Kofax RPA Order Scheduling Automation

Overview

A US-based bottled water company was managing order appointment scheduling manually via a web portal and updating results back to their mainframe systems. This involved querying the database, validating order statuses, confirming appointments online, extracting confirmation numbers, and updating final status in both mainframes and Excel. TechTiera deployed Kofax RPA to automate this entire process, increasing speed, reducing errors, and enhancing communication

The Challenge

The core challenges included:

• Querying a database to retrieve order reference numbers
• Accessing a scheduling website and checking for ‘Awaiting’ status
• Validating delivery dates and scheduling appointments
• Updating mainframe systems and Excel reports
• Sending automated email notifications with process summaries

Manually executing these steps was time-consuming and error-prone, impacting operational throughput.

The Solution: RPA-Driven Order Scheduling Automation

TechTiera’s RPA solution included the following:

• Automated execution of database queries to pull order references
• Navigation to the web portal and dynamic validation of appointment criteria
• Confirmation of available dates and scheduling of appointments
• Extraction of confirmation numbers
• Real-time updates to mainframe and Excel logs
• Email delivery of final status and processed report

The automation pipeline ensured consistent logic, eliminated delays, and freed up workforce capacity.

Results & Business Impact

Estimated Impact Metrics:

• 100+ hours/month saved through end-to-end scheduling automation
• 98% reduction in manual entry errors
• Seamless integration with legacy systems and modern portals
• Faster appointment confirmation cycles and better visibility for planners

Estimated Annual Cost Savings: $50,000 to $70,000 by reducing manual scheduling and system updates.

Why It Worked

• Closed-loop automation between database, portal, and mainframe
• Dynamic field mapping and multi-system validation
• Human-free execution with audit-ready reporting
• Designed for repeatable and scalable appointment workflows

Still scheduling appointments manually?

Let TechTiera automate your logistics workflows and improve accuracy, efficiency, and visibility.