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'''Business Process Model and Notation (BPMN)''' is a standard for representing business processes graphically. BlueSpice provides a graphical editor for creating and editing BPMN diagrams. The editor is based on the open-source project [https://bpmn.io/ bpmn.io].
'''Business Process Model and Notation (BPMN)''' is a standard for representing business processes graphically. BlueSpice provides a graphical editor for creating and editing BPMN diagrams. The editor is based on the open-source project [https://bpmn.io/ bpmn.io]. The [[Reference:Page Forms|Page Forms]] is used to facilitate the input of information for each element.
==Open the BPMN editor==
==Open the BPMN editor==
The BPMN editor can be opened from the following locations:
The BPMN editor can be opened from the following locations:
#Select '''Processes''' in the main navigation. On the Processes page, select '''Processes''' in the page tools panel. Administrators can deactivate the '''Processes''' entry in the [[Extension/BlueSpiceConfigManager|Config Manager]].
#Select '''Processes''' in the main navigation. On the Processes page, select '''Processes''' in the page tools panel. Administrators can deactivate the '''Processes''' entry in the [[Extension/BlueSpiceConfigManager|Config Manager]].
#Open '''Wiki actions''' and select '''Processes''' in the '''Overview''' section.
#Open '''Wiki actions''' and select '''Processes''' in the '''Overview''' section.
#Select the '''New contennt''' button in the header bar and select '''New process'''. <br>
#Select the '''New content''' button in the header bar and select '''New process'''. <br>
The BPMN editor opens after selecting one of these options.
The BPMN editor opens after selecting one of these options.
==Create a process diagram==
===Features of the editor===
All process pages are created in the '''Process''' namespace. <br>
'''To create a process diagram:'''
#Enter a process name.
#Select '''Done'''. The BPMN editor opens with a start event already added. <br>
The diagram must meet the minimum requirements before it can be saved.
==Add shapes to the diagram==
Each process diagram requires a start event and an end event. Additional shapes can be used to represent activities, decisions, data, participants, and other elements of the business process.
The main BPMN elements are:
*'''Events''': Represent something that happens during a process, such as a start or end event.
*'''Activities''': Represent work performed as part of a process, mainly tasks.
*'''Gateways''': Represent decision points and determine how process paths are split or merged.
If a BPMN symbol is unfamiliar, refer to the [https://camunda.com/bpmn/reference/ Camunda BPMN 2.0 Symbol Reference].
Not all BPMN symbols are available in the BlueSpice BPMN editor. For example, expandable subprocesses cannot be added.
To add a shape:
#Select the preceding shape.
#Select the required symbol to append the next shape.
Shapes can also be dragged from the toolbar onto the diagram.
'''Business Process Model and Notation (BPMN)''' is a graphical representation for specifying business processes. BlueSpice provides an intuitive GUI (graphical user interface) for creating BPMN diagrams. The feature is based on the open source project [https://bpmn.io/ bpmn.io]. The [[Manual:Extension|extension]] [[Reference:Page Forms|Page Forms]] is used to facilitate the input of information for each element.
== How to start ==
To get to the BPMN editor, you can choose between 3 options:
# The '''Entrypoint ''Processes''''' in the main navigation. Note that administrators can deactivate this link in the [[Manual:Extension/BlueSpiceConfigManager#BlueSpiceDiscovery|configuration manager.]] On the Processes page, you can click the link '''New Process''' in the page tools panel.
# The link '''Processes''' in the '''Overview''' section of the '''Global actions''' menu.
# The menu item '''New process''' of the '''plus-icon''' button in the header bar.
Select one of these links to open the BPMN editor.
== Creating a diagram ==
{{Textbox|boxtype=note|header=Note:|text=All process pages are created in the BlueSpice default namespace '''Process'''.|icon=yes}}
To [[Manual:Create|create]] the diagram:
#'''Enter''' a process name.[[File:CPD new process.png|alt=Dialog with process name Post-sales.|center|thumb|350x350px|New process dialog.]]
#'''Click''' ''Done''. The BPMN editor opens. At this point, the diagram contains a start event. You cannot save the diagram until the diagram meets the minimum requirements for saving.
