Global Templates
Required Access Level
Super Admin
The Global Templates module allows the Super Admin to configure elements that will be shared and reused by all Tenants across the platform.
This ensures standardization and scalability of the system. By updating a global template, changes are reflected in corresponding processes across all environments.
Global Elements
The platform currently supports the following elements at the global level:
1. Global Process Definitions
BPMN processes and CMMN cases that do not belong to a specific tenant. These process models serve as templates and can be instantiated within the context of any tenant.
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When creating a new global template, uploading an XML file (.bpmn or .cmmn) is optional. If no file is provided, the platform automatically generates a valid default schema based on the selected type.
2. Global Document Types
For forms and processes that require document uploads, you can create global Document Types (e.g., "ID Card", "Proof of Address", "Service Contract"). When managing document types in this area:
- The system binds the type to the global process.
- The Document Type becomes available for forms using that template.
3. Global Attachments
Document templates (physical files, contract templates, and reports) tied to global processes are not bound to a tenantId. Instead, the system uses an is_global flag and physically stores the files in the global/ folder in the storage provider (S3, local disk, etc.). This ensures isolation and prevents data leakage from tenants to public directories.
4. Global Variables and Forms
The variables configured in the Global Templates context form the baseline data vocabulary for forms (e.g., SmartDocs and FlowableForms) used across the platform for a specific process.
5. Global AI Agents
A global template carries its own AI agents, in the AI Agents tab. It is the same form the tenant screen uses — name, description, system prompt, model, temperature and the tools the agent may use — except it belongs to the global process rather than to a tenant.
It exists to remove duplication. Without it, a global template whose BPMN points at an agent would force every subscribed tenant to re-register the same agent, with the same prompt, one by one — and any prompt change would have to be repeated across all of them.
How the AI step finds the agent at run time. The BPMN names an agentId. The platform looks in the tenant that is executing first; not finding it there, it looks in the global layer. If neither has it, the step fails naming the id that does not exist.
It is a cascading lookup by id, not a union. The practical consequence matters:
A global agent does not appear in the tenant's list
The tenant's agent screen shows only that tenant's agents. A global agent runs for the subscribed tenant but is not listed there — unlike global Knowledge Bases, which do appear, marked Global and read-only.
So if a global process uses AI and the tenant administrator opens the agents tab and sees nothing, that does not mean there is no agent: it means the agent belongs to the platform. The Super Admin edits that agent here.
Who may change it: the Super Admin only. The endpoints live under /api/admin/global-templates/{processKey}/ai-agents and require SUPER_ADMIN; the tenant screen offers no option to mark an agent as global — the same separation that applies to knowledge bases.
What a global agent still carries. The reach rules apply to it as to any agent: the hosts it may call are declared on the agent itself, and the secret it uses is never shown to it (see Agents). Being global widens who runs it, not what it can reach.
Level of global base documents. The level of each document in a global base (Public, Secret, Top secret) is set by the Super Admin and applies to every subscribed tenant: the tenant's search applies the platform's level, and the tenant screen shows the levels without letting anyone change them. A tenant that wants a document stricter does not link the base, or copies the document into a base of its own. See Who may read each document.
6. Global Process Documentation
Every global template carries its own Markdown documentation — the text that explains the process to whoever will operate it. It is written here, in the Documentation tab, with a Write | Preview editor.
Every tenant subscribed to the template reads that same text in the Documentation tab of the definition, without being able to edit it, under a banner naming the global template as its source. It is the same principle as the other global elements: the tenant inherits, it does not fork. Changing the text here reaches every subscriber at once, with no need to republish the process.
Subscribing a tenant to a template
A global template is a package: besides the BPMN/CMMN, it carries decision tables (DMN), forms, roles and documentation. Subscribing a tenant installs the whole package into its environment.
The install is all or nothing
If any linked decision table cannot be deployed — invalid XML, duplicate key, wrong hit policy — the subscription is refused and the error message names every table that did not make it. No subscription is recorded: the tenant does not show up as subscribed to that template version.
That is deliberate. Previously the subscription answered success and showed the tenant on the template version even though the decision table was not in the engine — and the failure only surfaced weeks later, when the first instance reached the business rule task. Fix the DMN in the template and subscribe the tenant again.
The template passes the same gates as a publish
Before installing, the platform checks the process as if the tenant itself were publishing it: every agent step must declare what it writes and what it consults, and no agent may depend on a model retired without a replacement. The check runs in the receiving tenant — the same template can go into one tenant and be refused in another, if the agent or the model it resolves to differs. On refusal the message names the template, the tenant and the reason, and nothing is deployed. When a new tenant is auto-provisioned, the refusal shows up as that template's line in the tenant's error.
When the subscription is accepted, the subscriptions list shows the deployed version, and that version stands for the complete package.
How to Manage
- Navigate to Global catalogue → Global Templates in the sidebar.
- Select the desired Process.
- Use the tabs to manage:
- General: Base process definitions.
- BPMN/CMMN: Model diagram viewer (if applicable).
- Document Types: Create, edit, activate, or suspend document types required for this process.
- Variables: Define the data fields and expected types for global forms.
- Knowledge Base: Documents that serve as context for this template's global AI agents.
- AI Agents: Register and edit the agents subscribed tenants will run without having to re-register them.
- Documentation: Write, in Markdown, the text every subscribed tenant will read about this process.
The Visual Editor button opens the modeler on the template's diagram. On save, the modeler only closes once the server confirms the write. If the save is refused, it stays open with the diagram you drew and shows the reason under its top bar, as Could not publish — fix it and save again without losing the drawing.
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Only the Super Admin profile can manage global resources — the sidebar's Platform and Global catalogue groups do not exist for anyone else. Users with the Admin (tenant) profile only manage their local processes, through the Process design → Process Catalog menu.