Designing Live Processes

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Designing Live Processes


Live Processes allow process owners to build and launch simple process applications created with no coding, as described at Live Processes.

This section describes how to get started by designing and publishing a process through the Live Processes feature.


What you need to do

The following outline of steps summarize how to create and publish a new process using this feature:


1. Model the process flow

Define the Process flow.

The chain of activities is the fundamental structure of the process, to which elements (tasks, gateways, etc) are included in accordance with process' requirements.


2.1 Define Forms

Design the user's interface with the information that will be displayed in the activities of the process.

Using the Forms Designer, you can have an intuitive and user-friendly structure to drag and drop the Bizagi Controls onto a form and arrange them in any way.


2.2 Establish Notifications

Compose the email notification messages and assign its recipients.


3. Process Routing

Define conditional flows to model business behaviors.

That is to say, determine the path that must be followed by the process flow when reaching a Gateway.


4. Performers

Assign the users that will carry out activities in processes.

Each Task created for end user requires a definition that will allow Bizagi to allocate the correct users within your organization.

Activities will be displayed in each user's Inbox.


5. Alarms

Choose which users receive an email notification when a task expires.


6. Publish

Make your process available to end users after having ensured they behave as expected.



Consider an Expenses Report process built with Live Processes.

In this example, an employee registers all the expenses of a business trip.

When the total amount of the report exceeds $100USD, an approval is required, and for each report, a validation of the policies defined by the company has to be performed.


This situation can be modeled with the following process:







Recall that you may rely on Live Processes for non-complex processes.

To view supported features and consider the potential of this possibility, refer to Guidelines when using Live Processes.  



In order to produce a Live Process as shown above, follow these next steps.


1. Model Process

In the Work Portal's Ribbon you will find the Live Processes option. This option will show a menu where you can choose whether to manage your Live Processes or create a new one.




Select New Live Process on the menu. Type the desired name for your process and then, click Create.






Once you create the process, the Drawing Area will be displayed for process modeling.

It is quick and easy to create Process diagrams in Bizagi Work Portal, just drag and drop the elements from the Palette or from the Pie Menu.

The elements displayed either in the Palette and the Pie Menu, will be explained later.




Once you had set the element on the Drawing Area, the element will be editable in order to set its display name and the Palette for such element will be displayed.




To edit the task's name double click on it. You can do the same to edit the task's estimated duration. Bizagi will interpret the unit you type as minutes, unless you specify it's unit as hours by typing an "h". If the number you type is greater than 60, Bizagi will automatically display it as hours and minutes.




Then, connect the elements using the Flow Sequence tool located in the Pie Menu.




Drag and drop the arrow into the element you want to connect. Elements dragged from the Pie Menu will be automatically connected.


You can continue to drag and drop the subsequent shapes to the process until your diagram is complete:




If you need to change between an exclusive gateway and a parallel gateway, click the SwitchIcon icon in the Pie Menu and choose the desired shape.




Likewise, you can change your tasks into Email Tasks. All you need to do is click the SwitchIcon icon in the Pie Menu and choose the desired shape.




2.1 Define Forms

The second step is to define the forms where the End users interact with the process. Forms are available in User tasks and in Non Events.

In order to perform this step, Bizagi uses a look Forms Designer that with a what-you-see-is-what-you-get (WYSIWYG) approach, meaning that you can build a Form and know exactly how it will display to end users.


All controls included in a Form are available to be reused within the same process, as a data model is created.


Click on the activity where you want to create the Form then, select the Form Designer icon located in the Pie Menu.




The Forms Designer will display. If there is no From previously built, the Forms Designer will show a blank display area.




Go to the Controls tab on the left panel, and drag and drop the controls required for your Form. Controls can be added to the form either by dragging and dropping each one or by double-clicking them.

Each control you include will be saved in the process's data model and will be available for all other User tasks and None Events within the same Live process.

In the Layout tab you can find Tabs, groups and Layouts that help you achieve the desired look and feel of each user interface.