Before continuing with the diagram, let's look at the functionality of the BPMN editor.
== Features of the editor ==
The editor includes the following elements:
The editor includes the following elements:
[[File:CPD editor.png|alt=7 highlighted user interface elements of the editor|center|thumb|750x750px|The BPMN editor]]
[[File:cognitive-process-designer-editor.png|alt=Seven highlighted user interface elements of the editor|center|thumb|750x750px|The BPMN editor]]
{| class="wikitable" style="width: 100%;"
{| class="wikitable" style="width: 100%;"
|+Functionality of the BPMN editor
|+Functionality of the BPMN editor
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|3
|3
|Save changes
|Save changes
|Saves the diagram and any [[wiki pages]] that need to be created.
|Saves the diagram and any wikipages that need to be created.
|-
|-
|4
|4
Line 100:
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|Link to the bpmn.io website. Unless you are interested in the technical background of the editor, you can ignore this button.
|Link to the bpmn.io website. Unless you are interested in the technical background of the editor, you can ignore this button.
|}
|}
==Create a process diagram==
==Adding the diagram shapes==
All process pages are created in the '''Process''' namespace. <br>
Each diagram needs a start event and an end event. There are many additional useful elements to create a meaningful business process diagram.
'''To create a process diagram:'''
#Enter a process name. [[File:cognitive-process-designer-new-process-dialog.png|alt=Dialog with process name Post-sales|center|thumb|350x350px|New process dialog]]
The main elements of a BPMN diagram are:
#Select '''Done'''. The BPMN editor opens with a start event already added. <br>
The diagram must meet the minimum requirements before it can be saved.
* '''events''' (such as the start or end event),
[[File:cognitive-process-designer-basic-diagram.png|alt=Diagram with a labelled start event connected to a labelled end event|center|thumb|200x200px|This diagram can be saved]]
* '''activities''' (mainly different types of tasks), and
==Add shapes to the diagram==
* '''gateways''' (decision points between different paths).
Each process diagram requires a start event and an end event. Additional shapes can be used to represent activities, decisions, data, participants, and other elements of the business process.
{{Textbox|boxtype=important|header=Info about the shapes:|text=If you are not familiar with BPMN, you can refer to the [https://camunda.com/bpmn/reference/ Camunda BPMN 2.0 Symbol Reference].
The main BPMN elements are:
*'''Events''': Represent something that happens during a process, such as a start or end event.
*'''Activities''': Represent work performed as part of a process, mainly tasks.
Note that not all symbols are integrated in the BlueSpice BPMN editor. For example, it is not possible to add sub-processes at this time.|icon=yes}}
*'''Gateways''': Represent decision points and determine how process paths are split or merged. <br>
If a BPMN symbol is unfamiliar, refer to the [https://camunda.com/bpmn/reference/ Camunda BPMN 2.0 Symbol Reference].
The most basic diagram you can save has a start event with a label and a connected end event with a label.
Not all BPMN symbols are available in the BlueSpice BPMN editor. For example, expandable subprocesses cannot be added.
[[File:cpd most basic diagram.png|alt=Diagram with a labelled start event connected to a labelled end event|center|thumb|200x200px|this diagram can be saved]]
'''To add a shape''':
#Select the preceding shape.
To add a shape, click the predecessor shape. Select a symbol to append the next shape.
#Select the required symbol to append the next shape. <br>
Shapes can also be dragged from the toolbar onto the diagram.
[[File:CPD editor appending shapes.png|alt=selected exclusive gateway that is actively appending a new task|center|thumb|450x450px|appending a shape]]
[[File:cognitive-process-designer-appending-shapes.png|alt=Selected exclusive gateway with an option to append a new task|center|thumb|450x450px|Appending a shape]]
===Shape types===
{{Textbox|boxtype=note|header=Note|text=A diagram with at least a missing label will throw an error and the Save-button will remain disabled.|icon=yes}}
The following shape types are available in the BPMN editor:
|Acts as a process trigger; indicated by a single narrow border, and can only be ''Catch'', so is shown with an open (outline) icon.
|Represents the trigger of a process. A start event has a single narrow border and can only be a '''catching''' event. It is therefore displayed with an open or outline icon.
