Once BPMN questionnaires have been configured, users can fill them out within the process editor to capture structured metadata, such as risk levels or compliance checks, for each BPMN element. This ensures your process model data is consistent and reportable without needing to leave the diagram.
Prerequisites
You must have the Process Modeller or Process Administrator role to enter or edit data. Default Users have view-only access.
An Administrator must have already allocated questionnaires to the specific BPMN Element Type you are editing.
Step 1: Accessing element questionnaires
Before you can enter data, you must select a BPMN element within a diagram within Processes.
From the Main menu
, open ProcessesClick on a BPMN element, such as Start Event, User Task, End Event
On the right side of the screen, click
to expand the panelClick Properties
Choose the correct questionnaire
The side panel refreshes to display all questionnaires allocated to that element type. Properties always remain the first option in the switcher, followed by questionnaires in the order defined by your administrator.
Step 2: Entering metadata
Once the questionnaire is active, you can provide the specific details required for your process documentation.
Locate the field you wish to update.
Perform the action required by the field type:
Text: Type text into a text field.
Date: Select a date.
Dropdown: Choose a value from a dropdown menu.
Hyperlink: Add a URL or link to a relevant resource.
Number: Enter a numeric value.
Currency: Type the value with preset currency.
Checkbox: Select one of the two available options from the dropdown menu.
Fill in any fields marked with a red asterisk, as those are indicated as mandatory by the Administrator.
The metadata is saved and linked to the specific BPMN element instance. This data is now available for viewing by other users and for future reporting.
Behaviors
Element Name: The element name is visible in the side panel for context, but it is read-only. To change the name, you must edit the label directly on the canvas.
Sensitive Fields: If a questionnaire contains fields marked as sensitive, they are only visible to users with Modeller or Administrator permissions.
Hidden Fields: Relationship fields are automatically hidden within the process editor side panel, even if they are part of the questionnaire configuration.