Chapter 2 - Drawing Business Process Diagram

Chapter 2 - Drawing Business Process Diagram

Creating Business Process Diagram

To create a Business Process Diagram, perform one of the following actions:

Select menu File > New Diagram > Others > Business Process Diagram

Figure 2.1 - Creating Business Process Diagram from menu
Click on the New Business Process Diagram button on the toolbar.

Figure 2.2 - Creating Business Process Diagram from toolbar
In the Diagram Navigator, right-click Business Process Diagram and select Create Business Process Diagram from the context menu.

Figure 2.3 - Creating Business Process Diagram in Diagram Navigator


Figure 2.1 - Creating Business Process Diagram from menu


Figure 2.2 - Creating Business Process Diagram from toolbar


Figure 2.3 - Creating Business Process Diagram in Diagram Navigator

A blank Business Process Diagram will be created and opened in the Diagram Pane.

A blank Business Process Diagram will be created by default when you create a new project.

Creating Element

BP-VA allows you to create diagram elements (shapes and connectors) in many different ways, you can choose to create them in the traditional way using toolbar or context menu, or you can take advantage of BP-VA's unique visual modeling features like mouse gestures and resource-centric interface.

Creating Element using Toolbar

On the diagram toolbar (the toolbar that resides on the left of the diagram), click on the button of the element that you want to create.


Figure 2.4 - Creating element from diagram toolbar

Some elements of similar nature (like different kinds of process) may be organized in a button group (indicated by a small black triangle on the right of the button). Within a button group, only the last selected button will be visible.


Figure 2.5 - A button group

If you cannot find the desired element on the diagram toolbar, locate its button group, then click on its drop-down button. The button group will be expanded with its elements shown in a popup menu. Just click the desired element from the popup menu to select it. You will notice the element you have just selected from the group become the active element of the group automatically. This means you don't have to expand the group again in order to select this element next time.


Figure 2.6 - An expanded button group

If the element to create is a shape, click once on the diagram to create it in its default size. If you want to assign an initial size to the new shape, click on the diagram and drag the desired bounds before releasing the mouse.


Figure 2.7 - Creating an element with initial size

If the element to create is a connector, click on the source shape on the diagram, then drag the connector to the target shape and release the mouse.


Figure 2.8 - Create a connector

Sometimes you may notice a stop sign shows when you mouse over certain shapes while creating the connection, this is BP-VA's connection validation on-the-fly in action, preventing you from making connections that violate the Business Process Modeling Notation.


Figure 2.9 - Connection validation on-the-fly

Creating Element using Context Menu

Right-click on the diagram, a context menu is shown. Select the Add Shape menu to expand it. You will see a list of elements that you can create.

Elements of similar nature are organized in a group, indicated by a sub-menu of that group (like Task, Process). You need to expand the group sub-menu in order to select its elements.


Figure 2.10 - Creating element from context menu of diagram

For element that is not grouped (like Data Object), you can simply select its menu to create the corresponding element.

If the element selected is a shape, the shape will be created in its default size at the location you right-clicked on the diagram.

If the element selected is a connector, the corresponding button on the diagram toolbar will be selected. Then you can click on the source shape on the diagram, drag the connector to the target shape and release the mouse to create the connection.

Creating Element using Mouse Gesture

Mouse gesture allows you to create shapes quicker and more naturally by drawing gestures on the diagram to create the desired elements. You can also invoke commands other than shape creation using mouse gestures.

To draw a mouse gesture, press the right mouse button on the diagram and hold, then drag the desired gesture and release the mouse button when done.


Figure 2.11 - Creating element using mouse gesture

The following tables show the supported mouse gestures in BP-VA:

General Commands


Layout Diagram	Open Diagram Specification	Close Diagram	Show Diagrams Thumbnail View

Business Process Diagram


Sub-Process	Pool/Task Create a Pool (if other shapes are surrounded by the gesture) or a Task (if no shapes are surrounded by the gesture)	Horizontal Lane Create a Lane for the intersected horizontal Pool (the gesture needs to horizontally "cut" across the target Pool)	Vertical Lane Create a Lane for the intersected vertical Pool (the gesture needs to vertically "cut" across the target Pool)

If you forget the mouse gestures mentioned here, you can always view the supported gestures again inside BP-VA by selecting the menu Help > Mouse Gestures....


