RPA Process Documentation (PDD)
A Process Definition Document (PDD) is a detailed written record of exactly how a business process works — step by step — before it is automated. It captures every action, every decision, every application used, and every exception that can occur. The PDD is the foundation document from which developers build RPA bots.
Without a good PDD, bot developers guess at missing steps, miss exceptions, and build automations that fail in production.
Who Creates the PDD?
Business Analysts (BAs) create the PDD in collaboration with the Subject Matter Expert (SME) — the person who currently performs the process manually. The BA asks questions and documents the answers. The SME reviews and signs off on the document before development begins.
PDD vs SDD
| Document | Full Name | Created By | Describes |
|---|---|---|---|
| PDD | Process Definition Document | Business Analyst + SME | How the process works AS-IS |
| SDD | Solution Design Document | RPA Developer | How the bot will be built TO-BE |
The PDD comes first. The SDD is built from the PDD. Together, they form the complete documentation for an RPA project.
Structure of a PDD
A standard PDD contains these sections:
Section 1: Process Overview
- Process Name: Invoice Data Entry — Accounts Payable
- Process Owner: Finance Manager
- Department: Accounts Payable
- Frequency: Daily (Monday to Friday)
- Volume: 150–200 invoices per day
- Average Handle Time: 6 minutes per invoice
- Current Performers: 3 AP clerks
- Trigger: Email received from vendor with invoice PDF attached
Section 2: Applications Used
| Application | Purpose in Process | Access Method |
|---|---|---|
| Microsoft Outlook | Receive invoice emails | Desktop app |
| Adobe Acrobat | Open and read PDF invoices | Desktop app |
| SAP FI Module | Enter invoice data | SAP GUI (desktop) |
| Vendor Master Excel | Check approved vendor list | Shared network drive |
Section 3: Input Data
- Invoice PDF (email attachment)
- Vendor Master List (Excel on shared drive)
- SAP login credentials
Section 4: Output Data
- Invoice posted in SAP (Invoice Number confirmed)
- Confirmation email sent to vendor
- Processing log entry in Excel tracking sheet
Section 5: Step-by-Step Process Flow
This is the most critical section. Each step is numbered and described in enough detail that a bot developer can build it without asking further questions.
STEP │ ACTION │ APPLICATION
──────┼──────────────────────────────────────────┼────────────
1 │ Open Outlook │ Outlook
2 │ Search inbox for emails with │ Outlook
│ subject containing "Invoice" │
3 │ Open first unread invoice email │ Outlook
4 │ Download PDF attachment to │ Outlook
│ C:\Invoices\Incoming\ folder │
5 │ Open the PDF in Adobe Acrobat │ Adobe Acrobat
6 │ Read and note these fields: │ Adobe Acrobat
│ Vendor Name, Invoice No., Date, │
│ Line Items, Total Amount │
7 │ Open Vendor Master Excel file │ Excel
8 │ Search Column A for Vendor Name │ Excel
9 │ [DECISION] Is vendor in approved list? │ Excel
│ → YES: Continue to Step 10 │
│ → NO: Send exception email to │
│ manager and skip to Step 17 │
10 │ Open SAP GUI │ SAP
11 │ Log in with AP credentials │ SAP
12 │ Navigate to: Accounting > AP > │ SAP
│ Create Invoice (Transaction FB60) │
13 │ Enter Vendor Number from Vendor Master │ SAP
14 │ Enter Invoice Date from PDF │ SAP
15 │ Enter Invoice Amount from PDF │ SAP
16 │ Enter Cost Centre from Vendor Master │ SAP
17 │ Click "Post" │ SAP
18 │ Note SAP Document Number from │ SAP
│ confirmation message │
19 │ Send confirmation email to vendor │ Outlook
│ with SAP Document Number │
20 │ Log entry in Tracking Excel: │ Excel
│ Invoice No. | SAP Doc No. | Date | Status│
21 │ Move processed email to "Done" folder │ Outlook
22 │ Repeat from Step 3 for next email │
Section 6: Business Rules
- Invoices over $50,000 must be sent for manager approval before posting in SAP.
- Invoices from vendors not in the Vendor Master must be escalated to procurement team.
- Invoices dated more than 90 days in the past must not be posted — flag for review.
- Currency must be USD. Any foreign currency invoice is an exception.
Section 7: Exceptions and How They Are Handled
| Exception | Frequency | Current Handling |
|---|---|---|
| Vendor not in approved list | ~5% | Email manager for approval |
| PDF unreadable / corrupted | ~1% | Email vendor to resend |
| Invoice amount over $50,000 | ~3% | Send to finance director for approval |
| Duplicate invoice number | ~2% | Flag and do not post; email AP manager |
| SAP login failure | Rare | Wait 5 minutes, retry. If fails again, alert IT. |
Section 8: Sign-Off
The PDD must be reviewed and signed by the process SME, the department manager, and the RPA project manager before development starts. Any changes after sign-off require a formal change request.
Common PDD Mistakes to Avoid
- Leaving exception handling vague ("contact the manager") without specifying exactly how and what information to provide
- Not documenting seasonal or monthly variations in the process
- Assuming the developer knows the applications — always document every navigation step
- Forgetting to document where files are saved and what they are named
- Not getting sign-off before development begins
Summary
The PDD is the single most important document in an RPA project. It describes every step of the process, the applications used, the business rules, the exception scenarios, and the input and output data. A detailed, signed-off PDD eliminates guesswork during bot development and reduces rework after testing. Building a bot from a poor PDD is like building a house without blueprints — the structure may stand, but it will not meet the requirements.