Legacy State
5 mins each record (~10 Daily)
Automated State
~2 mins each record
Challenge: Our client regularly renewed leases for various properties, involving a substantial number of entries that needed validation and updates on their YARDI portal. The manual nature of the process, coupled with the high volume of renewals, led to time-consuming and error-prone tasks. Additionally, delays in updating the portal affected communication between lessors and lessees, impacting overall customer satisfaction.
Solution: To address these challenges, we implemented Automation Anywhere 360 to automate the lease renewal process. Our Robotic Process Automation (RPA) bot was designed to perform the following steps:
- YARDI Portal Access: The bot seamlessly logged into the YARDI portal, the platform used for lease management, ensuring efficient access to the required data and functionalities.
- Lease ID Integration: The bot selected the appropriate submenu in the portal to provide the lease ID for renewal. This ensured accuracy and streamlined the process for each lease.
- API Integration and Workload Management: Using an API and a workload management tool, the bot integrated the lease ID from the portal into the Automation Anywhere 360 queues. This allowed for efficient workload distribution and management.
- Data Retrieval: The bot retrieved the tenant codes from the queues in Automation Anywhere 360, corresponding to each lease ID. It then navigated to a different page in the portal to update the relevant data for lease renewal.
- Portal Updates: Within the portal, the bot entered the necessary data, saved the information, and created a renewal schedule. This automation eliminated manual data entry and reduced errors.
- Service Portal Interaction: The bot accessed a service portal, filtering the tenant code to determine if the lease was renewed for that specific code. If renewed, the bot clicked “complete”; otherwise, it flagged an exception.
- Transaction Log and Notifications: The bot saved transaction logs and screenshots in a shared folder, ensuring traceability and accountability. It also sent notifications to the business users, providing them with lease renewal data and highlighting any business exceptions.
- Daily Automation: Our bot performed this automated task daily, ensuring timely and accurate lease renewals.
