Create Subprocesses

Subprocesses can be modeled in separate diagrams. Link and reuse subprocesses across your process landscape. Add and manage subprocess elements.

When you create a high-level overview of the main process, you model subprocesses in separate diagrams and link these subprocesses to the main process.

There are two ways to add subprocesses to diagrams, as expanded or collapsed subprocesses.

With the expanded subprocess element, subprocesses are shown with the main process. Since this does increase diagram size and visual complexity, we recommend using the collapsed subprocess element, which links to subprocesses defined in separate models.

When to Use Subprocesses

Subprocesses can be complete processes or partial processes. They can only be executed as parts of a larger process.

You can reuse subprocesses in multiple diagrams. We recommend using a subprocess if a part of the process is:

  • The same for several processes

  • Changed often

  • Executed differently while the main process remains the same

A subprocess needs to be a process, with a start and end event. When you have a complex activity that cannot be meaningfully divided into different tasks, use a task element in your process model.

Subprocess Elements

The notations in which you use subprocesses are usually value chains and BPMN models. In value chains, you use the Collapsed Process element. In BPMN diagrams , you use the Collapsed Subprocess element.

Elements that link to other diagrams are marked with a + (plus) icon. This is the Collapsed Subprocess element in BPMN:

Add Subprocesses to a Diagram

You have the following options to create subprocesses:

  • When you have a complex diagram, you can group parts into subprocesses.

  • You can add a Collapsed Subprocess element to your diagram.

    • From the subprocess element, you can create a subprocess diagram that is automatically linked.

    • When you already have a subprocess defined, you can add a subprocess element to the main diagram and link your defined subprocess to this element.

      You can link diagrams in your workspace, or diagrams in other locations via URL.

Group Diagram Elements into a Subprocess

  1. Open the BPMN diagram.

  2. Select the process elements you want to group. It is possible to select only one element.

  3. Choose (collapsed subprocess) below your selection and select Collapsed subprocess.

  4. Enter a name for the subprocess and choose Create linked subprocess.

    The subprocess is saved as a new diagram. In the original diagram, a Collapsed Subprocess element replaces the subprocess.

The new diagram is created in the same folder as the original diagram. Refresh the explorer to view it.

Link a Diagram to a Subprocess Element

  1. Select a Collapsed Subprocess element in your diagram and choose + (plus).

    The dialog for adding a link opens.

  2. Select one of the options to add a link:

    • Use existing diagram: Select the diagram to link in the folder structure.

    • Use web link: Paste the URL to the input field.

  3. If the preview is too small, enlarge the dialog.

  4. Choose Link diagram.

    The diagram is linked to the subprocess element.

Create a New Subprocess from the Subprocess Element

  1. Select a Collapsed Subprocess element in your diagram and choose + (plus).

    The dialog for adding a link opens.

  2. Enter a diagram name in the text field.

  3. Select the diagram type.

  4. Choose Link diagram.

    A diagram is created and opened in a new tab.

Change Linked Diagrams

Once you have added a linked subprocess to a process, you can open the linked diagram from the subprocess element.

In a Collapsed Subprocess element in your diagram, choose the + (plus).

A preview of the currently linked diagram is displayed. If the preview is too small, enlarge the Establish link dialog.

  • To open the diagram in a new browser tab, choose Open.

  • To select a new diagram to link, choose Edit link.

  • To remove a diagram link, choose Remove link.

View Linked Elements

You can view all related items in the attribute panel in the section Diagram relations.

In addition, all items related to a diagram by links are listed when you save a diagram.