EXPLORE THE WORKFLOW
Choose the connection from the task.
1. Define the action
Name the specific action: read stock levels, export a report, or create a draft record. “Connect two systems” is too broad to determine which interface is suitable.
2. Check direct access
Inspect supported APIs, maintained connectors, exports, and permitted data access. Confirm that they expose the required action and that the available account can use it.
3. Assess RPA if needed
If a suitable direct interface is unavailable, test whether a stable, authorised screen-based procedure exists. Include sign-in, pop-ups, layout changes, and recovery in the assessment.
4. Test the complete flow
Pilot the chosen method from source to destination. Check failures, duplicate requests, permission limits, and reconciliation before expanding the integration.
Step 1 of 4
Direct or screen-basedChoose the route that supports the required action.
A hybrid workflowUse an API for one step and RPA for another where justified.
Compare what each approach depends on
| Consideration | API integration | RPA through an interface |
|---|---|---|
| Interaction | Uses supported endpoints or a connector. | Uses application screens and controls. |
| Access | Requires the appropriate API permissions and authentication. | Requires authorised application access and a suitable runtime. |
| Changes to monitor | API versions, schemas, permissions, and limits. | Screens, UI elements, sessions, and application behaviour. |
| Coverage | Limited to what the interface exposes. | Limited to what can be performed reliably through the interface. |
| Operational work | Handle errors, retries, duplicate actions, and monitoring. | Handle these concerns plus screen and session conditions. |
On smaller screens, scroll across the table to compare columns.
Microsoft documents both API-based connector actions and UI automation. Those are examples of the two mechanisms; they do not establish compatibility with every business application.
Why we assess direct integration first
When an application provides a maintained interface for the exact task, using it can reduce dependence on screen layout. It can also make inputs, outputs, and failure responses easier to define. This is a design preference, not a promise that every API is faster, cheaper, or more reliable.
An API may omit a required feature, impose usage limits, or require a different subscription. A connector may expose only part of an API. Confirm the actual operation before committing to the integration.
Where RPA can fill a gap
Consider an older reporting application that offers a reliable export button but no suitable endpoint. RPA might open the report screen and save the export, while ordinary workflow code validates and moves the resulting file.
Keep the screen-based portion narrowly defined. Avoid making the automation guess which unexpected dialog to dismiss or which of several records to modify. Unrecognised conditions should go to a person for review.
One business process can use both
A hybrid design could retrieve an export using RPA, transform it using established rules, and send approved records to another application through its API. Each connection still needs separate permissions, validation, and monitoring.
The same idea can sit behind a custom MCP tool: an AI agent requests a defined operation, and the integration performs it through the supported API or an assessed RPA procedure. MCP compatibility does not make an unsupported action possible.
Questions to answer before choosing
- Which exact records need to move, in which direction, and how often?
- Which application owns the authoritative value when the two disagree?
- What access, subscription, and third-party permissions are required?
- How will we detect a partial failure and avoid applying the same update twice?
- Who maintains the connection when either application changes?
Start with these answers and a small pilot. They provide a better basis for scope and cost than selecting a technology from its name alone.
Further reading
Official references for the concepts in this guide. The workflow examples are illustrative; the design for your business depends on its systems, access, and operating requirements.