Process Definitions

Required Access Level

Admin or Super Admin

What is a definition?

A definition is the process model (BPMN) or case model (CMMN) published on the platform. The platform divides them between Global and Local scopes.

Local Definitions (Tenant Processes): The Tenant Admin can import, view, and manage specific configurations for that process within their company (local Document Types, local Variables, test instances, and reports). This is viewed under Administration → Local Definitions.

Global Processes Catalog: The Tenant Admin also sees a showcase of the global processes available on the platform:

• They cannot create, edit models, or view the internal development configurations of global templates.
• They can activate or deactivate (using the toggle switch) any global process for their own environment. A deactivated process will not appear for users to start instances in the portal or via API in that specific tenant.
• Drafts: Global processes that have not yet been officially published will appear with the toggle disabled. The Admin will not be able to use them until the Super Admin finishes publishing.

Publishing a new definition

The platform offers two ways to create a definition.

Option A — Visual Modeler (recommended)

1. Go to Administration → Local Definitions
2. Click on + New definition and choose the type:
   • BPMN — opens the BPMN modeler with the properties panel
   • CMMN — opens the CMMN modeler (canvas)
3. Model the process and click Deploy to publish it to the platform

SUPER_ADMIN — DMN Templates

SUPER_ADMIN users can also create DMN Templates through the same button under Global Templates. Templates are global and serve as a baseline for tenants to implement their own decision tables.

Option B — File Upload

1. Go to Administration → Local Definitions
2. Click on Publish definition
3. Upload the .bpmn or .cmmn file
4. Confirm publication

Editing an existing definition

To create a new version of an already published definition:

1. Locate the definition in the list and click on Versions
2. Click on New version in the row of the current version
3. The modeler will open with the XML of the previous version pre-loaded
4. Make your changes and click Deploy to publish the new version

Versioning

When publishing a file with the same process key, a new version is created automatically. Ongoing instances continue on the previous version; new instances use the latest version.

Exporting a version's XML

In any version, click Export XML to download the specific version's .bpmn or .cmmn file.

Process Roles

Each process can declare specific roles (e.g., Requester, Approver). After publishing the definition, you can view the roles automatically extracted from the BPMN/CMMN file.

These roles are used to assign tasks to the right people in each execution. Tenant members with the corresponding process role will receive the tasks automatically.

Knowledge Bases (RAG)

On the details page of a process, you will have access to the Knowledge Base tab. In it, you can view all the knowledge bases created by the administrators (Global KBs or restricted to the Tenant) and enable them for this specific process.

By making this explicit link (Toggling), any AI agent that acts in this process will have its System Prompt fed back with the rules from the enabled bases. This prevents the AI from applying financial sector rules in an HR process, for example.