Figure 2.12 - The Mouse Gestures dialog box

Creating Element using Resource-Centric Interface

To make diagramming and modeling more efficient, BP-VA adopts the resource-centric interface, where context-sensitive shortcut buttons ("resource" ) will be shown around the active diagram element. Each resource provides a functionality that you would likely to perform frequently, like creating a connection to a new/existing shape, opening the model specification, resizing a shape to fit.


Figure 2.13 - Resources of a shape

Mouse over on a resource, you will see its tool tip that briefly describes its functionality.

Connection Resources

For resource that is used to create a connection to a new/existing shape, its tool tip will appear in the form CONNECTOR -> SHAPE.


Figure 2.14 - The connection resources

To create the connection, click on the resource and drag. If you release the mouse over an existing shape, the connector will be connected to it. If you release the mouse over the empty space of the diagram, a new shape will be created.


Figure 2.15 - Creating a connection using resource

In BP-VA, resources have the intelligent to determine what kind of flow connectors (Sequence Flow/Message Flow) should be created for the associated flow objects (Sub-Process/Task/Event/Gateway). Those resources are indicated by the tool tip Sequence/Message Flow - > FLOW_OBJECT_NAME.


Figure 2.16 - The Sequence/Message Flow resource

Use the resource to create a connection to a new or an existing shape. If the source shape and destination shape reside on the same Pool, a Sequence Flow will be created, or else a Message Flow will be created. This connection rule is specified by Business Process Modeling Notation and is enforced by BP-VA resource-centric interface automatically.


Figure 2.17 - Automatic Sequence/Message Flow creation determination

Action Resources

Some resources perform standalone actions. Examples are the Fit Size resource (resize the shape to fit) and the Open Specification resource (open the specification dialog box of the shape). To use an action resource, single-click on it and the corresponding action will be performed.


Figure 2.18 - The Open Specification resource

Editing Element

In-Place Editing

In BP-VA, the renaming of all shapes can be performed directly in the diagram. Just select a shape and press F2, or double-click on the shape to bring it into in-place edit mode. The diagram below shows the in-place editing of a Text Annotation.


Figure 2.19 - In-place editing of Text Annotation

Frequently modified model properties can be accessed through the element's context menu.


Figure 2.20 - Setting the condition type of a Sequence Flow

Formatting options can be changed through the context menu as well.


Figure 2.21 - Setting the Fill format of shape

Specification Dialog Box

For detailed specification of model or diagram, right-click on the element and select Open Specification...from the context menu.


Figure 2.22 - Opening the specification dialog box of an element

The open specification dialog box of model is organized in a tabbed view, categorizing the properties in groups. To apply the edited properties, click Apply or OK. Click Reset if you want to revert the changes you have made.


Figure 2.23 - The Sub-Process specification

Property Pane

The Property pane shows the properties of the active diagram or the currently selected diagram elements. You can view or edit the properties here. Both the model properties and the style or formatting of the element can be edited directly in the Property pane.


Figure 2.24 - Property pane

Documentation

The Documentation pane shows the documentation of the active diagram or the currently selected diagram element. You can view or edit the documentation here. Documentation can be edited in rich text or plain text by selecting/deselecting the HTML checkbox.

The documentation format (rich text or plain text) is a project-wide option. You cannot apply rich text documentation to one element while apply plain text documentation to another element in the same project.


Figure 2.25 - Documentation pane

Advanced Diagramming Techniques

Advanced Usages of Resource-Centric Interface

Generic Resource

Generic Resource is similar to the connection resources that we mentioned earlier in this chapter. The difference is the actual type of the new connector and/or the new shape is not yet unknown during creation. When you release the mouse, a popup menu will be shown for you to select the desired connector/shape type to create.