Note: An Event is represented with a circle and denotes something that ''happens'' (compared with an activity, which is something that is ''done''). Icons within the circle denote the type of event (e.g., an envelope representing a message, or a clock representing time). Events are also classified as '''Catching''' (for example, if catching an incoming message starts a process) or '''Throwing''' (such as throwing a completion message when a process ends).
|-
|-
|Immediate/boundary event
|'''Intermediate/boundary event'''
|An event that occurs in the middle of the process between activities ''(represented by a thin double line)''. For example, a task could flow to an event that throws a message across to another pool, where a subsequent event waits to catch the response before continuing.
|Represents an event that occurs during a process between activities. An intermediate or boundary event is shown with a thin double border. For example, a task can lead to an event that sends a message to another pool, where another event waits to receive the response before the process continues.
|-
|-
|End event
|'''End event'''
|Represents the result of a process; indicated by a single thick or bold border, and can only ''Throw'', so is shown with a solid icon.
|Represents the result of a process. An end event has a thick border and can only be a '''throwing''' event. It is therefore displayed with a solid icon.
|-
|-
|Gateway
|'''Gateway'''
|A gateway is represented with a diamond shape and determines forking and merging of paths, depending on the conditions expressed.
|Represents a decision point and determines how process paths are split or merged, depending on the defined conditions.
|-
|-
|Task
|'''Task'''
|A task represents a single unit of work that is not or cannot be broken down to a further level of business process detail. It is referred to as an atomic activity. A task is the lowest level activity illustrated on a process diagram. A set of tasks may represent a high-level procedure.
|Represents a single unit of work that cannot be broken down into a lower-level process activity. A task is the lowest-level activity shown in a process diagram. A set of tasks can represent a higher-level procedure.
|-
|-
|Data object reference
|'''Data object reference'''
|Data objects may represent for example documents used in a process, both in physical and digital form. They look like a page with folded top right corner.
|Represents information used by a process, such as a document in physical or digital form. It is displayed as a page with a folded top-right corner.
They are generally available as long as the process instance is live.
|-
|-
|Data store reference
|'''Data store reference'''
|To store information in a more permanent way you need Data Stores.
|Represents information that needs to be stored persistently. Data stores can represent IT systems and applications, as well as physical folders or archives.
They are commonly used to represent IT systems and applications, but also plain old manila folders or archive would be suitable.
You can show how certain steps of a process use the data (either Data Objects or Data Stores) by using a Data Association arrow (dotted line with arrowhead). They are NOT a part of the process flow.
|-
|-
|Pool / participant
|'''Pool / participant'''
|A pool represents major participants in a process, typically separating different organisations. A pool contains one or more lanes (like a real swimming pool). A pool can be open (i.e., showing internal detail) when it is depicted as a large rectangle showing one or more lanes, or collapsed (i.e., hiding internal detail) when it is depicted as an empty rectangle stretching the width or height of the diagram.
|Represents a major participant in a process, such as an organization. A pool can contain one or more lanes. An open pool displays its internal details, while a collapsed pool hides the internal details.
|-
|-
|Group
|'''Group'''
|A Group is a so-called Artifact and represented with a rounded-corner rectangle and dashed lines. The group is used to group different activities but does not affect the flow in the diagram. It is purely a visual element.
|Groups activities visually without affecting the process flow. A group is an artifact represented by a rounded rectangle with a dashed border.
|}
|}
Events represent something that happens, while activities represent something that is done. Events can be catching or throwing events, depending on whether they receive or trigger an event. <br>
Data objects and data stores can be connected to process elements with a data association. Data associations show how process steps use data but are not part of the process flow.
When a shape is selected, the available actions are displayed.
=== Shape actions ===
[[File:cognitive-process-designer-shape-actions.png|alt=Active email task with its command symbols visible|center|thumb|200x200px|Shape commands]]
When a shape is active, it shows its associated possible commands.
