# BA Copilot Help Centre Source: https://ba-copilot.com/help ## Contents - Getting started - What is BA Copilot? - Create your account - Your first process map in 5 minutes - Understanding the dashboard - Use free templates and starter packs - Tutorials - Tutorial: Creating and sharing a process map for stakeholder review - Tutorial: Digitising existing processes for your organisation - Create a clickable process play-through - Compare two BPMN files with the free comparison tool - Generate a Visio file with the free Visio generator - Tutorial: One-shot process model your entire organisation - Creating process maps - Using the AI chat interface - Providing effective context to AI - Choosing an AI model (Core vs Plus) - Working with diagram options - Working with versions - Attaching files and images - Use BA Copilot with the Process Maps API - Use BA Copilot inside Claude with MCP - Use Agent chat to review your process workspace - Set up custom instructions and prompt templates - Map Processes from Files - Editing process maps - Manual editing with the BPMN editor - Adding and connecting elements - Using the properties panel - Adding metadata (execution time, cycle time) - Asking AI to refine your process map - Using custom properties - Customising process map appearance (themes) - Add presentation annotations to a process map - Account and security - Managing your profile - Setting up multi-factor authentication (MFA) - Changing your password - Deleting your account - Managing notifications - Publishing and review workflows - Publishing a process map - Filtering by status (All, Published, Draft) - Unpublishing (reverting to draft) - Requesting reviews and approvals - Compare As-is and To-be process maps - Organising your work - Understanding organisations - Creating and managing spaces - Team spaces vs private spaces - Creating folders - Moving and copying process maps - Searching for process maps - Pinning chats for quick access - Find your way around the dashboard sidebar and settings - Linked Process Maps - Organization Process Directory - Bulk import - Importing process maps - Reviewing and generating imports - Choosing the right AI model for imports - Import BPMN Anywhere - Exporting and printing - Exporting a single process map - Bulk exporting process maps - Branding and document settings for exports - Downloading BPMN XML files - Printing process maps - Exporting process maps as Visio (.vsdx) - Export process maps to Word - Easier-to-Read Process Maps - Collaboration and sharing - Understanding roles: Owner, Collaborator, Viewer - Inviting viewers - Inviting collaborators - Managing team members - Sharing process maps without sharing chat history - Commenting on process maps - Share Processes Externally - Troubleshooting and FAQ - Common questions - Common issues - I pasted my process here and nothing happened - When a setting or button is not visible - Plans and billing - Free trial - Essential plan - Pro plan - Collaborator seats - Managing your subscription - Plans, AI models and generation quotas - Billing currency, refunds and Enterprise - BA Copilot Agent - What the Agent can do - Build a workspace from one prompt - Directory and data dictionary - Local Edition - What is different in Local Edition - Choose and add an AI engine - Licence, evaluation mode and updates - More guides - Find automation opportunities in your process maps - Share several process maps for external feedback - Trace paths through complex process maps ## Getting started Learn what BA Copilot is, create your account, and build your first process map. ### What is BA Copilot? BA Copilot is an AI-powered platform that helps business analysts, consultants, and professionals create BPMN-compliant process maps through a conversational interface. Describe your process in plain Source: https://ba-copilot.com/help/getting-started/what-is-ba-copilot BA Copilot is an AI-powered platform that helps business analysts, consultants, and professionals create BPMN-compliant process maps through a conversational interface. Describe your process in plain language, and BA Copilot generates a professional, standards-compliant BPMN 2.0 process map in minutes rather than days. **Key capabilities:** - **AI-powered generation** — Describe a process in natural language and receive a professional BPMN diagram - **Multiple diagram options** — Each request generates up to three alternative process maps to choose from - **Manual editing** — Fine-tune diagrams with a full-featured BPMN editor (drag, drop, connect, and label elements) - **Collaboration** — Share process maps with stakeholders through team spaces, with role-based access control - **Publishing workflow** — Draft, review, and publish official versions of your process maps - **Bulk import and export** — Convert existing process documentation into BPMN at scale, and export branded PDFs ### Create your account 1. Go to ba-copilot.com and click Sign Up. Source: https://ba-copilot.com/help/getting-started/create-your-account 1. Go to [ba-copilot.com](https://ba-copilot.com) and click **Sign Up**. 