How to Design Business Process Model and Notation (BPMN) For a Mobile App

Henn Akimov

Marketer, Startup Advisor

Liubomyr Miller

Delivery Director

BPMN can be applied to mobile app development by representing the different stages, activities, decisions, and interactions involved in the app’s workflow. It helps stakeholders understand the flow of information, tasks, and events within the app and can be used to identify potential bottlenecks, inefficiencies, or areas for improvement.

By utilizing BPMN for mobile app development, teams can visualize and communicate complex processes, ensuring a clear understanding of the app’s functionality and aiding collaboration among developers, designers, and business analysts. It facilitates the documentation and analysis of the mobile app’s business logic, user interactions, data flows, and integrations with other systems.

What Is a Business Process Model and Notation (BPMN) For a Mobile App?

BPMN (Business Process Model and Notation) is a business process modeling language that is an intermediate link between the formalization/visualization and the implementation of a business process. With the help of modeling, we can describe any business processes which can be executed in various systems management.

BPMN is a fantastic tool for modeling business processes. In comparison to flowcharts, it provides greater insight and is easier to understand. It is also more appropriate in terms of process design and analysis. BPMN enables a company to clearly and consistently record and document business processes, ensuring all stakeholders participate. 

We can say that BPMN is part of two main components:

• BPM (Business Process Modeling) is the environment where you directly participate in the modeling. Alone or in a team. 
• BPMS (Business Process Modeling System) is a tool for executing the models you create. 

Why Is It Important to Design Business Process Model and Notation (BPMN) For a Mobile App?

Imagine you are driving along the road, and each city has branded road signs in its unique style. It will be difficult to navigate in such a situation, so all road signs are uniform and the same in every city throughout the country. It is the same with the BPMN for a mobile app scheme: it allows the team to understand each other and prevent disputes and conflicts because everyone is guided by clear and uniform road signs.

Everyone, including business analysts who design and enhance business processes, technical developers who implement process changes, business managers who keep track of changes, and even non-technical people like stakeholders who want to know what the future process will look like, can understand BPMN symbols because they are so straightforward. BPMN is a useful tool for communication because it offers a standard, straightforward visual language for describing business processes, preventing misunderstandings between the various stakeholders.

Levels of Modeling of BPMN for a Mobile App

How to design Business Process Model and Notation (BPMN) in different approaches? Depending on the purpose of building BPMN diagrams, there are 3 levels of modeling:

Descriptive Modeling

Descriptive modeling is applied to show the successful path of a business process, for example, to agree on it with a business user. The simplest elements of notation are used here, and the diagram itself is deliberately simplified as much as possible.

Analytical Modeling

Analytical modeling fully shows all options for executing a business process, including logical branches and alternatives. How to design Business Process Model and Notation (BPMN) in an analytical approach? Such a diagram is usually created for advanced users and business analysts using an extended notation alphabet, including its basic simplest and more complex elements.

Executable Modeling

An executable BPMN simulation is intended to be run in a BPMS engine to create a web application. The whole variety of the alphabet of this notation can be used here, including the addition of special parameters and scripts created by developers.

Basic Elements of BPMN

BPMN uses diagrams with a variety of graphic components to explain the processes. When presented with such a clear visual representation, users can easily comprehend a process’ logic. BPMN was primarily created to produce and read simple and complicated business process diagrams.

For this reason, the BPMN standard organizes the graphic elements into categories; as a result, users who deal with business process diagrams may quickly identify the elements. BPMN elements can be categorized into several different groups. They each stand for a different element of the business process:

Pool 

Defines process boundaries and describes one process on a diagram. A pool also refers to a system or a role. All objects are placed in the lanes of one or more pools, which are frequently found in BPMN diagrams.

Lanes

These are the doers. Lanes are contained in a pool, and several tracks can be within one pool. The lanes indicate the members of the processes in the pool.

Event

Events are symbols that act as triggers, starting a process at a certain starting, intermediate, or endpoint.  An event is an important state in a business process; it affects the further development of business processes.

Here are some common event symbols: 

• Message: A message is sent or received like an email or SMS. 
• Link: A process branches off into different duties as part of a wider ecosystem.
• Error: A problem has arisen and is interfering with workflow. 
• Timer: Timer symbols can indicate the start of a timer (customers have 30 days to cancel a free trial, or they will be charged a monthly price) or a certain day of the week (the system creates a list of recent free trial receivers on Mondays). 

Activity

Another symbol you need to understand to learn how to design Business Process Model and Notation (BPMN) is activity. Activities represent a specific task a person or system carries out as rounded rectangles. Process designers can build a variety of activities, such as those that happen only once, repeatedly, or if a certain set of circumstances are met. For example:

• Task: The specific action that needs to be taken. Because they are so specialized, they cannot be broken down into other tasks. 
• User action: if a user clicks the Submit button, this is a user action.
• Transaction: Involves the making of a payment. 
• Sub-process: A group of supplementary tasks that are categorized together. 
• Call: A typical procedure applied to different processing areas. 

