What is a process?
A process is a workflow that automates how cases move through your organization. Built using BPMN (Business Process Model and Notation), processes define the sequence of steps, decisions, and actions that drive a case from start to finish.
Processes give organizations a way to:
Automate repetitive tasks and decisions
Ensure consistent handling of every case
Integrate with external systems through plugins
Provide visibility into where each case stands
Reduce manual handoffs and delays
How processes work
Processes are the engine that drives cases forward. When a case is created, a process typically starts automatically. The process creates tasks for users, makes decisions at gateways, calls external systems, and updates case data along the way.
A case can have multiple processes running at the same time. For example, the main application process might run alongside a separate review process or a notification process. Each process instance is linked to the case and can read from and write to the case document.
Process definition vs process instance
A process definition contains the BPMN diagram with all the activities, gateways, and connections that make up a workflow. It describes the steps to follow, the decisions to make, and the integrations to call.
A process instance is a running execution of a process definition. When a case is created or a user starts a process, Valtimo generally creates an instance that follows the defined steps.
BPMN basics
BPMN is a standard notation for modeling business processes. Valtimo uses it to make workflows visual and understandable. A process diagram consists of:
Events — Starting points, ending points, and triggers (circles)
Activities — Work to be done (rounded rectangles)
Gateways — Decision points and parallel paths (diamonds)
Connections — Arrows showing the flow between elements
Process lifecycle
Start — A process begins when triggered by creating a case, a user action, an API call, or another process
Execute — The workflow progresses through activities, makes decisions at gateways, and waits at user tasks
End — The process completes when it reaches one or more end events
Process data
Processes work with two types of data:
Process variables — Temporary values that exist only while the process runs. Use these for workflow decisions, intermediate calculations, or data that doesn't need to persist after the process ends. Each process instance has its own separate variables.
Case document — The permanent data store shared across all processes on a case. Processes read from and write to the document using the doc: prefix in expressions. Changes to the document persist even after the process completes.
For example, a process might:
Store a temporary
approvalScorevariable for a gateway decisionWrite the final
approvalStatusto the document so it's visible on the case
Key components
BPMN offers many element types. Below are some of the more commonly used ones in Valtimo.
Activities
Activities are the work items in a process:
User task — A step that requires human action. Creates a task that appears in the task list and case detail view
Service task — An automated step that executes a plugin action, calls an API, or performs a calculation
Call activity — Starts another process as a sub-process
Gateways
Gateways control how the process flows:
Exclusive gateway — Takes one path based on conditions (if/else logic)
Parallel gateway — Splits into multiple paths that execute simultaneously
Inclusive gateway — Takes one or more paths based on conditions
Events
Events mark significant points in the process:
Start event — Where the process begins
End event — Where the process completes
Intermediate event — A trigger or pause in the middle of the process (timers, messages, signals)
Process links
Process links connect activities to external handlers. What process links can be configured depends on the selected activity. When a process reaches an activity with a link, Valtimo executes the linked action:
Form link — Opens a form for the user to complete
Form flow link — Starts a multi-step form wizard
Plugin action link — Executes an action from a configured plugin
URL link — Redirects to an external system
Viewing process progress
Users can see how a case is progressing through its process on the Progress tab. The diagram highlights which steps have been completed and which are currently active.
Relationship to other concepts
Cases — Processes drive case progression. Each case can have multiple processes running on it
Forms — Forms capture user input at user tasks in the process
Learn more
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