If you release the mouse over the empty space of the diagram, the possible connector types and destination shape types are listed for selection. If the source and destination shapes are both flow objects (Sub-Process/Task/Event/Gateway), the connector types will not be listed because the BPMN connection rule will automatically determine the correct type of Flow for you. For example, dragging the Generic Resource of a Task, release it on the empty space of the diagram and select Task from the popup menu, a Sequence Flow will be created if both Tasks reside on the same Pool, or else a Message Flow will be created.


Figure 2.26 - Creating new shape using Generic Resource

If you release the mouse over an existing shape, the possible connector types between the source and the destination shapes are shown.


Figure 2.27 - Creating new connector using Generic Resource

Single-Click on Connection Resource

If you click on a connection resource of a flow object (Sub-Process/Task/Event/Gateway) without dragging, there are two possible outcomes:

If there is no Pool in the diagram, a new shape together with a new connector will be created whose positions are determined by BP-VA automatically.
If there are one or more Pools in the diagram, a popup will be shown for selecting a Lane or Pool as the parent of the new shape. The new shape together with a new connector will be created and positioned at the selected Lane/Pool.

Figure 2.28 - Single-click on connection resource


Figure 2.28 - Single-click on connection resource

Sweeper

The sweeper tool allows you to align shapes interactively in the diagram, and you can use it to sweep shapes aside to make room for new shapes without messing up the current diagram structure.

To select the sweeper tool, click on the Sweeper button on the diagram toolbar.


Figure 2.29 - Sweeper

Click on the diagram and drag to either the north, east, south or west direction, depending on what shapes you want to sweep and where you want them to be swept to.


Figure 2.30 - Sweeping shapes

The shapes will be swept to the direction you dragged and automatically aligned with the sweeper. If you are not satisfied with their positions, you can drag the sweeper in the opposite direction to roll back (provided that you have not released the mouse yet), the shapes will gradually be moved back until they reached their original positions.

Forming Sub-Process from Existing Elements

To break down a Sub-Process into lower level, normally you would create a Sub-Process and click its "+" button to expand it, and then draw the Sub-Process Diagram.


Figure 2.31 - Expanding a Sub-Process

You can also do it in a reversed manner - create the elements first and then form a Sub-Process from it. To do this, select the desired elements, right-click on the selection and select Form Sub-Process Diagram from the context menu.


Figure 2.32 - Forming Sub-Process diagram from selected shapes

The selected elements will be transformed to a Sub-Process diagram.


Figure 2.33 - Shapes transformed to a Sub-Process diagram

Creating Group for Existing Elements

To create group for existing elements, select the elements and right-click on the selection, select Create Group from the context menu. The selected elements will be grouped together by a new Group shape.


Figure 2.34 - Creating group for exist elements

Invalid Connections Detection

To ensure you are always on the right track, BP-VA provides intelligent notation validation while you are editing the diagrams.

When shapes are moved between pools that caused invalid business flows, those invalid flows are analyzed and displayed in the Invalid Connection Detected dialog box. To handle the problems, you can choose from one of the three options provided:

Correct invalid connections
The invalid connections are listed with a suggested fix beside each. Just select the desired fix in the Action column to correct it. If you do not want a particular connection to be corrected, deselect its Perform? checkbox.
Ignore all
Ignore all invalid connections detected.
Cancel move
Cancel the move that caused the invalid connections.

After selected an option, click OK to confirm. If you click Cancel the result will be same as selected the Ignore all option.


Figure 2.35 - The Invalid Connection Detected dialog box

Choosing Different Caption Placements

In BP-VA, Events, Gateways and Data Objects can be set to have different caption placement styles.

To change the caption placement of a shape, right-click on it and select Caption Placement... from the context menu. The Configure Caption Placement dialog box shows.


Figure 2.36 - The Configure Caption Placement dialog box

Select the desired caption placement in the Placement combo box, the shape in the Preview pane will be updated accordingly.

Click OK or Apply to apply the change, or click Reset to revert.

If you want new shapes of the same type to apply the currently selected caption placement from now on, click Set as Default for SHAPE_TYPE. To restore the caption placement back to the default value that you have set before, click Reset to Default.