Gateway

Decision points are represented by diamond-shaped symbols called gateways in a BPMN for a mobile app. They may act as obstacles, deciding which way a process will go next. Gateway symbols include, for instance: 

• If a stranger knocks on your clubhouse door and you don’t hear the proper secret code, do you let them in or turn them away? That is an exclusive gateway.
• Event-based: A specific choice needs to be made at this fork in the path. For instance, the system would not generate a list of new users if no new users had joined on the day the list was generated. 
• Parallel gateways do not wait for a specific circumstance. They could occur simultaneously.

Flow

The individual elements that make up the entire workflow are called flow objects. The events, activities, and gateways are the three basic flow objects in a Business Process Model and Notation (BPMN) for a mobile app.

Data

Data symbols only indicate that specific information or data is needed for the current job. They do not always affect how the operation proceeds.

There are much more elements of notation, but the basic ones will suffice for a start.

How to Design Business Process Model and Notation (BPMN) For a User Story

Regardless of the type of diagram you are creating, it is critical to know who it is for and how it will be used. This will enable you to provide enough information to be thorough and useful without exhausting your audience with unnecessary information. 

Squeezing multiple processes into a single BPMN diagram is a common error. For instance, you might be required to record the steps involved in adding a post to a brand’s Instagram account. The process for sharing the same content on Facebook is pretty identical. Should you combine the two or keep to demonstrating how an Instagram post is shared?

You should decide now (to avoid having to redo the work later) based on your audience and how this diagram will be used. Finally, we use BPMN to illustrate User Stories when developing mobile applications. Read how to write User Stories in the previous article.

Step 1. Identify the User Story

So, how to design Business Process Model and Notation (BPMN)? Determine the User Story you want to model first. User Stories are frequently brief, straightforward explanations of a feature or functionality that a user wants to obtain.

Step 2. Break Down the User Story Into Tasks

After you have determined the US, deconstruct it into a sequence of actions that must be carried out in order to accomplish its objective. A logical order should be used to arrange these tasks.

Step 3. Define the Start and End Events

Identify the process’s start event, which signifies the start of the process, and its end event, which signifies the process’ conclusion. Describe the “happy” path that results in the production of an effective result (product). Add missteps, they will make your Business Process Model and Notation (BPMN) for a mobile app more detailed and logical.

You will need a start and end icon in each pool if the diagram you’re producing contains more than one to indicate more precisely when the process is started. The title of these event icons can be as general as “start” or as particular as “request received.”

Step 4. Add the Tasks to the Process Diagram

Then add the tasks you chose in Step 2 to the process diagram. For each activity, use the proper BPMN symbols. The actions that are carried out during a process are also called activities. Ask yourself what people do to get from start to finish and put each of those actions to their appropriate lane, in order from left to right. It might be useful to begin drawing arrows between these steps using an online diagramming or BPMN tool.

Step 5. Sequence the Tasks

Put the tasks in the right order so they can be done to accomplish the User Story’s objective. The tasks are connected via BPMN sequence flows.

If the process contains any decision points, include them in the diagram using BPMN’s exclusive or inclusive gateways.

Step 6. Add Decision Points

You must include a gateway anywhere the process splits or has the potential to take several pathways. There should never be more than one arrow originating from a single activity when adding gates.

Events like a message being sent or a specific amount of time passing are also part of the process. Look for areas of your BPMN for a mobile app where these events should be put to define the process better when you examine the activities you’ve added. For instance, there is an event when the invoice is sent between phases like an employee submitting an invoice and management approving that invoice. 

Step 7. Review and Optimize the Process

When you have finished drawing the BPMN diagram for the User Story, check it to make sure it appropriately depicts the workflow. Find strategies to streamline the procedure by getting rid of processes that aren’t necessary and increasing effectiveness.

You may have started adding arrows when you added activities, gateways, and events. Make sure the entire process is finished by adding any last connectors and concluding with an end event icon.

Step 8. Review the BPMN Diagram With the Team

To make sure that everyone understands the process and that it satisfies their needs, share the BPMN diagram with stakeholders. As a last step, review your Business Process Model and Notation (BPMN) for a mobile app by making sure that everything is well-aligned, the swimlanes are the proper size, and the information flow is simple to understand. By accessing the object properties, you can add colors and particular forms.

Maintaining consistent simplicity and detailed language is reached by making your BPMN for a mobile app as concise and straightforward as possible. Put the user first, think about the exclusions and other options. Think about applying subprocesses, use evocative headings, and check the whole procedure a few times.

You might need to adjust your plan based on your team’s suggestions. To make things clearer, provide artifacts like groups or annotations. You may ensure that your diagram has enough clarity to be useful by having someone else review your work.

