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How to create your first process?

To create your first process, go to the “My Processes” section on the side menu. Then, click the “New process” button to start a new process.

Templates

This will automatically open a new window in which you will see all pre-set forms (templates), such as “Recruitment an Hiring” or “Budget control”.

These forms have already been modelled and have an initial configuration, which means they are ready to be executed. Simply assign roles or users to your tasks and launch your business process.

Create your process from scratch

If you do not wish to start any of the pre-set processes through templates or you want to create your process from scratch, just click on the “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 it an identifier, as shown in the following image.

Additionally you can also configure the users or roles to which you assign permissions to Deploy and Edit the process, as well as the default readers of the instance.

These settings can be modified later from the Process Settings tab.

The assigned ID will be unique for each process. Once you have selected an ID and saved the process, you will not be able to modify it. If, for any reason, you eliminate a process from your account and you would like to create it from scratch later on by assigning it the same ID, you will not be able to do so. You will need to select an ID that has not been used before.

Create a process with AI

Process creation can be even faster and simpler using our 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 for the basic process data (name and identifier), just like in the standard creation.
Immediately, a chat window will 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 diagram elements (forms, assignments, timers, etc.), and publish the process.

Advantages of using the AI assistant

Using the AI for workflow creation allows you to:

Save time: Go from a textual idea to a functional process diagram in seconds.
Reduce initial errors: The AI interprets your description and proposes a coherent structure.
Facilitate rapid iterations: You can adjust the flow through conversation, without needing to redraw.
Focus on the business: You concentrate on describing what you want the process to do, and the AI handles the diagram syntax.
Ideal for starting from scratch: Especially useful when the design is not yet clear.

Privacy of data in AI creation

The privacy and security of our customers' data are a priority. The use of the AI chatbot for process diagramming complies with strict controls:

BPM focus: The chatbot is specifically designed to diagram flows and will disregard any request unrelated 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 on the process structure (current diagram elements, their connections, titles of each element).
Non-shared data: The AI will not have access to sensitive data such as: user data or roles assigned to each task, email body in message tasks, user task documentation, process configuration, or other data not directly related to the diagram structure.

These controls are achieved through a pre-processing of the 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 functionalities, you can request it at any time from our support team.

You are now ready to set up your first process. You can begin by setting up your form!

Are you starting with your processes? Schedule a demo with one of our experts to understand your needs and how we can assist you.

Updated on: 17/11/2025

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