You can click and drag to move the caption of an Event/Gateway/Data Object only when its caption placement is set to Freely-movable.

Choosing Different Connector Styles

BP-VA comes with a wide range of connector styles that you can choose from.

Rectilinear
With the Rectilinear connector style, connectors always remain either horizontal or vertical. After you drag the connector to reshape it, the connector style will re-calculate the required turning points to keep the lines in horizontal or vertical position.

Figure 2.37 - Rectilinear
Oblique
With the Oblique connector style, connectors can be dragged freely to create the desired turning points.

Figure 2.38 - Oblique
Curve
With the Curve connector style, the intermediate lines between points will be calculated as smooth curves. You can drag its turning points to change the style of the curve.

Figure 2.39 - Curve
Round Oblique
Similar to the Oblique connector style, with the different that the corners of the turning points will appear rounded.

Figure 2.40 - Round Oblique
Round Rectilinear
Similar to the Rectilinear connector style, with the different that the corners of the turning points will appear rounded. This is the default connector style for Business Process Diagram.

Figure 2.41 - Round Rectilinear


Figure 2.37 - Rectilinear


Figure 2.38 - Oblique


Figure 2.39 - Curve


Figure 2.40 - Round Oblique


Figure 2.41 - Round Rectilinear

Choosing Connector Style for Diagram

To choose a connector style for diagram, perform one of the following actions:

Right-click on the diagram and select Connector Style from the context menu.

Figure 2.42 - Setting the connector style of diagram
Click on the empty space of the diagram, click on the value cell of the Connector style property in the Property pane.
After the connector style of a diagram is changed, all connectors whose connector styles that set to Follow Diagram will follow.


Figure 2.42 - Setting the connector style of diagram

Choosing Connector Style for Connector

To choose a connector style for connector, perform one of the following actions:

Right-click on the connector and select Connector Style from the context menu.
Select the connector, click on the value cell of the Connector style property in the Property pane.

Figure 2.43 - Setting the connector style of the selected connector


Figure 2.43 - Setting the connector style of the selected connector

This overrides the connector style of its diagram. To let the connector follows the connector style of its diagram, select the Follow Diagram connector style.

Changing Styles and Formatting

Fill Color

All of the shapes have a fill color property, which allows you to select a solid fill color or a gradient fill color and you can define its transparency as well.

To format fill color for shapes, select the desired shapes and perform one of the following actions:

Right-click on the selection and choose Format > Fill...from the context menu.
From the Property pane, click on the ...button of the Fill property to invoke the Format Fill Color dialog box.

In both cases, the Format Fill Color dialog box will be displayed.

Format Fill Color Dialog Box

The Format Fill Color dialog box allows you to select the fill color type (solid or gradient) and you can create your own fill color by configuring the transparency, gradient style and colors.


Figure 2.44 - The Format Fill Color dialog box

Field	Description
Fill style	Select the fill style of the fill color. It can either be Solid (a single color) or Gradient (a fill color that is mixed by two colors).
Transparency	Specify the transparency of the fill color. The greater the value, the more transparent is the shape. A transparency of 0 (zero) makes the fill color completely opaque, while a transparency of 100 makes the fill color completely transparent. You can adjust the transparency by dragging the slider, or by typing the value in the text field. Alternatively, you can click the Opaque button to set the fill color to opaque, or click the Transparent button to set the fill color to transparent.
Preview	The Preview pane displays a rectangle that is filled with the editing fill color. The background is filled with checkers so that you can preview the transparency of the fill color as well.
Set as Default	Save the current fill color as the default fill color for new shapes.

Table 2.1

Formatting a Solid Fill Color

Upon selecting Solid from the Fill style field, you will see the detail pane for formatting a solid fill color.


Figure 2.45 - Formatting a solid fill color

Field	Description
Color	This field displays the currently selected color. It will display the color name if the selected color is a default color (Black, White, Yellow, etc); otherwise the RGB value of the selected color will be displayed.
Default Color List	The default color list displays a list of pre-defined colors. Each color is displayed with a color preview and a color name. You can view the RGB value of a color by moving the mouse pointer over the color.
Custom Color Pane	The custom color pane display a wider range of colors that you can select from. And you can define a new custom color by clicking on the Custom... button. The newly defined color will be added to the recent color list (located at the bottom two rows of the custom color pane) for later reuse.