{|class="wikitable"
[[File:cpd shape actions.png|alt=active email task with its command symbols visible|center|thumb|200x200px|shape commands]]
{| class="wikitable"
|+Shape actions
!Action
!Action
!Description
!Description
|-
|-
|Append end event
|'''Append end event'''
|Adds an end event with a connector after the shape.
|Adds an end event with a connector after the selected shape.
|-
|-
|Append gateway
|'''Append gateway'''
|Adds a gateway with a connector after the shape.
|Adds a gateway with a connector after the selected shape.
|-
|-
|Append task
|'''Append task'''
|Adds a task with a connector after the shape.
|Adds a task with a connector after the selected shape.
|-
|-
|Append intermediate/boundary event
|'''Append intermediate/boundary event'''
|Adds an intermediate/boundary event with a connector after the shape.
|Adds an intermediate or boundary event with a connector after the selected shape.
|-
|-
|Add text annotation
|'''Add text annotation'''
|Adds an annotation to the shape. The annotation line and bounding box can be resized and repositioned.
|Adds an annotation to the shape. The annotation line and bounding box can be resized and repositioned.
|-
|-
|Change element
|'''Change element'''
|Allows to set a more specific shape type.
|Changes the shape to a more specific shape type.
|-
|-
|Delete
|'''Delete'''
|Deletes the shape.
|Deletes the shape.
|-
|-
|Set color
|'''Set color'''
|Sets the fill color of the shape. For line objects, the outline is colored.
|Changes the fill color of the shape. For line objects, the outline color is changed.
|-
|-
|Connect to other element
|'''Connect to other element'''
|Adds a connector to an existing shape. It cannot be used if no endpoint for the connection exists.
|Connects the selected shape to an existing shape. This action is only available when an endpoint for the connection exists.
|}
|}
===Editor tools===
=== Toolbar ===
The toolbar provides tools for working with the diagram. Hover over a tool to display its name. [[File:cognitive-process-designer-tools-toolbar.png|alt=Selected hand tool with the action information displayed|center|thumb|160x160px|Available tools]]
From the toolbar, you can drag-and-drop the shapes onto the diagram. You can see the name of a tool by hovering over it:
{|class="wikitable"
[[File:cpd toolbar tools.png|alt=Selected hand tool with the action information displayed|center|thumb|160x160px|available tools]]
{| class="wikitable"
|+Tools overview
!Tool
!Tool
!Description
!Description
|-
|-
|Hand tool
|'''Hand tool'''
|When activated, tyou can freely navigate the canvas without accidently moving elements under the cursor.
|Allows navigation across the canvas without accidentally moving elements.
|-
|-
|Lasso tool
|'''Lasso tool'''
|When activated, you can select multiple shapes at the same time. Objects are only included in the selection if the entire object is part of the selection. Hold the <code>Shift</code>-key to add or remove individal objects.
|Selects multiple shapes at the same time. An object is selected only if the entire object is within the selection. Hold the '''Shift''' key to add or remove individual objects from the selection.
|-
|-
|Create/remove space tool
|'''Create/remove space tool'''
|When activated, you can add or remove space horizontally or vertically.
|Adds or removes horizontal or vertical space in the diagram.
If the results of the actions are not as intended, you can press <code>Ctrl</code>+<code>Z</code> multiple times to undo the changes.
|-
|-
|Global connect tool
|'''Global connect tool'''
|When activated, you can connect a shape with a distant shape. The tool does not stay activated. If you want to use it again, you need to select it again.
|Connects a shape to a distant shape. The tool is automatically deactivated after creating the connection and must be selected again for another connection.
|}
|}
== Saving the diagram ==
If an action does not produce the intended result, press '''Ctrl''' + '''Z''' to undo the changes.
{{Textbox|boxtype=important|header=Important|text=All diagrams are saved and maintained in the "Process" namespace.
==Validate and save the diagram==
<br>
A diagram must meet the following requirements before it can be saved:
You can [[#Embedding_a_process_diagram_in_a_wiki_page|embed a diagram in any wiki page.]]|icon=yes}}
*A start event is present.
When your diagram is complete, you can save it. You cannot save if one or more of the following issues exist:
*An end event is present.