Pro Tips and Best Practices for Designing BPMN

Devlight has some tips on how to design Business Process Model and Notation (BPMN):

• Understand the user story. Before designing a BPMN diagram for a user story, ensure you clearly understand the user story itself. Discuss the requirements with stakeholders and ensure you have a complete picture of the process flow.
• Document any assumptions or dependencies related to the user story in the BPMN diagram. This helps in capturing the context and clarifies the scope of the process being modeled.
• Always start the procedure by defining its beginning and conclusion to understand its scope clearly.
• Before using BPMN to create a more effective solution, you can first map the existing business process to identify any inefficiencies.
• Take into account potential exceptions or alternative paths in the BPMN diagram. This includes modeling error handling, exceptional conditions, and escalations. Anticipating and addressing exceptions in the design phase can lead to more robust processes.
• Use subprocesses for complex activities. If a particular activity within the process is complex and involves multiple steps, consider using subprocesses to break it down into more manageable components. This improves readability and makes the diagram easier to understand.
• The order of the layout should be horizontal. Show associations and data flows vertically.
• Depending on the level of detail required for each stakeholder’s function, you can design separate versions of the diagram for them.

Business Process Management Platforms

Modern BPMN tools have many advantages, including higher accuracy, increased agility, increased productivity, reduced development times, high reliability, and cost savings. 

Any tool you choose to create a BPMN for a mobile app quickly turns into a crucial, foundational part of a business’s digital architecture. Here are some of the most popular platforms we recommend using to create your BPMN diagram:

Appian

Appian, one of the first suppliers of business modeling services in this market, is widely regarded as a pioneer. Its products are constantly evolving and provide a wide range of features thanks to its low-code, cloud-based application generation platform. 

Appian provides extensive, user-friendly, integrated hyper-automation instruments. You may design, construct, test, and deploy your Business Process Model and Notation (BPMN) for a mobile app using the flexible functionality and intuitive design features of Appian Designer. Using low-code capabilities, Appian Portals connects your external end users without the requirement for authentication, enabling you to create safe websites linked to your apps easily.

Bizagi

Bizagi offers low-code automated application systems generation and advanced process redesign through its three products, Bizagi Modeler, Bizagi Studio, and Bizagi Automation. These items come together to make up the Bizagi iBPMS platform. Additionally flexible, Bizagi provides a cloud alternative that enables project teams to tailor user interfaces for various consumer segments and geographical regions.

Blueworks Live by IBM

The Blueworks Live iBPMS platform is a cloud-based set of products for workflow automation and ongoing development. These tools feature performance tracking and low-code creation for business process mapping. How to design Business Process Model and Notation (BPMN) via Blueworks Live? The platform uses simulation, RPA, AI, and machine learning across several IBM technologies to expand support for all BPM operations, from process modeling through application production and beyond. 

One of our analysts has also shared his experience: “I am currently using a BPMN drawing tool called Cawemo. What I like about it:

1. Accessible online
2. The ease of sharing experiences
3. Ability to add comments
4. Easy Drawing
5. Convenient settings and editing of elements
6. Nothing extra, just BPMN

Disadvantages, in my opinion:

1. The commenting feature. It is present but not convenient to work with because there is no interface for this.

I have also been using the Bizagi stationary software. It comes in handy quite well since it helps to automate business processes. However, there is no online version, so it gets hard to share the results of your work with the team.”

BPMN for User Stories: Example

Now that you know how to design Business Process Model and Notation (BPMN), we would like to share our example. Consider this example from Devlight’s team so you don’t start with a blank document.

Login to the application

The user has the ability to enter the application without authorization and access the functions of an unauthorized user. To log in without authorization, the user must confirm that he is at least 18 years old.

The user can log in to the application by entering a Ukrainian phone number and confirming it with OTP. If an active loyalty program card is attached to the user’s phone number, the user will log in to the existing account. If a card is not assigned to the user’s phone number, then an account will be created for the user, and a new loyalty program participant’s card will be assigned to it. If a blocked card is assigned to the user’s phone number, a new loyalty card will be assigned to the user’s phone number and the user will receive a message that his previous card has been blocked.

If the user is authorized to the application for the first time, the user will be credited with bonuses. The number of bonuses depends on how the user logged into the application: by direct or referral link.

Referral program

An authorized user has the opportunity to take advantage of the referral program: invite new users to the application and receive bonuses.

The user sends a link to the application in the App Store or Google Play to contacts.

If the recipient of the referral link logs into the application for the first time after clicking on the referral link, he will be credited with referral program bonuses. Bonuses for authorization in the mobile application and bonuses for the referral program do not add up.

The sender of the referral link will receive bonuses on the condition that the recipient of the link installed the application based on the referral link, logged into the system for the first time and made a purchase online by scanning the loyalty card within 30 days from the moment of the first authorization in the application.

There is no limit on the maximum number of bonuses that can be received under the referral program.

Bottom Line

Business Process Model and Notation (BPMN) for a mobile app is a standardized set of diagramming conventions used to describe business processes. It uses symbols and standardized elements to visualize workflow objects and their interconnections. There are several ways you may choose to explain a business process. A graphical diagram, which uses images to convey the various steps in a process, is typically the most helpful. There are other possibilities for pictorial diagrams. However, the Business Process Model and Notation (BPMN) standard is the one that is most advised.  

The gap between business intention and implementation is closed by BPMN’s provision of sufficient accuracy and clarity in the sequence of business processes. In comparison to words, diagrams are frequently easier to understand. Working collaboratively to create an efficient process that produces high-quality outputs is made simpler by BPMN.