SBC Medical Group Inc.

We mainly utilize RK for updating account registration information on "Line Works," which is used as an internal communication tool. Additionally, it is also used for creating reports and materials to be submitted to other departments.

Specifically, the process involves downloading relevant data stored in the core system, opening the data, processing it, and then transferring it to "Line Works" – all of which is automated with RK.

There are numerous tasks related to registering, deleting, and updating accounts: registering new employees, deleting those who have left, changing surnames due to marriage, updating titles due to promotions or demotions, and changing clinic affiliations due to transfers. Sometimes, we need to update hundreds of pieces of information on the first day of the month alone. Previously, each of the five members of the IT support group needed to spend about three hours manually performing these updates.

However, with the introduction of RK, the updates are completed within two hours. Moreover, the system completes this work automatically in the background, allowing us to focus on other tasks during these two hours. This is particularly helpful at the beginning of the month when we tend to have a high volume of internal inquiries.

We have 10 active automations (called “scenarios” in RK) and four in development. In terms of RK users, we have one development version and one execution version, with the “runner” version running on a dedicated RK computer in the IT support group.

Originally proposed by the Business Planning Department, the idea of using RPA to automate manual tasks gained company-wide traction. However, as the Information Systems Department, we were aware of the challenges and complexities associated with RPA adoption. We knew it would not be straightforward. Therefore, we set out to find a more user-friendly RPA solution.

During this time, we happened to learn that KEYENCE was showcasing their new RPA solution. Intrigued, we decided to inquire further. After some in-depth discussions, we felt that RK could potentially realize the automation we had envisioned. This positive impression led us to proceed with its implementation.

The decisive factors were primarily the "features," "plans," and "support."

Features:

The "Recording" feature, which faithfully records and reproduces actions taken by the user, stood out as particularly convenient. This addressed the perceived hurdles we had anticipated, making us hopeful that RK could lower the barriers to implementation.

Plans:

The monthly subscription model without annual commitments was also influential. It provided flexibility to try out RK without long-term obligations. This gave us the confidence to approach implementation with a trial mindset.

Support:

The inclusion of free accompanying support with the subscription was also a significant factor. Having support available to assist in mastering the tool has been reassuring and unexpectedly helpful in our RK deployment.

The prompt and thorough understanding of inquiries is impressive. They not only respond appropriately to our questions, but also suggest alternative approaches. When explanations are hard to grasp through words alone, they provide detailed responses, often including screenshots of actual operations they've captured. They even summarize our virtual meeting discussions into "accompanying notes," which is incredibly helpful.

Their quick response times are notable too; even if I email them first thing in the morning, I receive a prompt reply, making it easy to consult them at any time.

Here are the three strengths of RK that we have noticed after using it for about 8 months:

Clear and User-Friendly Interface

All menus and commands are written in plain language, making it easy to understand. When reviewing scenarios created by others, it's easy to quickly grasp what actions are being performed based on the command names. It also facilitates easy explanation when sharing our own scenarios with others.

High Flexibility for Scenario Creation

RK offers high flexibility for scenario creation. You can use the "recording" feature to record actions in a straightforward way or opt for more complex setups such as grouping data or loading sub-scenarios for those skilled in programming. The ability to choose between methods like XPath for button identification and fallback options like image recognition add to its appeal.

One-Click Execution

From the perspective of using the “runner” version, the ability to simply click a button and have tasks automatically completed is another strong point. This allows me to focus on other tasks while RK handles operations, significantly improving efficiency.

It is better to start with a simple scenario. If you suddenly want to create a grand scenario, it will be difficult. I think it would be better to make parts, confirm that each part works properly, and then eventually combine them together.

We recommend documenting everything you want to accomplish in your scenario for your support representative. If possible, including screenshots to supplement the explanations will deepen the understanding of the support person, which allows them to provide the desired answer smoothly.

Due to its robot-like icon, RK is affectionately called "Mr. Robot" within the company. When RK is unavailable due to scenario revisions, employees might use expressions like "he's hospitalized," showing a fond attachment towards it.

RK serves as a "stand-in” for employees who primarily handle the information updating tasks using our communication tools. Originally, the task of updating account registration information required all five operators to complete at the beginning of each month, and consumed so much time that they were unable to handle the number of internal inquiries coming in.

However, thanks to RK's introduction, this work can now be handled by just two people. As a result, there is now more flexibility in our work schedule, allowing us to take breaks and focus on other tasks. This has been a significant improvement for us.

However, RK is not yet operating at full capacity for operators. There are still many simple tasks within the company that need to be automated. Our immediate goal is to automate these tasks first and fill RK's downtime.

To achieve this, we are considering increasing the number of people who can create scenarios within the company and expanding to other departments. We have already proposed ideas to the Education Department and have started initiatives such as automating the input of accounts into the learning management tool. We are hoping to gradually expand RK’s use throughout the entire company in a similar way.