*Every shape that generates a wiki page has a unique label. <br>
* Not every shape has a label
If the diagram cannot be saved, select the '''Toggle linting overlays''' button to display errors and warnings. The affected elements are highlighted in the diagram. [[File:cognitive-process-designer-validation-errors.png|alt=Error messages caused by a missing end event|center|thumb|650x650px|Validation errors before saving]]<br>
* The start or end event is missing
Correct the reported issues and select '''Save changes''' to save the diagram.<br>
During the save process, a dialog provides the option to create wiki pages for the relevant process elements. These pages can also be created later.
To find the issues, click on the linting button at the bottom of the diagram. It will highlight the problems in the diagram. For example, a missing end event can trigger multiple errors:
===Unique label requirements===
[[File:CPD errors.png|alt=error messages caused by a missing end event|center|thumb|650x650px|errors before saving]]
The label of an event or task is used to create its associated wiki page. Therefore, each event and task that generates a wiki page requires a unique label within the process. <br>
After correcting the errors, you can save the diagram. The save-dialog will ask if you want to create all description pages. You do not have to do this or you can do this at a later time.
Gateways and other shapes that do not generate wiki pages do not require unique labels. For example, the same '''Yes''' or '''No''' label can be used for multiple gateways in a diagram.
==Rename a shape==
=== Unique label requirements ===
To rename a shape:
The label of an event or a task is used to create its description pages. Therefore, each of these shapes requires a unique label.
#Double-click the shape.
#Change the label.
=== Unique label requirements for gateways{{Bsvs|bsvTo=5.1.1}} ===
#Save the diagram. <br>
Starting with Bluespice 5.1.1, this requirement is not applied to gateways and in general to shapes that do not produce wiki pages. Therefore, it is possible to use yes/no gateway labels multiple times in a diagram.
If a shape with the same name already exists, BlueSpice automatically adds a number to the new name to make it unique. <br>
If the shape already has an associated wiki page, renaming the shape also renames the associated page.
== Renaming a shape ==
==Create wiki pages for process elements==
To rename the label for a shape, double-click the shape and change the label. If a shape with the same name already exists, the system automatically creates a unique name for the shape by appending a number. When you rename a shape, the associated page is also renamed (if the page already existed previously).
Description pages can be created for process elements when the diagram is saved.
[[File:cognitive-process-designer-create-description-pages.png|alt=Save dialog with the Create description pages option selected|center|thumb|380x380px|Creating description pages]]
== Creating the wiki pages ==
'''To create description pages:'''
If you decide to describe your shapes in more detail with individual wiki pages, you need to activate the checkbox in the save dialog:
#In the save dialog, select the checkbox for creating description pages.
[[File:CPD save description pages.png|alt=save dialog with checkbox for description pages checked|center|thumb|380x380px|creating description pages]]
#Complete the save process.
The next dialog lists all pages that were created.
#Review the list of created pages in the confirmation dialog. [[File:cognitive-process-designer-description-pages-list.png|alt=List of description pages|center|thumb|400x400px|Description pages list]] <br>
[[File:CPD list of description pages.png|alt=list of description pages|center|thumb|400x400px|confirmation page]]
Description pages are created for start and end events and for the different task types, such as user tasks and script tasks. A '''Call activity''' does not create a description page.<br>
{{Textbox|boxtype=important|header=Important!|text=Description pages are only created for start and end events and for the different "task" types (e.g., User task, Script task,...). The type "Call activity" (also listed under task types) does not produce a description page.|icon=yes}}
After the pages are created, the corresponding shapes in the diagram become interactive and link to their description pages. [[File:cognitive-process-designer-interactive-diagram.png|alt=Finished diagram of the post-sales process in view mode|center|thumb|650x650px|Interactive diagram]] Select a shape with a colored outline to open its page. [[File:cognitive-process-designer-shape-description-page.png|alt=Wiki page for the "Send training info" shape with highlighted page elements|center|thumb|650x650px|Elements of a shape description page]] <br>
The colored outlines of the shapes of the diagram now indicate that the shapes are interactive and link to the description pages:
Each description page contains information about the process element:
[[File:CPD interactive diagram.png|alt=finished diagram of post-sales process in view mode|center|thumb|650x650px|interactive diagram]]
{|class="wikitable"
Clicking on any such shape opens its wiki page:
[[File:CPD shape description page.png|alt=wiki page for the shape "send training info" with highlighted page elements|center|thumb|650x650px|elements of a shape description page]]
{| class="wikitable" style="width: 100%;"
|+Elements of a description page
!Element
!Element
!Functionality
!Description
!Description
|-
|-
|1
|'''Breadcrumb'''
|Breadcrumb
|Shows the location of the description page as a subpage of the process page.
