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How to create your first process?

To start creating your first process in Flokzu, go to the "My Processes" section in the sidebar. Then, click on the "New process" button to begin.

Templates

A window will automatically open where you will see several pre-set forms (templates) such as “Recruitment an Hiring” or “Budget control”.

These forms already have modeling and an initial configuration, so they are ready to be executed. Assign roles or users to the predefined tasks and start running your business process.

Create your process from scratch

If you do not wish to start any of the predefined processes or want to create your process from scratch, click on the "Create from scratch" button that appears in the window.

Name and identify your process

Before you start configuring and modeling your process, you need to perform two actions:

Name your process
Assign an identifier to it, as shown in the following image.

Additionally, you can also configure the users or roles to whom you assign Publish and Edit permissions for the process and the default instance readers.

These settings can be modified later from the Configuration tab of the process.

The assigned identifier will be unique for each process. Once the identifier is selected and the process is saved, you will not be able to modify it. If for any reason you delete a process from your account and then want to create it from scratch by assigning it the same identifier, you will not be able to do so. You must choose an identifier that you have not selected before.

Create a process with AI

Process creation can be even faster and easier using the Artificial Intelligence (AI) assistant. This feature allows you to describe the workflow in your own words, and the AI will take care of diagramming it.

To get started:

Go to the "New process" button and select "Create with AI".
The system will ask you for basic data (Name and Identifier) just like in the standard creation.
A chat window will immediately open where the AI will ask for the process description. Write the process you want to create in your own words. For example: "I want a flow to approve vacations. It starts with the employee requesting, goes to the manager for approval, and if approved, sends a notification to HR and the employee. If rejected, it only notifies the employee."
The AI will interpret your description and automatically create a diagram of the process workflow.

Modifications and controls

Once the initial flow is created, you can:

Request modifications: Continue using the chat to ask the AI to interpret and modify the flow (example: "Add a Management task before HR if the number of days is greater than 10", "Change the name of the 'Review' task to 'Approve Request'").
Undo changes: Click the UNDO button to revert the last action.
Create a new flow: Click the "+" button to start a completely new flow with a new description.

Important! Once you are satisfied with the diagram generated by the AI, do not forget to exit the chat, configure all the elements of the diagram (forms, assignments, timers, etc.), and publish the process.

Data privacy in AI creation

The privacy and security of our clients' data is a priority. The use of the AI chatbot for diagramming processes complies with strict controls:

BPM Focus: The chatbot is specifically designed to diagram flows and will ignore any request that is not related to the creation or modification of a BPM diagram.
Limited Access: The AI does not have default access to any user or account data.
Shared Information: The only information shared with the AI is: the instructions the user writes in the chat, and the data of the process structure (elements of the current diagram, their connections, titles of each element).
Information Not Shared: The AI will not have access to sensitive data such as: data of users or roles assigned to each task, email bodies in message tasks, documentation of user tasks, process configuration, or other data not directly related to the structure of the diagram.

These controls are achieved through a pre-processing of information that automatically removes non-relevant data before sending it to the AI, ensuring the privacy and security of your data.

Deactivation: If for any reason your organization wishes to completely deactivate the AI features, you can request it at any time from our support team.

You can also start configuring the form!

Updated on: 31/03/2026

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