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Model process with BPMN

This guide shows you how to use the BPMN editor to model your process workflows in Klarify.

The process model editor uses BPMN (Business Process Model and Notation) to create visual diagrams that show the sequence of tasks in a process. You can add activities, gateways, events, and organize work into swim lanes.

Prerequisites

  • You have the required permissions (see above)
  • A process model is open in the editor (Create process models)

Instructions

Understand the editor layout

The process model editor has several areas:

  • Header bar — Contains the Edit toggle, document title, collaborators, Save, and Publish buttons
  • Element toolbar — Dropdowns for adding BPMN elements (activities, gateways, events, lanes)
  • Canvas — The main area where you build your diagram
  • Workflow panel (left) — Shows the process overview, start/end points, and attachments
  • Properties panel (right) — Shows details about the selected element or the overall process
  • Bottom toolbar — Undo/redo, alignment tools, zoom controls, and minimap

Add activities

Activities represent work that needs to be done in the process.

  1. Click the rectangle dropdown in the element toolbar.
  2. Select an activity type:
    • User Task — A task performed by a person
    • Subprocess — A group of tasks that form a sub-process
    • Transaction — A set of activities that must complete together
    • Event Subprocess — A subprocess triggered by an event
    • Call Activity (Process) — A reference to another process model
    • Global Task — A reusable task instruction
  3. Click on the canvas to place the activity.
  4. Double-click the activity to edit its name.

Add gateways

Gateways control the flow of the process, creating branches and merging paths.

  1. Click the diamond dropdown in the element toolbar.
  2. Select a gateway type:
    • Exclusive Gateway — Only one path is taken based on conditions
    • Parallel Gateway — All paths are taken simultaneously
    • Inclusive Gateway — One or more paths can be taken
  3. Click on the canvas to place the gateway.

Add events

Events mark something that happens during the process.

  1. Click the circle dropdown in the element toolbar.
  2. Select an event type:
    • Start Event — Where the process begins
    • End Event — Where the process ends
    • Intermediate Event — Something that happens during the process
  3. Click on the canvas to place the event.

Every process model needs at least one start event and one end event.

Connect elements

Connect elements to show the sequence of work.

  1. Select an element on the canvas.
  2. A context menu appears with connection options.
  3. Drag from the connection point to another element.
  4. The sequence flow arrow shows the direction of work.

Organize with pools and lanes

Use pools and lanes to show who is responsible for each part of the process.

  1. Click the lane icon in the element toolbar.
  2. Click on the canvas to add a pool.
  3. Click inside the pool to add lanes.
  4. Drag activities into the appropriate lanes.

Lanes typically represent:

  • Departments or teams
  • Roles or job functions
  • Systems or external parties

Edit element properties

  1. Select an element on the canvas.
  2. The Properties panel opens on the right.
  3. Edit the element name and other properties.
  4. For task elements, you can add task instructions from the properties panel.

Use the canvas tools

The bottom toolbar provides editing tools:

  • Undo/Redo — Reverse or repeat recent changes
  • Align tools — Align selected elements
  • Copy/Delete — Duplicate or remove elements
  • Auto-layout — Automatically arrange elements
  • Zoom controls — Zoom in/out or fit to screen
  • Minimap — Navigate large diagrams

Understand autosave and snapshots

Your work is automatically saved as you edit. You don’t need to manually save changes.

The Save button in the top right corner does not save your work—it creates a snapshot of the current state. Snapshots allow you to:

  • Capture a specific version of your work in progress
  • Restore to a previous state if needed
  • Track major milestones before publishing

To create a snapshot:

  1. Click Save in the top right corner.
  2. Follow the snapshot workflow to name and save the snapshot.

For more information, see Create snapshots.

The process model remains in draft status until you publish it.