2. Enter your email address and create a password, or sign up with a supported OAuth provider (e.g. Google). 3. Check your inbox for a verification email and click the confirmation link. 4. You are now signed in and ready to create your first process map. > **Tip:** You can try BA Copilot as a guest without creating an account. Guest access includes a limited number of AI messages and chats, so sign up to unlock the full experience. ### Your first process map in 5 minutes 1. From the dashboard, click New Chat within any space, or click the compose button. Source: https://ba-copilot.com/help/getting-started/your-first-process-map-in-5-minutes 1. From the dashboard, click **New Chat** within any space, or click the compose button. 2. In the chat input, describe the process you want to map. For example: > “Map the employee onboarding process from offer acceptance to first day, including HR, IT, and the hiring manager.” 3. Press **Send**. BA Copilot generates up to three diagram options. 4. Browse the options using the **Option 1**, **Option 2**, and **Option 3** tabs above the diagram. 5. Select the option that best fits your needs. You can now refine it further by chatting or editing manually. > **Tip:** The more context you provide (roles involved, decision points, systems used), the better your process map will be. See [Providing effective context to AI](#providing-effective-context-to-ai) for detailed advice. ### Understanding the dashboard The BA Copilot dashboard is your central workspace. Here is a quick orientation: Source: https://ba-copilot.com/help/getting-started/understanding-the-dashboard The BA Copilot dashboard is your central workspace. Here is a quick orientation: | Area | Description | | --- | --- | | **Sidebar** (left) | Navigate between your organisation, spaces, folders, and chats. Access Import, Export, Invite, and Settings. | | **Chat area** (centre-left) | Your conversation with the AI. Type messages, attach files, and see AI responses. | | **Diagram area** (centre-right) | The BPMN process map. Switch between diagram options and versions, edit manually, or view properties. | | **Top bar** | Edit the chat title, navigate versions, toggle the **Properties** panel, enter fullscreen mode, and access export options. | **Sidebar navigation at a glance:** - **Home** — Return to the dashboard overview showing your recent process maps - **Import** — Bulk import process maps from Excel or CSV - **Export** — Bulk export process maps to branded PDF - **Invite** — Invite team members to your organisation - **Team spaces** — Shared spaces visible to your team - **Private spaces** — Your personal workspace, visible only to you - **Organisation selector** — Switch between organisations (at the top of the sidebar) > **Note:** On mobile devices, the chat and process map display as separate tabs. Tap **Chat** or **Process Map** at the bottom of the screen to switch between them. ### Use free templates and starter packs Find the BA Copilot free process-map templates, starter packs, and downloadable resources. Source: https://ba-copilot.com/help/getting-started/use-free-templates-and-starter-packs BA Copilot includes free templates and starter packs for common process-mapping work. Use them when you need a starting point instead of beginning with a blank page. #### Free AS-IS to TO-BE template Use this when you need to document the current process and redesign the future state. The page includes a free AI generator and a redesign checklist. ![Free AS-IS to TO-BE template preview](/help/getting-started/019eb2e1-645e-7312-9ff5-f7617a3784fe.png) [Open the AS-IS to TO-BE template](https://ba-copilot.com/free/as-is-to-be-template) #### Free new-BA starter pack Use this pack when you are starting a business analyst role or setting up core BA documents for a new project. It includes AS-IS and TO-BE process maps, a requirements document, RACI, and stakeholder register. ![Free new business analyst starter pack preview](/help/getting-started/019eb2e1-6442-7a3f-bdb6-c7bc91fdb789.png) [Open the new-BA starter pack](https://ba-copilot.com/free/new-ba-starter-pack) #### Free pack: 12 core process maps Use this pack when you need editable starter maps for common operations workflows such as change management, procure-to-pay, invoice approval, onboarding, and incident response. ![Free pack of 12 core process maps preview](/help/getting-started/019eb2e1-63cc-7acf-ba9c-6db4e03cc72a.png) [Open the 12 core process maps pack](https://ba-copilot.com/free/12-core-process-maps) #### How