BPA Process

The Business Process Automation (BPA) process is a transformative approach to streamlining and optimizing operational workflows within an organization. BPA encompasses a wide range of activities, from simple data entry tasks to complex end-to-end process automation.

BPA Processes Page

To open the BPA Processes page inside the AI Command Center:

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA from the side-panel

The BPA Processes page lets you manage all your automation processes from the AI Command Center. You can import new Processes, update and manage previously created processes, download process packages, access control processes, directly create instances for this Process, and view all the process instances associated with the corresponding processes from here.

note

To publish or import a process, the User needs to have the view and create permissions for BPA processes. Moreover, to initiate a process instance for this Process, the User must possess the view and create permissions for process instances.

Context Menu

The Processes page supports the following functionality on a process. You can perform these functions using the context menu by right-clicking the selected Process.

Option	Description
Share	Manage your process permissions with other users
Delete	Delete this Process. This functionality will be available only if you have Delete permission.
Edit Metadata	Edit your process metadata and configuration
Edit Process	When you select this option, it opens the BPA Process in BPA Designer, checks it out, and lets you edit it.
View	This option will open the BPA Process in BPA Designer in read-only mode.
View Metadata	View your process metadata, configuration, and version information in read-only mode.
Create a request	Creates a process instance of the selected Process.
Download	Downloads this Process as a package file into your file system
Shared With	It displays a list of all users accessing this Process.

Creating New Process

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA from the side panel
• Click on New Process
• Specify a name and description of your Process
• You can optionally check Include Swimlane, select the swimlane orientation, and specify the number of lanes. By default, the BPA process is created without the Swimlane.
• Click on Create
• It will open up BPA Designer and allows you to design your BPA process.

Creating Process with Horizontal Swimlane

You can create a new BPA process with Horizontal Swimlane by checking the Include Swimlane option while creating a new process and selecting the Horizontal radio button under the Orientation section. You can specify the desired number of swimlanes in the Number of Swimlanes option, with a maximum limit of 50, before clicking the Create button.

Creating Process with Vertical Swimlane

You can create a new BPA process with Vertical Swimlane by checking the Include Swimlane option while creating a new process and selecting the Vertical radio button under the Orientation section. You can specify the desired number of swimlanes in the Number of Swimlanes option, with a maximum limit of 50, before clicking the Create button.

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You can also add Swimlane to your existing Process by dragging and dropping the Horizontal Swimlane or Vertical Swimlane activity from the Activities Drawer. For more information, please refer to Adding and Configuring Swimlanes.

Designing a Process

• Once after creating a process, you can start designing the Process using BPA designer
• Start by dragging and dropping the Start activity from the Activities Drawer into Designer Canvas
• Drag and drop the required activities from the Activities Drawer into Designer Canvas.
• Configure the activity by clicking the gear icon available as part of the activity UI or double-clicking on the corresponding activity.
• Connect the activities by clicking on the output ports of the first activity, then drag and drop the mouse to the input port of the second activity.
• Finally drag and drop the Stop activity to indicate the end of workflow.
• Ensure to save the process by clicking on Save or Save All buttons available as part of Main Toolbar

Publishing a Process

• Once after designing a process, you can publish the Process to the AI Command Center library by clicking on the Publish button available as part of Main Toolbar
• Each time a process is published to the AI Command Center, a new version of the Process will be appended.

note

If you try to publish a new process when you have already exceeded the process license count, you will encounter an error: Process count exceeding the license count.

In this case, you either need to top up your Subscription with additional process licenses or delete some published processes from the AI Command Center to free up license space for the new Process.

Viewing Published Processes

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• This page will list all your published processes

Editing a Process

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to edit
• Right-click on select Edit menu option
• It will check out the Process in your name and open the Process inside BPA Designer
• Start editing the Process as required

note

Once the Process is checked out for editing, save the checked-out process after making changes. It will be stored in the AI Command Center under your name as a draft copy. The draft copy is removed once it is published.