Table 2.2

Formatting a Gradient Fill Color

Upon selecting Gradient from the Fill style field you will see the detail pane for formatting a gradient fill color.


Figure 2.46 - Formatting a gradient fill color

Field	Description
Color 1	You can select the first color of the gradient from the Color 1 field. To select a color click the ...button or double-click on the color editor. A color chooser will appear for you to select a color.
Color 2	You can select the second color of the gradient from the Color 2 field. To select a color click on the ...button or double-click on the color editor. A color chooser will appear for you to select a color.
Gradient Color Themes	The Gradient Color Themes pane displays a list of pre-defined gradient color themes. To add a new color theme select Color 1 and Color 2 then click the Add to Themes... button. Please note that you must select a combination of colors that does not already exist in the color themes. To rename a theme click on the Rename... button or double-click on the desired theme. An input dialog box will appear for you to enter a new name. To remove a theme select the theme and click on the Remove button, or press the Delete key.
Gradient Style	The Gradient Style pane allows you to select the gradient style of the gradient fill color (the angle of how the gradient color is drawn). There are sixteen pre-defined gradient styles, which are shown as toggle buttons in the Gradient Style pane. To select a gradient style to use click on one of the styles.

Table 2.3

Shape Line Format

You can format the line of a shape so that you can adjust its stroke style, weight (thickness), color and transparency.

To format the line of a shape, select the desired shapes and perform one of the following actions:

Right-click on the selection and choose Format > Line... from the context menu.
From the Property pane, click on the ... button of the Line property to invoke the Format Line dialog box.

In both cases, the Format Line dialog box will be displayed.

Format Line Dialog Box

The Format Line dialog box allows you to format the line of a shape.


Figure 2.47 - The Format Line dialog box

Field

Description

Style

Select the style (stroke) of the line. You can select from one of the 23 styles (including "None" , which means no line) to apply in the combo box, a preview will be shown for each of the style item.

Weight

Adjust the weight (thickness) of a line. The greater the value, the thicker is the line. You can use the up/down button to increase/decrease the line weight, or you can type directly in the text field. The allowable line weight ranges from 1 to 20.

Only integer values can be used for line weight. If you type 2.8 in the text field, 2 will be applied instead.

Color

Specify the line color. Just click on the ...button beside the Color field to select a color either from the Default page (which shows predefined colors) or from the Custom page (which shows a larger variety of colors, and allows you to define any custom colors).

Transparency

Specify the transparency of the line. The greater the value, the more transparent is the shape. A transparency of 0 (zero) makes the fill color completely opaque, while a transparency of 100 makes the fill color completely transparent.

You can adjust the transparency either by dragging the slider, or by typing the value in the text field. Alternatively you can click on the Opaque button to set the line color to opaque, or click on the Transparent button to set the line color to transparent.

Preview

The Preview pane displays a rectangle that is surrounded by the line with the selected line format applied.

Set as Default

Save the current line format as the default line format for new shapes.

Table 2.4

Connector Line Format

You can format the line of a connector so that you can adjust its weight (thickness), color and transparency.

To format the line of a connector, select the desired connector, right-click on the selection and choose Format > Line...from the context menu. The Format Line dialog box will be displayed.

Format Line Dialog Box

The Format Line dialog box allows you to format the line of a connector.


Figure 2.48 - The Format Line dialog box

Field

Description

Weight

Only integer values can be used for line weight. If you type 2.8 in the text field, 2 will be applied instead.

Color

Transparency

Specify the transparency of the line. The greater the value, the more transparent is the shape. A transparency of 0 (zero) makes the line completely opaque, while a transparency of 100 makes the line completely transparent.

Preview

The Preview pane displays how the connector will look like with the selected line format applied.

Table 2.5

Incorporating User-Defined Images

Image Shape is a utility for displaying an image on any diagrams, and it can also act as a link to a file. With Image Shape, you can easily add images to document and annotate important ideas in the diagram.


