Just like an automated player piano repeats the same predetermined song over and over again, an automated software process robot repeats the same preprogramed task. Robotic process automation (RPA) automates routine employee tasks and processes according to pre-set commands. RPA functions by copying human actions and could be called a virtual or digital employee.
26.9.2017
Adopting Robotic Process Automation – Five Things to Keep in Mind in the Procurement Contract
Related services
RPA is well suited, for example, to invoice and payment data processing in financial administration or to customer feedback processing and management.
I have listed five things for companies to keep in mind when drafting an RPA procurement contract.
Make Sure RPA is Compatible with Your other Software
RPA functions by making use of the software you are already using in your company. This means that you have to make sure that the licence terms and conditions of the software you are using do not prohibit or restrict the use of RPA. You should add a clause to the procurement agreement stating that RPA is compatible with the software in use by your company.
Agree on Liability
It is critical to make sure that the procurement agreement sets out liability issues in case RPA does not perform as expected and produces incorrect results. It is particularly important to agree on liability issues if you are using RPA to replace key business functions.
The compatibility issues mentioned above also relate to liability, in other words, it is important for the parties to agree on how to respond to potential infringement claims with respect to third-party software.
Prepare for Changes
When the software being used by a company is changed, updated or replaced, the need to change the functioning principles of any RPA in use must also be assessed. In order to make sure that your RPA keeps functioning, the procurement agreement should include clauses on reconfiguring the RPA command rules due to changes in the company’s software and IT-systems.
Support and Maintenance
In addition to preparing for change situations, you need to agree on the response and repair times for RPA defects. It is a good idea to agree on an alternative process to immediately replace RPA if it does not function as expected in a key business task in order to prevent business interruptions.
One option is for the company itself to prepare a backup plan and implement it, for example, by maintaining its employees’ expertise with respect to the automated processes.
Prepare for Changes to Licence Metrics
The successful adoption on a RPA could affect the number of software licences used by a company. Successfully implementing RPA could lead to a reduced requirement for ERP or CRM licences. If RPA has replaced employee input, you will need to agree on changes to licence numbers with third-party software providers.
Latest insights
Article published 10.10.2024 – Data & Technology
New act on dual-use items entered into force in September – what companies need to know
Article published 5.9.2024 – Data & Technology
Technology acquisitions can boost companies’ growth – or cause them to fail
Article published 6.5.2024 – Employment
Outsourcing company functions – four key points for success
Article published 7.12.2023 – Data & Technology
Agreements define data sharing and re-use
Kim Parviainen, Lauri Laatunen & Joakim Jaulimo
Topi Lusenius, Anders Forss & Kim Parviainen
Tomi Kemppainen, Kim Parviainen & Eija Warma-Lehtinen
Latest references
Valio – Acquisition of the Härkis® and Beanit® fava bean brands
We advised Valio Oy in its acquisition of Raisio Oyj’s plant protein business, related fixed assets and the Härkis® and Beanit® fava bean brands. The fixed assets include, among other things, the production equipment of the factory that makes plant protein products in Kauhava. The transaction supports Valio’s strategy to grow from a dairy company to a food company. This business acquisition will make us an even more significant developer and producer of plant-based protein products. The demand for these products will grow in the long term, and a great deal of growth potential still remains. In 2022, we acquired the Gold&Green® business and, since then, we have been carrying out strong product development and renewed the brand. Following successful product launches, sales in the last quarter of 2024 increased by about 50% from the previous quarter. With this acquisition, we are building our own production capacity. The production equipment of the Kauhava factory is just right for our needs and situation. says Kimmo Luoma, Valio’s Senior Vice President. Valio is a Finnish dairy and food company founded in 1905 and owned by Finnish dairy cooperatives. Valio has subsidiaries in Sweden, Estonia, the United States and China. In 2023, the Group had a turnover of EUR 2 278 million and more than 4 000 employees.
Case published 14.2.2025
WithSecure – Sale of cyber security consulting business
We advised WithSecure Corporation in the sale of its cybersecurity consulting business to Neqst. WithSecure is a global cyber security company (listed on NASDAQ OMX Helsinki). Neqst is a Swedish investment firm, focusing on technology companies. The closing of the transaction remains subject to customary conditions and regulatory approvals.
Case published 24.1.2025
Smarter Contracts – Registration of the first non-EU data intermediation service in Finland
We assisted Smarter Contracts Ltd in the process where the Finnish Transport and Communications Agency Traficom confirmed it to be an EU-recognised data intermediation service. Non-EU companies must have a legal representative in some EU country so that they can offer data intermediation services in accordance with the Data Governance Act. Smarter Contracts is based in Great Britain and selected Finland for the task. Smarter Contracts is the first non-EU data intermediation service registered by Traficom. Wayne Lloyd, Founder & CEO of Smarter Contracts, remarked: The support from the Castrén team was exceptional from start to finish. Pioneering new territory is never without its challenges, and as the first non-EU data intermediation service provider, we faced significant legal uncertainties. Despite these complexities, the Castrén team expertly guided us through each step with remarkable efficiency, providing the certainty we needed. Smarter Contracts leverages its proprietary Pulse Permissions Protocol® to deliver advanced consent and access rights management services. This milestone highlights Castrén & Snellman’s proficiency in navigating intricate regulatory landscapes, whilst recognising the relevance of Smarter Contracts’ innovative approach to secure, compliant data management.
Case published 11.12.2024
Pharmaca Health Intelligence – Acquisition of PODIUM Connect and PODIUM Visits businesses
We assisted Pharmaca Health Intelligence in its acquisition of Mediaattori Ltd’s PODIUM Connect® and PODIUM Visits businesses. Through the acquisition, Pharmaca Health Intelligence strengthens its extensive service offerings in medical information, data-driven management, and education for both healthcare and pharmaceutical companies. Pharmaca Health Intelligence is a pioneer in digital medical information and a reliable partner for wellbeing services counties, the private healthcare sector and pharmacies. The company invests in the development of technology and service solutions related to pharmaceutical information, also on an international scale.
Case published 5.12.2024