In Flokzu you can create a new process in four ways:

1. From scratch, starting with a blank process.
2. With a template, from the existing ones.
3. By importing a process previously exported from another account.
4. With AI, describing the workflow in your own words.

To get started, go to the My Processes section in the sidebar and click the New process button.

Create a process from a template

When you click New process, a window opens with several predefined forms (templates).

Templates already include an initial model and configuration, so they are ready to run. You only need to assign roles or users to the default tasks and start running your business process.

Create a process from scratch

If you don't want to use a template and prefer to model your process from the beginning, click the Create from scratch button that appears in the window.

Name and identify your process

Before you start configuring and modeling the process, you must:

1. Give it a name.
2. Assign it an identifier.

You can also configure:

• the users or roles that will have permissions to publish and edit the process;
• the default readers of the instances.

You can change these settings later from the process's Settings tab.

Create a process with AI

Creating processes can be even faster and easier with the Artificial Intelligence (AI) assistant. This feature lets you describe the workflow in your own words, and the AI takes care of diagramming it.

To get started:

1. Click New process and select Create with AI.
2. Enter the basic details (name and identifier), just as when creating from scratch.
3. A chat window will open where the AI will ask you for a description of the process. Write it in your own words. For example: “I want a flow to approve vacation requests. It starts with the employee submitting the request, goes to the manager for approval and, if approved, sends a notification to HR and to the employee. If rejected, it only notifies the employee.”
4. The AI will interpret your description and automatically create a diagram of the process workflow.

Generate the workflow from a file

You can also create the flow from an existing file. The assistant supports these formats:

• Images: PNG and JPEG.
• Text documents: TXT, Word and PDF.
• XML files with the structured definition of the process, for example those exported from other BPM modeling tools in BPMN notation.

Based on the content of the file, the assistant will generate a first version of the workflow that you can review and adjust to the needs of your process. To do so:

1. Open the AI assistant chat.
2. Click the attach file button in the top bar.
3. Select the file from your computer.
4. The assistant will process the file and show the initial version of the workflow directly in the modeler.

From there you can edit the diagram, add or modify tasks and complete the process configuration.

Changes and controls

Once the initial flow has been created, you can:

• Request changes: keep using the chat to have the AI modify the flow. For example: “Add a Management task before HR if the number of days is greater than 10” or “Rename the task ‘Review’ 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 different description.

Data privacy when creating processes with AI

The privacy and security of our customers' data is a priority. The AI chatbot works with these controls:

• BPM focus: it is designed specifically to diagram flows and ignores any request that is not related to creating or modifying a BPM diagram.
• Limited access: by default, the AI has no access to any user or account data.
• Information shared: the only information shared with the AI is the instructions you write in the chat and the data of the process structure (the elements of the current diagram, their connections and the title of each element).
• Information not shared: the AI has no access to sensitive data such as the users or roles assigned to each task, the body of emails in message tasks, the documentation of user tasks, the process configuration, or any other data not directly related to the structure of the diagram.

These controls are achieved through pre-processing of the information, which automatically removes irrelevant data before sending it to the AI.

Import a process

If you already have a process in another Flokzu account (for example, a test account), you can import it instead of modeling it again. To do this, you first need to export it from the source account, as explained in Export, clone and archive processes.

Then follow these steps from the account where you want to save the process:

1. Click New process and select the Import existing option.
2. In the window that opens, attach the .flokzu file you downloaded earlier.

The file includes the general configuration, the form and the workflow of the process, but not the task assignments. You will need to configure them in the destination account before putting the process into operation.

Next step

Once the process is created, you can start configuring the form.

Updated on: 23/10/2026