Figure 2.49 - Image Shape

Like standard shapes in BP-VA, an Image Shape can be connected to other shapes (via Generic Connector) and can have a caption.

The caption of Image Shape is empty by default; just double-click on it to edit the caption.
The caption of Image Shape is freely movable.

Creating Image Shapes

You can either create an Image Shape using the diagram toolbar, by copy and paste, or by drag and drop.

Creating Image Shapes using Diagram Toolbar

Click on the Image Shape button on the diagram toolbar.

Figure 2.50 - The Image Shape button
Click on the diagram, an Image Shape is created and a file dialog shows for selecting an image. Upon selecting an image, its preview is shown on the right of the dialog box.

Figure 2.51 - Selecting image for an Image Shape
In the Image Location group, select an option:
Embedded - The source image will be copied and embedded into the project, which means any modification to or removal of the source image will not affect the image in this Image Shape.

The advantage of using embedded image is the image remains even when the source image no longer exists; while the disadvantage is the project file size will grow since images are copied to the project, and the embedded image cannot update when the source image is updated.

Linked - The Image Shape links the source image for display, which means any modification to or removal of the source image will also be reflected in this Image Shape.

The advantage of using linked image is the project file size will not grow since images are just linked but not copied to the project, and the image in the Image Shape will update when the source image is updated; while the disadvantage is the image will lost when the source image no longer exists.
After selecting the image location option, click Open to confirm.

Creating Image Shapes by Copy and Paste

Copy an image to the clipboard

Figure 2.52 - Copying an image to the clipboard
Switch to BP-VA, open a diagram, select menu Edit > Paste or use hotkey Ctrl+V. An image shape is created with the copied content.

Figure 2.53 - Image Shape created by paste from clipboard

The image location of the Image Shape created by copy and paste will be set to Embedded.

Creating Image Shapes by Drag and Drop

Drag one or more files from your computer and drop to a diagram in BP-VA

Figure 2.54 - Dragging an image from the file explorer
An image shape will be created for each dropped file.
If you dropped an image file to the diagram, an image shape will be created that embed the dropped image.
If you dropped a non-image file to the diagram, an image shape will be created that links to this file. And it shows the system icon of the file for indication. Refer to Selecting Linked File for more information on how to link the image shape to file.

Figure 2.55 - Image Shape created by dragging non-image file to diagram

Selecting Image

No matter what method you used to create an Image Shape, you can change its source image later on. To selecting an image, right-click on an Image Shape and select Select Image... from the context menu.

Figure 2.56 - Selecting image

A file dialog shows for selecting an image. For details on the options in selecting an image, please refer to Creating Image Shapes using Diagram Toolbar earlier in this chapter.

Selecting Linked File

An Image Shape can act as a link to a file. To select the linked file, perform one of the following actions:

Right-click on an Image Shape and select Select Linked File... from the context menu.
Select an Image Shape, click on the button next to the Linked File property in the Property pane.

A file dialog shows for selecting a linked file. Once an Image Shape is linked to a file, you can double-click it to open the linked file.


Figure 2.57 - Selecting linked file

Image Scaling Option

Image Shape has two image scaling options which determine how an image will be displayed when the Image Shape changes it size.

To select an image scaling option, right-click on the Image Shape and select Scaling from the context menu.

Figure 2.58 - Image scaling options

Fit to Shape - The image will be expanded or shrunk to fit the shape when the Image Shape changes its size.


Figure 2.59 - Fit to shape

Actual Size - The image will always be displayed in its actual size no matter how large the Image Shape is.


Figure 2.60 - Actual size

Exporting Image

To export image from an Image Shape, right-click on it and select Export Image...from the context menu. A file dialog will show for selecting the path of the exported image. You may also choose the exported image format as either JPG or PNG.


Figure 2.61 - Exporting image

Exporting Linked File

To export the linked file from an Image Shape, right-click on it and select Export Linked File...from the context menu. A file dialog will show for selecting the path of the exported file.


Figure 2.62 - Exporting linked file

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