|Shows the location path of the description page (as [[Manual:Subpage|subpage]] of the process page).
|-
|'''Incoming connections'''
|Lists the connections that precede the process element.
|-
|'''Outgoing connections'''
|Lists the connections that follow the process element.
|-
|'''Page flow'''
|Provides links to the preceding and succeeding description pages.
|-
|'''BPMN task description'''
|Provides a placeholder for a custom description. Edit the page to replace the placeholder with the required content. Once content has been added, the placeholder template can be removed.
|}
==Embed a process diagram in a wiki page==
BPMN diagrams are created and edited in the '''Process''' namespace. Existing diagrams can be embedded on any wiki page.
'''To embed a process diagram:'''
#Open the page in the [[Extension/VisualEditor|VisualEditor]].
#Open the '''Content droplets''' menu in the editor toolbar. [[File:visualeditor-content-droplets-menu.png|alt=VisualEditor with the Content droplets icon highlighted|center|thumb|200x200px|Content droplets menu item]]
#Search for '''process'''. [[File:cognitive-process-designer-process-droplet.png|alt=Content droplets dialog showing the filtered result for the Process droplet|center|thumb|650x650px|Content droplet "Process"]]
#Select the '''Process''' content droplet. [[File:cognitive-process-designer-process-droplet-inspector.png|alt=Selected process "Post-sales" in the inspector dialog|center|thumb|300x300px|Process droplet inspector]]
#Select '''Insert'''.
#Enter the name of the process.
#Select '''Save'''. <br>
The embedded diagram can include a toolbar with additional options if the toolbar toggle is enabled. [[File:cognitive-process-designer-bpmn-toolbar.png|alt=Opened BPMN menu with five menu options|center|thumb|208x208px|BPMN toolbar]]
{| class="wikitable"
!Option
!Description
|-
|'''Go to the diagram page'''
|Opens the process page where the diagram can be edited.
|-
|-
|2
|'''Download diagram as SVG'''
|Incoming connections
|Downloads a copy of the diagram in SVG format.
|Label for the connections that precede this step.
|-
|-
|3
|'''Center diagram'''
|Outgoing connections
|Centers the diagram in the display. This is useful for large diagrams that require repositioning while viewing.
|Label for the connections that follow this step.
|-
|-
|4
|'''Show raw XML'''
|Page flow
|Displays the XML source of the diagram.
|Links to the preceding and succeeding description pages.
|-
|-
|5
|'''Show diagram'''
|BPMN task description
|Returns from the XML source to the diagram.
|Placeholder template that indicates that a custom description can be added below the connections info. To replace the template with a real description, you can simply switch into page editing mode like any other wiki page. If you add content to this page, the placeholder template is no longer needed and you can simply remove it from the page.
|}
|}
==Limitations and special considerations==
== Embedding a process diagram in a wiki page ==
The following limitations apply when working with BPMN diagrams:
BPMN diagrams cannot be created on a wiki page itself, but you can embed a diagram by using the related [[Manual:Extension/ContentDroplets|Content droplet]].
*'''Process and activity page names''': Wiki page titles are limited to approximately 255 characters. Very long process names combined with long activity or swim lane names can cause errors when activity pages are created.
*'''Slashes in activity names''': Slashes ('''/''') are not permitted in activity names because they are used to create the subpage path.
On any wiki page, open the Content droplets dialog in the visual editor toolbar.