Configure Max Allowed Sessions

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to edit
• Right-click on select Edit menu option
• It will check out the Process in your name and open the Process inside BPA Designer
• Open Project Explorer Drawer by clicking the Project Explorer icon on the left sidebar.
• Right-click on the Process node, expand the Properties menu option and select the Max Allowed Sessions sub menu option in the Project Explorer Drawer.
• By default, in a process instance, any activity can have a maximum of 50 sessions. However, you can adjust the value as needed.
• If you don't want to restrict the maximum number of sessions, then you can select the Unlimited sessions option. Still, it is not recommended unless it is very much necessary for your Process.
• Click on Update

note

It is not recommended to use unlimited activity sessions unless it is necessary for your Process.

Editing properties

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process you want to edit
• Right-click on select Edit menu option
• It will check out the Process in your name and open the Process inside BPA Designer
• Open Project Explorer Drawer by clicking the Project Explorer icon on the left sidebar.
• Right-click on the Process node, expand the Properties menu option and select Edit properties sub menu option in the Project Explorer Drawer.
• Specify a name, category and description of your Process.
• Click on Update

Configure Naming Convention

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to edit
• Right-click on select Edit menu option
• It will check out the Process in your name and open the Process inside BPA Designer
• Open Project Explorer Drawer by clicking the Project Explorer icon on the left sidebar.
• Right-click on the Process node, expand the Properties menu option and select Naming Convention sub menu option in the Project Explorer Drawer.

Naming Convention Options

Option	Description
Default	Saves the Process Instance Name as Process Name_Timestamp, appending the current date/time to ensure uniqueness (e.g., Invoice_Approval_2025-10-13_1530)
Custom	Provides a text field where you can type a name or drag and drop variables from any process data type to compose it; optional toggles let you append a timestamp, append a GUID, or apply the default Process Name_Timestamp pattern, and the system resolves variables, validates uniqueness, and throws an exception if the final name already exists.

Setting Default Naming Convention:

Custom Naming Convention Options in case the Process Instance name already exists:

Throws an exception:

Option	Description
Text Field	Specify the process instance name format if required. For ex: TestProcess
Append a timestamp to the name	Choose this option to append the timestamp to the name. For ex: TestProcess_2025-10-13_1530
Append a GUID to the name	Choose this option to append the GUID to the name. For ex: TestProcess_0375c46c-a7ba-4a80-b2d6-66a5279e33dc
Use default naming convension	Choose this option to Default option mentioned in previous table
Throw an exception	If the resolved name matches an existing process name, the operation is aborted (no save/rename) and a NameAlreadyExists error is returned, prompting the User to choose a different name or enable timestamp/GUID options.

note

If a custom process instance naming pattern uses one or more process data variables and all resolve to null/empty at runtime, the system falls back to the default instance name (Process Name_Timestamp) instead of saving a blank name.

• Click on Update

Viewing Draft Processes

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select My Drafts view from the drop-down available at the top-right of the processes grid
• It will list all the processes checked out by you

Understanding BPA Process Package

A process package (.nupkg) is a file that contains a compressed package of all the files in the process folder. The process folder includes the following files.

• Workflow files (.json)
• Project file (project.json)
• Forms (.iform)
• Email Templates (EmailTemplates.json)
• Process Data Model (ProcessSchema.json)

Version Management

When you publish a process, a new version of the Process is created in the AI Command Center. To view the Process's version history:

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process
• Right-click and select the View Metadata menu option.

note

By default, the current version of the Process is the Active version. You can edit the Active version of the Process from the Context-Menu >  Edit option. A process instance is always created using the Active version of the Process.

Deleting a Process

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to be deleted
• Right-click and select Delete menu option
• On confirmation, we will delete the selected Process from the AI Command Center.

Sharing a Process

The Owner of the Process can share a published process with other AI Command Center users. You can share a process by following the steps below:

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to share
• Right-click and select Share menu option
• It will bring up the Share Process dialog
• Select the User to whom you need to share this Process
• Select the share permission. You can share a Process with the following permission types.

Permission Type	Description
Viewer	User with this permission type can view and execute the Process
Editor	User with this permission type can view, execute, and re-publish the Process
Owner	User with this permission type can view, execute, re-publish, and share the Process

• Click on Share

note

By default, the Process will be shared with Everyone with Viewer permission.

Viewing Process Users

You can view all the users having access to a process and their corresponding permission types by following the steps below:

• Log in to the AI Command Center
• Navigate to Automation > Processes > BPA page
• Select the Process to share
• Right-click and select Shared With menu option
• It will show you a list of Process users and their respective permissions.