There are basically 7 stages in the RPA life-cycle, but in this article, we are going to address about solution design phase, its documentation, and the most widely used acronyms that appear regularly in RPA conversations: PDD (Process Design Document) & SDD (Solution Design Document). Although there are many facets to be explored, we are going to limit this article to PDD &and SDD in RPA<\/p>\n\n\n\n
RPA or Robotic Process Automation is currently a hot buzzword that has been able to capture the imagination of large-scale organizations, especially the ones that are preparing to transform into digital working enterprises. To put this statically, a Grandview study estimates that the Automation sector\u2019s value is expected to soar from $358 million in 2017 to $3.11 billion in 2025. <\/p>\n\n\n\n
Moreover, many business leaders have started taking RPA seriously. In Fact, 85% of large & very large-scale organizations are planning to deploy some form of RPA by the end of 2022. Since all businesses rely on reduced cost & efficiencies, robots or software can help them automate a transaction, communicate with other digital systems, or extract & manipulate data. <\/p>\n\n\n\n
PDD (Process Design Document) and SDD (Solution Design Document) are the two most critical documents in the RPA lifecycle. PDD is created first by Business Analysts, it captures the current manual process (“as-is”) and defines what needs to be automated. SDD is created next by RPA Developers, it translates the PDD into a technical blueprint for how the bot will be built. Together, they ensure every RPA project is built correctly, approved by stakeholders, and maintainable long-term.<\/em><\/p>\n\n\n\n The RPA lifecycle is the structure of how automation is delivered and executed. It consists of every one of the phases a bot goes through: from identifying a business process or task to automate through to its deployment as a bot in production and its continuous monitoring thereafter<\/strong>.<\/p>\n\n\n\n RPA solution design in RPA lifecycle management comes after ideation & assessment. It includes modeling & defining processes or tasks that need to be automated that are discovered in the discovery phase. It also includes mapping any dependencies that the automation might have. For instance, the automated task will interact with a system or regulations that impact it. <\/p>\n\n\n\n The design phase of the RPA lifecycle features a blueprint for RPA developers to analyze and understand what tasks need to be automated. Traditionally, the Design phase is drafted in paper-based documents like PDD, but with time this process has ushered in a better, digital way of design. The RPA development phase comes next. <\/p>\n\n\n\n Before we proceed further, it’s essential to have a solid foundation in automation testing principles and selenium basics. If you’re eager to dive deep into software testing, consider joining HCL GUVI’s<\/strong> Automation Testing with Selenium Course.<\/strong><\/a> In this program, you’ll learn the fundamentals of Selenium, Python, Java, Jenkins, JMeter, API Testing, and more. Gain hands-on experience with industry-standard tools and techniques to get into a professional career focusing on the quality of Product & Process development.<\/em><\/p>\n\n\n\n Also, if you want to explore Automation Testing with Python through a Self-paced course, try HCL GUVI\u2019s <\/strong>Self-Paced Selenium Automation with Python course<\/strong>.<\/a><\/em><\/p>\n\n\n\n To understand PDD and SDD, you first need to see where they sit in the full 7-stage RPA lifecycle:<\/p>\n\n\n\n A Process Design Document (PDD) in RPA is a detailed, business-oriented document that captures the current manual process (the “as-is” state) and defines all the requirements, steps, exceptions, and business rules needed for automation. It is created by Business Analysts in collaboration with Subject Matter Experts (SMEs) and must be approved by the client before any development begins<\/p>\n\n\n\n The PDD is typically created by a Business Analyst (BA) in collaboration with the Subject Matter Expert (SME), the person who actually performs the manual process today. In some organisations, the RPA Solution Architect or Process Consultant may also contribute.<\/p>\n\n\n\n A well-structured PDD typically contains the following sections:<\/p>\n\n\n\n A Solution Design Document (SDD) in RPA is a technical document that translates the business requirements from the PDD into a detailed blueprint for how the automation bot will be built. It is created by RPA Developers or Solution Architects and describes the “to-be” automated process, including bot behaviour, system integrations, exception handling logic, and data flows.<\/p>\n\n\n\n The SDD is created by a Senior RPA Developer, RPA Lead, or Solution Architect. Unlike the PDD \u2014 which is a business document \u2014 the SDD is a technical document requiring deep knowledge of the RPA platform (UiPath, Automation Anywhere, Blue Prism, etc.).<\/p>\n\n\n\n When it comes to RPA, documenting almost everything is a blessing rather than a curse. Creating PDD & SDD in RPA doesn’t necessarily imply immediate automation but ensuring access to key information & knowledge. So that it can be readily accessible to future developers & users. <\/p>\n\n\n\n Read More: Learn 12 essential skills to become an RPA developer<\/a>.\u00a0<\/strong><\/p>\n\n\n\nWhat is RPA Solution Design Phase? <\/h2>\n\n\n\n
