations, we continue to use it in various situations even after full-scale introduction.

3. It's easy to program dates

Since we automate parts related to receiving and placing orders and invoices in our company, we often have to filter the data by date range. In RK, you can accomplish this by simply selecting the command. With a typical RPA, it was overly complicated to set variables and assign dates, this alone made a huge difference.

4. You can reuse a scenario

If the task you want to automate is similar to a scenario you’ve created before, you can create a new scenario in a short time by reusing and modifying that scenario. The more scenarios you create, the more they accumulate as assets, so I think the efficiency of creating scenarios will increase more and more.

5. Notation is thoroughly implemented

The fact that it is thoroughly written also greatly affected the ease of use. In RK, clarity extends beyond the menu items and commands to include conditional branches in scenarios, which are straightforwardly written as “If A, open B.”

I am very satisfied with RK’s support services. The support site is well designed, particularly the "Knowledge Base" page, where answers are readily available through a simple search. The responses to my inquiries are not only quick but the information is always clear and helpful.

The "accompanying support" is also reliable. When I was struggling, they would always go above and beyond when it came to reviewing my inquiry. In addition to resolving my issue, they often offered suggestions for optimizing the scenarios, simplifying processes, or checking if there were any errors. When I asked for an onboarding on how to build scenarios, I was grateful that they did not adhere to the manual, but instead listened to our wishes and gave tailored instructions. In a general onboarding, which followed a fixed curriculum, we, who run a restaurant, sometimes learned activities that were not useful to our company. This kind of flexibility is something I find unique to KEYENCE.

I would recommend it especially to those who are not good with computers or programming. If you are good at it, you can just program it, and if there is an engineer in the company, you can leave it to them. Even a small modification can cost a lot if you touch the system. With that being said, RK’s monthly cost is very reasonable. It is user-friendly, and the support is generous. With hard work, you can achieve the same results as modifying your system on your own.

If you have regular tasks such as collecting certain data at scheduled times and aggregating it, introducing RK is highly recommended. I think it is perfect for companies like us who run restaurants.

I am currently in the process of completing a scenario for our accounting department and exploring ways to simplify their processes. I am considering teaching RK to the area manager in hopes that we can automate various tasks within the store and providing more flexibility to our team in the field.

I expect KEYENCE to continue to pursue the charm of RK, which is "ease of use". It would be beneficial and welcome if they could integrate trending AI to assist in scenario creation.