We recommend always giving each control a Display name before saving. To change the display name you can double click the control's label on the form or you can select the control and set its display name on the control's properties.




When all controls are included in the Form, click Save.


You can define a Summary Form which will be displayed when the case is finished or when a process is searched and there are no pending activities for the user, by clicking on the Summary Form button located in the top right corner of the Drawing Area dashboard.





2.2 Establish Notifications

Live Processes allows you to add Email Tasks. This is useful when the process needs to notify different people. In our case, the task "Inform rejection" can be set as such type of task.




Once we've set our task as an Email Task, it's time to compose the notification message. To do so, click on the Email settings icon on the Pie Menu.




This will show a Pop up window where you can configure who receives the email, the subject and add content.




The message's recipients can be chosen from Bizagi's suggestions or manually entered on the text-box provided. This field accepts emails and system users.

Bizagi also allows you to add variables to your email's content. These variables are inserted by clicking on their respective icon. The available variables are as follows:




Inserted Text


Inserts the case link.



Inserts the case number.



Inserts the case creator name.





3. Process Routing

When modeling the Process, it is necessary to include the routing rules that will help determining the path to be followed by the process flow when reaching an Exclusive or Inclusive Gateway.


Select the path to be defined as Default Path and then, click the ElseIcon Else icon.




Once you have defined the default path, Bizagi will show the flow with an 'else' tag. Next, select the path where Bizagi will evaluate a set of conditions. And click on the ArrowIcon Add Expression icon.




Click on Add expression in order to create a condition. Click on it again whenever you want to add a condition to the set.




Type the process attribute (previously defined in the Forms step) and build the condition according to your Business needs.

In our case, the request has to be approved when the Total Amount exceeds $100USD.





Click Save and repeat the previous steps per Gateway.


4. Performers

Define the work allocation for each Activity of your Process. Performers are the end users that will be allocated to execute each Activity.

Each Activity needs a performer definition so Bizagi allocates it correctly to the defined user in your organization.

Allocations are enabled for User tasks and None Events.


Click on the activity where you want to configure the assigned user then, select the Settings icon located in the Pie Menu.




Select one of the methods available:


By Load: The Activity is allocated to the user with the lightest workload or with the least “jobs pending” on the project. However, the system first checks whether anyone in the user's group has already worked on the case. If so, he/she is assigned the Task, regardless of the user's workload compared to the rest of the group.


Everyone: Allocations are given to all users that meet the condition below. The first person to take ownership of the case (i.e., click on it in the pending inbox and then clicking on "take ownership" option) will be assigned to perform the task; consequently, it will no longer be displayed for the others to see. If the person who was assigned to perform the task releases it, it will become available again to all users that match the assignment rules.


There are two options to set the users that will execute the activity: Users and Groups.

Users are named users available and created in the project.

User groups are:

Those that already exist on the project created in Bizagi Studio and

Those created manually by users on the Work Portal.

For more information on manually created groups, please refer to Managing User Groups.


Select the criteria: click the plusIcon icon.

To allocate a User type the name of the user (previously created in the Work Portal) in the search bar to assign them to this task. Select their username.

In our case, the Register Expense Report task is performed by the user Bonnie Duff (username bduff).




For Groups, type the name of the group and select it.





If you wish to delete a user or a group from your performers list, click on the trash icon by their name.




5. Alarms

Once you're done setting up work allocation, you can set up your task's alarms for each task individually. To do so, click on the Settings icon on the Pie Menu, and then click on the Alarms tab.




On this menu you can choose who receives an email notification when the task expires and whether or not this alarm is enabled.

To enable the alarm, click on the enable switch and tick the users to which the notification will be delivered.




6. Publish

When your process is finished and you have validated thoroughly that it behaves as expected, you can publish it in your Work Portal from the Manage Live Process dashboard.

Follow the detail provided at publish in order to release your new process for your end users to start working on it.