Where Do PDD and SDD Fit in the RPA Lifecycle?<\/h2>\n\n\n\n
Stage<\/strong><\/td> Phase Name<\/strong><\/td> Key Activity<\/strong><\/td> Document Produced<\/strong><\/td><\/tr> 1<\/td> Ideation & Discovery<\/td> Identify automation candidates<\/td> Process Assessment Report<\/td><\/tr> 2<\/td> Assessment & Feasibility<\/td> Evaluate ROI and technical viability<\/td> Feasibility Study \/ FIT Report<\/td><\/tr> 3<\/td> Solution Design<\/strong><\/td> Document process & design the solution<\/td> PDD \u2192 then SDD<\/strong><\/td><\/tr> 4<\/td> Development<\/td> Build the automation bot<\/td> Code, Workflows, Config files<\/td><\/tr> 5<\/td> Testing (UAT)<\/td> Validate bot against requirements<\/td> Test Cases, Bug Reports<\/td><\/tr> 6<\/td> Deployment<\/td> Move bot to production<\/td> Deployment Plan<\/td><\/tr> 7<\/td> Monitoring & Support<\/td> Maintain and optimise running bots<\/td> Monitoring Reports<\/td><\/tr><\/tbody><\/table> What Is a Process Design Document (PDD) in RPA?<\/h2>\n\n\n\n
Who Creates the PDD?<\/strong><\/h3>\n\n\n\n
Role<\/strong><\/td> Contribution to PDD<\/strong><\/td><\/tr> Business Analyst (BA)<\/td> Primary author \u2014 documents process steps, exceptions, and business rules<\/td><\/tr> Subject Matter Expert (SME)<\/td> Provides detailed knowledge of how the manual process works today<\/td><\/tr> Process Owner \/ Manager<\/td> Reviews and signs off on the PDD<\/td><\/tr> RPA Solution Architect<\/td> May contribute technical feasibility input<\/td><\/tr> Client\/Stakeholder<\/td> Final approval before handover to the development team<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n What Is the Purpose of a PDD in RPA?<\/strong><\/h3>\n\n\n\n
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Complete Components of a PDD in RPA<\/strong><\/h3>\n\n\n\n
PDD Section<\/strong><\/td> What It Contains<\/strong><\/td> Why It Matters<\/strong><\/td><\/tr> 1. Document Header<\/td> Title, version, author, date, approval signatures<\/td> Tracks changes and ownership<\/td><\/tr> 2. Objective & Scope<\/td> Purpose of the document; what is in scope and out of scope<\/td> Prevents scope creep<\/td><\/tr> 3. Process Overview<\/td> High-level description of the process and its business value<\/td> Gives context to developers<\/td><\/tr> 4. Applications in Scope<\/td> All systems, applications, websites the process touches<\/td> Identifies access and licensing needs<\/td><\/tr> 5. Process Trigger<\/td> What initiates the process (e.g. email arrival, scheduled time, manual trigger)<\/td> Determines bot scheduling<\/td><\/tr> 6. As-Is Process Flow<\/td> Step-by-step flowchart of the current manual process<\/td> The backbone of the PDD<\/td><\/tr> 7. Detailed Process Steps<\/td> Keystroke-level steps with screenshots for each action<\/td> Allows exact bot replication<\/td><\/tr> 8. Business Rules<\/td> Decision rules and conditions that govern the process<\/td> Ensures bot behaves correctly<\/td><\/tr> 9. Exception Handling<\/td> All known errors, edge cases, and how they are handled manually today<\/td> Critical for bot resilience<\/td><\/tr> 10. Transaction Volume<\/td> Daily\/monthly volume, peak periods, SLA requirements<\/td> Sizing and scheduling of bot<\/td><\/tr> 11. FTE & ROI Data<\/td> How many hours the manual process takes; expected savings<\/td> Justifies automation investment<\/td><\/tr> 12. Dependencies<\/td> Systems, data sources, or processes this automation depends on<\/td> Identifies integration risks<\/td><\/tr> 13. Risks & Assumptions<\/td> Known risks and assumptions made during documentation<\/td> Manages project expectations<\/td><\/tr> 14. Open Questions<\/td> Items requiring clarification from the business or IT team<\/td> Tracks unresolved issues<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n What Is a Solution Design Document (SDD) in RPA?<\/h2>\n\n\n\n
What Is the Purpose of a SDD in RPA?<\/h3>\n\n\n\n
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Who Creates the SDD?<\/h3>\n\n\n\n
Role<\/strong><\/td> Contribution to SDD<\/strong><\/td><\/tr> Senior RPA Developer \/ Lead<\/td> Primary author \u2014 designs the technical solution and bot logic<\/td><\/tr> RPA Solution Architect<\/td> Reviews and validates the overall architecture and design decisions<\/td><\/tr> Business Analyst<\/td> Ensures SDD accurately reflects the PDD requirements<\/td><\/tr> IT \/ Infrastructure Team<\/td> Provides input on system access, credentials, and deployment environment<\/td><\/tr> Client \/ Process Owner<\/td> Reviews and signs off before development begins<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n Complete Components of a SDD in RPA<\/h3>\n\n\n\n
