AI vs. Automation: What’s the Difference?

It’s easy to hear buzzwords like automation and artificial intelligence and assume they mean the same thing. Both promise greater efficiency, less manual work and smarter workflows. But while they often work together, AI and automation are very different technologies—and understanding how they differ is key to using them effectively.

The team at Progress ShareFile is passionate about improving document workflows with both technologies. But knowing which is which—and how they work together—is crucial. Let’s break it down in simple terms.

What Is Automation?

Automation tools execute tasks based on predefined rules. It’s like having a dedicated assistant who follows your instructions to the letter, every single time. Automation never forgets a step and never gets tired—it simply follows the playbook you’ve created.

For example, ShareFile users save hours each week with automation features such as:

• Document request lists that go out to clients right on schedule
• Client onboarding workflows that move new clients through your process quickly
• E-signature requests that automatically route documents to all required signers in the right order

The beauty of automation is its ability to eliminate human error, improve consistency and free your team for higher-value work. It’s ideal for tasks that are predictable and repeatable.

What Is AI?

Unlike automation, artificial intelligence is designed to mimic human intelligence. AI systems analyze data, learn patterns and make predictions or suggestions based on what they’ve learned. While automation follows instructions, AI can generate its own guidelines or adapt to new information.

In ShareFile, AI helps teams better understand documents, answer questions and tailor workflows to specific needs. It’s less about following a script and more about interpreting and assisting in real time. Companies use it to summarize documents, extract key information, secure sensitive information and more.

The real magic of AI is how it helps you understand content, interpret unstructured information and get valuable insights without having to do all the mental heavy lifting yourself.

Key Differences Between AI and Automation

Deciding when to use automation versus AI comes down to the nature of the task. Here’s a simple way to think about it:

Automation tools and features:

• Work best for predictable, repetitive tasks
• Are based on fixed rules and workflows
• Require manual updates and oversight

AI systems:

• Work best for complex decisions and extracting information
• Are based on data analysis and learning
• Self-improve as you feed them more data

Automation excels when you know exactly what needs to happen and in what order. AI shines when you need help making sense of information or generating insights that might not be obvious. Understanding these core differences allows you to choose the right tool for the right job.

How Automation and AI Work Together

Here’s where things get really interesting—automation and AI aren’t competing technologies. They’re perfect partners that make each other stronger. AI brings intelligence and adaptability. Automation provides speed and consistency.

This partnership creates workflow magic.

For example, picture a firm handling client tax preparation. AI analyzes the new client’s business type and generates a customized document request list tailored to their specific situation. Then automation takes over, sending those requests, tracking responses and organizing incoming documents into the right folders. When documents arrive, AI summarizes key information while automation routes those summaries to team members who need to review them.

Together, AI and automation create a powerful workflow engine that simplifies complex processes, enhances collaboration and improves the overall client experience. Whether you’re collecting sensitive documents or managing approvals, ShareFile helps you work more efficiently with the right blend of automation and intelligence.

Ready to put AI and automation to work at your organization? Get ready for the future of workflow automation and learn how to harness AI in ShareFile—no extra headcount needed.