*'''Subprocesses''': Expandable subprocesses cannot be created in the BPMN editor. A call activity can be created, but it does not create a description page.
[[File:VE droplets menu icon.png|alt=partial visual editor with highlighted droplet icon|center|thumb|200x200px|Content droplets menu item]]
*'''Description pages''': Wiki pages are only created for the supported activity types. Switching to a special activity type, such as a manual activity, does not create a description page.
[[Search]] for the term "process":
[[File:CPD droplet.png|alt=content droplets dialog showing the filtered result for the Process droplet|center|thumb|650x650px|content droplet "Process"]]
Select the droplet and click ''Insert''. Provide the name of the process and click ''Save'':
[[File:PDC droplet inspector.png|alt=selected process "Post-sales" in the inspector dialog|center|thumb|300x300px|droplet inspector]]
If the toggle-switch to show the toolbar is activated, a select menu above the diagram is displayed. It allows to:
[[File:cpd toolbar.png|alt=opened BPMN menu with 5 menu options|center|thumb|208x208px|BPMN toolbar]]
* '''Go to the diagram page:''' The diagram can only be edited directly in the process namespace.
* '''Download diagram as SVG:''' You can save a copy of the diagram locally in SVG-format.
* '''Center diagram:''' If you have a large diagram that requires repositioning on the page while viewing it, it can be reset to show the beginning of the diagram from top left again.
* '''Show raw XML:''' Switches to the XML source of the diagram.
* '''Show diagram:''' Switches back to the diagram after viewing the raw XML.
== Special considerations ==
* Page names of process pages:
** The length of page titles for wiki pages is limited to approximately 255 characters. In extreme cases, this can cause a memory error when creating activity pages. For example, if the process name itself is very long and an activity with a long name is located in a swim lane with a long name.
** Slashes in activity names are not permitted, as they are used to create the subpage path.
* Expandable sub-processes are not possible (although a call activity can be created).
* Wiki pages are only created for the standard activity. When switching to a special activity (e.g., a manual activity), no page is created.
* {{translation}}
Latest revision as of 14:46, 19 August 2026
done Business Process Model and Notation (BPMN) is a standard for representing business processes graphically. BlueSpice provides a graphical editor for creating and editing BPMN diagrams. The editor is based on the open-source project bpmn.io. The Page Forms is used to facilitate the input of information for each element.
The BPMN editor can be opened from the following locations:
Select Processes in the main navigation. On the Processes page, select Processes in the page tools panel. Administrators can deactivate the Processes entry in the Config Manager.
Open Wiki actions and select Processes in the Overview section.
Select the New content button in the header bar and select New process.
The BPMN editor opens after selecting one of these options.
Each process diagram requires a start event and an end event. Additional shapes can be used to represent activities, decisions, data, participants, and other elements of the business process.
The main BPMN elements are:
Events: Represent something that happens during a process, such as a start or end event.
Activities: Represent work performed as part of a process, mainly tasks.
Gateways: Represent decision points and determine how process paths are split or merged.
If a BPMN symbol is unfamiliar, refer to the Camunda BPMN 2.0 Symbol Reference.
Not all BPMN symbols are available in the BlueSpice BPMN editor. For example, expandable subprocesses cannot be added.
To add a shape:
Select the preceding shape.
Select the required symbol to append the next shape.
Shapes can also be dragged from the toolbar onto the diagram.
Represents the trigger of a process. A start event has a single narrow border and can only be a catching event. It is therefore displayed with an open or outline icon.
Intermediate/boundary event
Represents an event that occurs during a process between activities. An intermediate or boundary event is shown with a thin double border. For example, a task can lead to an event that sends a message to another pool, where another event waits to receive the response before the process continues.
End event
Represents the result of a process. An end event has a thick border and can only be a throwing event. It is therefore displayed with a solid icon.
Gateway
Represents a decision point and determines how process paths are split or merged, depending on the defined conditions.
Task
Represents a single unit of work that cannot be broken down into a lower-level process activity. A task is the lowest-level activity shown in a process diagram. A set of tasks can represent a higher-level procedure.
Data object reference
Represents information used by a process, such as a document in physical or digital form. It is displayed as a page with a folded top-right corner.