SDD Section<\/strong><\/td> What It Contains<\/strong><\/td> Why It Matters<\/strong><\/td><\/tr> 1. Document Header<\/td> Title, version, author, date, approval log<\/td> Version control and traceability<\/td><\/tr> 2. Process Overview<\/td> High-level summary of what the bot does (sourced from PDD)<\/td> Context for new developers<\/td><\/tr> 3. Technical Environment<\/td> RPA platform, OS version, server specs, bot machine details<\/td> Ensures correct setup<\/td><\/tr> 4. Applications & Access<\/td> All target applications with version, URL, credentials source, access type<\/td> Prevents deployment issues<\/td><\/tr> 5. To-Be Process Flow<\/td> How the bot will execute the process \u2014 may differ from the as-is PDD flow<\/td> The core of the SDD<\/td><\/tr> 6. Bot Architecture<\/td> Number of bots, attended vs unattended, orchestrator setup<\/td> Defines deployment model<\/td><\/tr> 7. Workflow \/ Logic Design<\/td> Detailed flowchart of bot decision logic (IF\/THEN, loops, conditions)<\/td> Developer’s implementation guide<\/td><\/tr> 8. Data Flow Diagram<\/td> How data moves between systems \u2014 input, processing, output<\/td> Identifies integration points<\/td><\/tr> 9. Exception Handling Design<\/td> Technical approach to each exception type (retry, log, escalate, skip)<\/td> Bot resilience and reliability<\/td><\/tr> 10. Configuration & Variables<\/td> Config file structure, variable names, credential vault references<\/td> Maintainability and security<\/td><\/tr> 11. Logging & Auditing<\/td> What the bot logs, where logs are stored, log format<\/td> Compliance and debugging<\/td><\/tr> 12. Scheduling & Triggers<\/td> When the bot runs, what starts it, frequency<\/td> Operational planning<\/td><\/tr> 13. Effort Estimate<\/td> Development, testing, and deployment time estimates<\/td> Project planning<\/td><\/tr> 14. Assumptions & Risks<\/td> Technical assumptions and risks that could affect delivery<\/td> Risk management<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n PDD vs SDD in RPA: Key Differences (Comparison Table)<\/strong><\/h2>\n\n\n\n
Aspect<\/strong><\/td> PDD (Process Design Document)<\/strong><\/td> SDD (Solution Design Document)<\/strong><\/td><\/tr> Full Name<\/td> Process Design Document<\/td> Solution Design Document<\/td><\/tr> Created By<\/td> Business Analyst (BA) + SME<\/td> Senior RPA Developer \/ Solution Architect<\/td><\/tr> Created When<\/td> First \u2014 during process discovery and design<\/td> Second \u2014 after PDD is signed off<\/td><\/tr> Audience<\/td> Business stakeholders, process owners, project managers<\/td> RPA developers, architects, IT teams<\/td><\/tr> Language<\/td> Business \/ non-technical language<\/td> Technical language with system-level detail<\/td><\/tr> Describes<\/td> The “as-is” current manual process<\/td> The “to-be” automated bot process<\/td><\/tr> Focus<\/td> What the process does and what needs automating<\/td> How the bot will implement the automation<\/td><\/tr> Content Type<\/td> Process steps, business rules, exceptions (from business POV)<\/td> Bot logic, workflows, data flows, tech specs<\/td><\/tr> Includes Code?<\/td> No<\/td> No code, but includes pseudocode \/ workflow diagrams<\/td><\/tr> Sign-Off By<\/td> Client \/ Process Owner<\/td> Client \/ Process Owner + IT\/Architecture Lead<\/td><\/tr> Confidentiality<\/td> Highly confidential \u2014 business-sensitive data<\/td> Confidential \u2014 technical IP and security details<\/td><\/tr> Changes After Sign-Off<\/td> Requires formal Change Request (CR)<\/td> Requires formal Change Request (CR)<\/td><\/tr> Template Tool<\/td> MS Word \/ Confluence \/ SharePoint<\/td> MS Word \/ Visio \/ Confluence<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n Best Tools for Creating PDD and SDD Documents<\/strong><\/h2>\n\n\n\n
Tool<\/strong><\/td> Best For<\/strong><\/td> Cost<\/strong><\/td><\/tr> Microsoft Word<\/td> Writing PDD and SDD content \u2014 most widely used in RPA projects<\/td> Paid (included in MS 365)<\/td><\/tr> Microsoft Visio<\/td> Creating process flowcharts and data flow diagrams<\/td> Paid (MS 365 add-on)<\/td><\/tr> Lucidchart<\/td> Online flowcharting \u2014 collaborative, browser-based<\/td> Free (basic) \/ Paid<\/td><\/tr> draw.io (diagrams.net)<\/td> Free online diagramming tool \u2014 widely used for RPA docs<\/td> Free<\/td><\/tr> Confluence<\/td> Wiki-style documentation \u2014 ideal for team collaboration<\/td> Paid (Atlassian)<\/td><\/tr> SharePoint<\/td> Document storage, version control, and approval workflows<\/td> Paid (MS 365)<\/td><\/tr> UiPath Studio (REFramework)<\/td> Template-based SDD aligned with UiPath’s standard framework<\/td> Free (Community Edition)<\/td><\/tr> Smartdraw<\/td> Professional flowcharts with RPA-specific templates<\/td> Paid<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n Summary <\/h2>\n\n\n\n