Creating Process Models with BPMN

import { Tabs, TabItem } from ‘@astrojs/starlight/components’;

Introduction to process modeling

Process models are visual representations of how work flows through your organization. Using BPMN (Business Process Model and Notation), you can create clear, standardized diagrams that help everyone understand complex workflows.

Whether you’re documenting an existing process or designing a new one, Klarify’s visual modeler makes it easy to create professional process diagrams that stakeholders can understand and follow.

What is BPMN?

BPMN is an international standard for creating process diagrams. It uses specific symbols and rules to ensure your process models are clear and consistent:

• Activities (rectangles) represent work that needs to be done
• Events (circles) show when processes start, end, or change direction
• Gateways (diamonds) represent decisions and parallel work
• Flows (arrows) connect elements and show the sequence of activities

When to use process models

Process models work best for:

• Complex workflows with multiple steps and decision points
• Cross-departmental processes that involve several teams
• Compliance documentation that requires visual process evidence
• Training materials to help new team members understand workflows
• Process improvement efforts to identify bottlenecks and inefficiencies

Tip

Start with simple processes to learn the modeler, then gradually tackle more complex workflows. Even experienced users benefit from sketching process flows on paper before modeling them digitally.

Getting started with the modeler

Opening the modeling interface

1. Navigate to Documents → Process Models
2. Click Create New Process Model
3. Choose a template or start with a blank canvas
4. Name your process model and add a brief description

The modeling interface includes:

• Canvas - Where you build your process diagram
• Element palette - Tools and shapes for building processes
• Properties panel - Configure selected elements
• Toolbar - Save, publish, and view options

Understanding the element palette

The palette is organized into logical groups:

Events

• Start events (green circles) - Where processes begin
• End events (red circles) - Where processes conclude
• Intermediate events (white circles) - Process milestones

Activities

• Tasks - Individual work items
• Sub-processes - Collections of related tasks
• Call activities - References to other processes

Gateways

• Exclusive gateways - “Either/or” decisions
• Parallel gateways - Work that happens simultaneously
• Inclusive gateways - “One or more” branches

Flows and connections

• Sequence flows - Normal process flow
• Message flows - Communication between different participants

Basic navigation and controls

Mouse controls:

• Click to select elements
• Drag to move elements around the canvas
• Double-click to edit element text
• Right-click for context menus

Keyboard shortcuts:

• Ctrl+S - Save your work
• Ctrl+Z - Undo last action
• Delete - Remove selected elements
• Ctrl+C/V - Copy and paste elements

Canvas navigation:

• Mouse wheel to zoom in and out
• Click and drag empty space to pan around
• Use the minimap for quick navigation in large processes

Creating your first process

Let’s build a simple “Customer Support Request” process to demonstrate the basic modeling steps.

Step 1: Add start and end events

1. Drag a start event from the palette to the canvas
2. Double-click to edit the label - Change it to “Customer submits request”
3. Add an end event to the right side of the canvas
4. Label the end event - “Request resolved”

Every process needs clear start and end points. Start events show what triggers the process, while end events indicate successful completion.

Step 2: Add tasks and activities

Between your start and end events, add the main work steps:

1. Drag a task from the palette
2. Position it between the start and end events
3. Label the task - “Review request details”
4. Add more tasks for each major step:
   • “Assign to team member”
   • “Investigate issue”
   • “Provide solution”

Task naming best practices:

• Use action verbs (Review, Create, Send, Approve)
• Be specific but concise
• Include the actor if it helps clarity (“Manager approves”, “Customer confirms”)

Step 3: Connect elements with flows

Connect your elements to show the process sequence:

1. Click on a start event to select it
2. Click the small arrow that appears on the right edge
3. Drag the arrow to the first task to create a sequence flow
4. Continue connecting all elements in order
5. Connect the final task to the end event

Caution

Make sure every element (except start events) has at least one incoming flow, and every element (except end events) has at least one outgoing flow. Disconnected elements create incomplete process models.

Step 4: Add decision points (gateways)

Add decision logic to handle different scenarios:

1. Add an exclusive gateway after “Review request details”
2. Label the gateway - “Is request valid?”
3. Create two outgoing flows from the gateway
4. Label the flows - “Yes” (leads to assignment) and “No” (leads to rejection)
5. Add a rejection task - “Send rejection notice”
6. Connect rejection to a separate end event labeled “Request rejected”

Gateways help model real-world decision-making and ensure your process handles different scenarios appropriately.