Data store reference
Represents information that needs to be stored persistently. Data stores can represent IT systems and applications, as well as physical folders or archives.
Pool / participant
Represents a major participant in a process, such as an organization. A pool can contain one or more lanes. An open pool displays its internal details, while a collapsed pool hides the internal details.
Group
Groups activities visually without affecting the process flow. A group is an artifact represented by a rounded rectangle with a dashed border.
Events represent something that happens, while activities represent something that is done. Events can be catching or throwing events, depending on whether they receive or trigger an event.
Data objects and data stores can be connected to process elements with a data association. Data associations show how process steps use data but are not part of the process flow.
Shape actions
When a shape is selected, the available actions are displayed.
Allows navigation across the canvas without accidentally moving elements.
Lasso tool
Selects multiple shapes at the same time. An object is selected only if the entire object is within the selection. Hold the Shift key to add or remove individual objects from the selection.
Create/remove space tool
Adds or removes horizontal or vertical space in the diagram.
Global connect tool
Connects a shape to a distant shape. The tool is automatically deactivated after creating the connection and must be selected again for another connection.
If an action does not produce the intended result, press Ctrl + Z to undo the changes.
Validate and save the diagram
A diagram must meet the following requirements before it can be saved:
A start event is present.
An end event is present.
Every shape that generates a wiki page has a unique label.
If the diagram cannot be saved, select the Toggle linting overlays button to display errors and warnings. The affected elements are highlighted in the diagram.
Correct the reported issues and select Save changes to save the diagram.
During the save process, a dialog provides the option to create wiki pages for the relevant process elements. These pages can also be created later.
Unique label requirements
The label of an event or task is used to create its associated wiki page. Therefore, each event and task that generates a wiki page requires a unique label within the process.
Gateways and other shapes that do not generate wiki pages do not require unique labels. For example, the same Yes or No label can be used for multiple gateways in a diagram.
Rename a shape
To rename a shape:
Double-click the shape.
Change the label.
Save the diagram.
If a shape with the same name already exists, BlueSpice automatically adds a number to the new name to make it unique.
If the shape already has an associated wiki page, renaming the shape also renames the associated page.
Create wiki pages for process elements
Description pages can be created for process elements when the diagram is saved.
In the save dialog, select the checkbox for creating description pages.
Complete the save process.
Review the list of created pages in the confirmation dialog. List of description pagesDescription pages list
Description pages are created for start and end events and for the different task types, such as user tasks and script tasks. A Call activity does not create a description page.
After the pages are created, the corresponding shapes in the diagram become interactive and link to their description pages.
Each description page contains information about the process element:
Element
Description
Breadcrumb
Shows the location of the description page as a subpage of the process page.
Incoming connections
Lists the connections that precede the process element.
Outgoing connections
Lists the connections that follow the process element.
Page flow
Provides links to the preceding and succeeding description pages.
BPMN task description
Provides a placeholder for a custom description. Edit the page to replace the placeholder with the required content. Once content has been added, the placeholder template can be removed.
Embed a process diagram in a wiki page
BPMN diagrams are created and edited in the Process namespace. Existing diagrams can be embedded on any wiki page.
To embed a process diagram:
Opens the process page where the diagram can be edited.
Download diagram as SVG
Downloads a copy of the diagram in SVG format.
Center diagram
Centers the diagram in the display. This is useful for large diagrams that require repositioning while viewing.
Show raw XML
Displays the XML source of the diagram.
Show diagram
Returns from the XML source to the diagram.
Limitations and special considerations
The following limitations apply when working with BPMN diagrams:
Process and activity page names: Wiki page titles are limited to approximately 255 characters. Very long process names combined with long activity or swim lane names can cause errors when activity pages are created.
Slashes in activity names: Slashes (/) are not permitted in activity names because they are used to create the subpage path.
Subprocesses: Expandable subprocesses cannot be created in the BPMN editor. A call activity can be created, but it does not create a description page.
Description pages: Wiki pages are only created for the supported activity types. Switching to a special activity type, such as a manual activity, does not create a description page.
