Core concepts

Before using Flowi Agentic, it is worth understanding the platform's central concepts.

Process (BPMN)

A process is a defined sequence of steps that has to be followed to get a piece of work done. Each step has a position in the sequence, someone responsible for it, and the condition that has to be met before the work moves on to the next one.

Typical uses:

• Purchase request approval
• Review and validation of a tax document
• New employee onboarding

A process is designed once (the definition) and can be run as many times as needed. Each run is called an instance.

Case (CMMN)

A case is similar to a process, but more flexible. Where a process follows a fixed sequence, a case lets the operator decide which tasks to run and in what order, according to the situation.

Typical uses:

• Customer complaint analysis, where each case calls for different actions
• Compliance investigations
• Bespoke customer service

Cases have milestones that record progress. A case reaches a milestone when the conditions at that point of the plan are met, and the case detail lists the milestones already reached with the moment of each one.

Process vs. Case

Use processes for predictable flows: always the same steps, always in the same order.
Use cases for situations where each run may require different steps.

Instance

Every time someone starts a process or a case, an instance is created — the concrete run of that model.

Example: the "Purchase Approval" process is the model. When João requests a laptop, an instance is created for that specific request. When Maria requests another purchase, a separate new instance is created.

You can check which step each instance is on at any time.

Task

Every step of a process that requires human action produces a task. When an instance reaches a manual step, the system creates the task and assigns it to the person or group responsible.

The life of a task:

1. The task appears in the assignee's pending list
2. The user claims the task
3. They fill in the required information through a form
4. They complete the task — the process moves on automatically

Form

A form is the interface the user fills in when working on a task. Each task can have its own form with its own fields: text, dates, amounts, file uploads, option pickers, and so on.

Some fields can pull data automatically from external systems, such as a supplier's registration details.

AI Agents and Knowledge Bases

Flowi Agentic integrates Artificial Intelligence natively — LLMs such as OpenAI and Gemini — inside your processes.

An AI Agent is the configuration that runs an automated step of the process — the step runs with no person involved, and the agent is what executes it. You define the instructions it follows and the language model it uses.

To make the agent smarter, the platform offers manageable Knowledge Bases (RAG — Retrieval-Augmented Generation), either global or tenant-specific. You create a knowledge base — writing descriptive rules and attaching PDFs, TXTs and so on — and then link the bases you need directly to the process definition.

When the automated task runs, the AI searches those base descriptions and their attached documents by vector similarity, injecting your company's context and constraints straight into the AI's reasoning before it decides anything.

Writing documents for that cut is what separates a base that helps from one that gets in the way — the writing rules are in Knowledge Bases → Writing for vector search.

Decision Table (DMN)

A decision table holds business rules: given a set of inputs, what is the result?

Each company can have its own rules, and the administrator can change them without writing code. The full example, with the order in which rows are evaluated, is in DMN Decisions.

Tenant (company)

Flowi Agentic is multi-company: several organisations use the same platform, but each one sees only its own data. That separation is what we call a tenant.

Data from different companies is fully isolated — processes, tasks, users and settings belong to a single tenant.

Access roles

Role	What they can do
Super Admin	Runs the whole platform: companies, global users, settings
Admin	Manages processes, forms, robots and users inside their own company
Manager	Everything a User does, plus the CMS and Monitoring; sees every task and every instance in the tenant
User	Executes tasks, starts the processes they are allowed to, checks their own history. Sees only the tasks and instances they take part in

On top of these general roles, each process can have process-specific roles — "Requester", "Approver", "Buyer", for instance — which determine the tasks each person receives inside that particular process.

What each role reaches, module by module, is in Roles & Permissions.