Advanced modeling features

Using pools and lanes

Pools and lanes help organize processes that involve multiple participants:

Pools represent different organizations or systems:

• Customer pool - Shows what customers do
• Company pool - Shows internal activities
• Vendor pool - Shows external partner activities

Lanes represent roles within the same organization:

• Customer Service lane
• Technical Support lane
• Manager lane

To add pools and lanes:

1. Select the Pool/Lane tool from the palette
2. Drag to create a pool around related activities
3. Add lanes within pools for different roles
4. Move tasks to appropriate lanes

Adding data objects

Show what information flows through your process:

1. Add data objects from the palette
2. Label them with specific information types
3. Connect to tasks that create, use, or update the data
4. Use data stores for persistent information

Data object examples:

• Customer Request (input data)
• Support Ticket (process data)
• Resolution Report (output data)
• Customer Database (data store)

Configuring element properties

Click on any element to access its properties panel:

Task properties:

• Type - User task, service task, manual task
• Assignment - Who performs the task
• Documentation - Detailed instructions
• Forms - Input/output specifications

Gateway properties:

• Type - Exclusive, parallel, inclusive
• Conditions - Rules for flow decisions
• Default flow - What happens if no conditions are met

Flow properties:

• Conditions - When this path should be taken
• Priority - Order for evaluating conditions

Saving and publishing

Draft vs. published versions

Draft mode allows you to:

• Work on process models without affecting live content
• Collaborate with team members on improvements
• Test different modeling approaches
• Save work-in-progress safely

Published versions:

• Are visible to all organization members with appropriate access
• Represent the official version of your process
• Can be referenced in training and compliance documentation
• Are included in search results and process libraries

Collaboration and review

Before publishing, consider collaborative review:

1. Share draft access with stakeholders
2. Use comments to gather feedback on specific elements
3. Hold review meetings to walk through the process
4. Make revisions based on feedback
5. Get final approval from process owners

Publishing your process model

When you’re ready to make your process official:

1. Click Publish in the toolbar
2. Add publication notes describing what changed
3. Set visibility (organization-wide or specific teams)
4. Confirm publication - your process is now live

Tip

Before publishing, use the “Print Preview” feature to see how your process will look in documentation. This helps catch layout issues and ensures readability.

Common modeling patterns

Sequential processes

Simple step-by-step workflows where each task follows the previous one.

Start → Task 1 → Task 2 → Task 3 → End

Parallel processes

When multiple tasks can happen at the same time:

Start → Task 1 → Parallel Gateway → Task 2A
                                  → Task 2B → Join Gateway → End

Decision-based processes

When the process path depends on conditions:

Start → Task 1 → Decision → Path A → End A
                         → Path B → End B

Loop processes

When tasks need to be repeated:

Start → Task 1 → Check → Task 2 → Back to Check (if condition met)
                      → End (if condition not met)

Troubleshooting modeling issues

Modeler won’t load or is slow:

• Clear your browser cache and cookies
• Ensure you have a stable internet connection
• Try using a different browser (Chrome, Firefox, Safari)
• Check if browser extensions are interfering

Can’t save changes:

• Verify you have edit permissions for the process
• Check that you’re not working with a published version (create a draft first)
• Ensure all required fields are completed
• Try saving with a different name

Elements won’t connect properly:

• Make sure you’re dragging from connection points (small circles or arrows)
• Check that both elements support the type of connection you’re making
• Verify sequence flows only connect within the same pool

Process looks cluttered or confusing:

• Use pools and lanes to organize elements by responsibility
• Align elements on a grid for cleaner appearance
• Group related activities close together
• Use consistent naming conventions
• Consider breaking complex processes into sub-processes

Stakeholders can’t understand the process:

• Reduce technical BPMN complexity for business audiences
• Add more descriptive labels and documentation
• Use simple sequence flows instead of complex gateway logic
• Consider creating simplified overview diagrams for executives

Note

Remember that BPMN models are communication tools first. The best process model is one that clearly conveys how work flows through your organization, not one that uses every available BPMN feature.

Ready to model more complex processes? Check out our BPMN Elements Reference for detailed information about all available modeling elements and their proper usage.