to choose - Choose **AS-IS to TO-BE** when the main task is redesigning one process. - Choose **New-BA starter pack** when you need a broader first-project toolkit. - Choose **12 core process maps** when you want reusable BPMN examples for common operations workflows. ## Tutorials Step-by-step walkthroughs for common BA Copilot workflows. ### Tutorial: Creating and sharing a process map for stakeholder review This tutorial walks you through the complete workflow: creating a process map with AI, refining it, sharing it for review, and publishing the approved version. Source: https://ba-copilot.com/help/tutorials/tutorial-creating-and-sharing-a-process-map-for-stakeholder-review **Scenario:** Jane is a senior business analyst who needs to create a process map for a digital transformation of logistics operations, and get approval from the VP of Logistics, Paul. This tutorial walks you through the complete workflow: creating a process map with AI, refining it, sharing it for review, and publishing the approved version. --- ###### Step 1: Set up your organisation 1. In the sidebar, click the **organisation selector** at the top. 2. Name your organisation (e.g. “Martwall”) or rename the existing one via **Settings > Organizations**. --- ###### Step 2: Create a process map in your private space 1. In the sidebar, navigate to your private space (under **Private spaces**, e.g. “Personal”). 2. Click **New Chat** to start a new conversation. 3. Describe the process you want to map, providing context from your stakeholder meetings: > “Map the digital transformation of logistics operations at Martwall. The process involves the warehouse team, logistics coordinators, and the IT department. Key steps include: receiving goods, scanning and digitising manifests, routing through the new WMS (Warehouse Management System), packaging with automated label generation, dispatch scheduling, and delivery tracking. Include decision points for quality checks, exception handling for damaged goods, and the data flow between the WMS and our ERP system.” 4. Press **Send** and wait for the AI to generate your process map. 5. Browse the three diagram options (**Option 1**, **Option 2**, **Option 3**) and select the one that best represents your process. --- ###### Step 3: Manually refine the process map 1. Click and drag elements in the diagram to adjust the layout. 2. Use the context pad to add any missing steps, gateways, or events. 3. Double-click elements to rename them. 4. Add swimlanes or rearrange roles as needed. --- ###### Step 4: Ask AI about compliance 1. In the chat, ask a question about your process map: > “Is the packaging data handling in this process compliant with GDPR?” 2. The AI analyses your process map and provides recommendations. 3. If the AI suggests a change, you can tell it to apply the recommendation: > “Apply the tweak you just recommended.” 4. A new version of the process map is generated with the compliance improvement. --- ###### Step 5: Create a team space for sharing 1. In the sidebar, under **Team spaces**, click the **+** button. 2. Name the space (e.g. “Logistics”). 3. Click **Add**. --- ###### Step 6: Copy the process map to the team space 1. Return to your private space where the process map was created. 2. Click the **Copy to independent process map** button on the diagram, or use the action menu on the chat row and select **Copy to space**. 3. Select the **Logistics** team space as the destination. The process map is now in the team space. **The chat history remains in your private space** — Paul and other team members will only see the final process map, not your AI conversation. --- ###### Step 7: Invite Paul as a viewer 1. Click **Invite** in the sidebar, or go to **Settings > Team**. 2. Click **Add members**. 3. Enter Paul’s email address. 4. Select the **Viewer** role. 5. Grant access to the **Logistics** team space. 6. Send the invitation. Paul receives an email invitation and can now view the process map in the Logistics team space. --- ###### Step 8: Handle feedback and iterate When Paul requests changes (e.g. via email or Teams): 1. Go back to your **private space** where the original chat is. 2. Continue the conversation with the AI to make the requested updates. 3. Once satisfied, copy the updated process map to the **Logistics** team space again. > **Tip:** You can keep iterating in your private space as many times as needed. Paul only sees the versions you share in the team space. --- ###### Step 9: Publish the approved process map Once Paul confirms approval: 1. Open the process map in the **Logistics** team space. 2. Navigate to the version you want to make official. 3. Click **Publish**. 4. The process map now has a **Published** badge and is the official version for the organisation. --- ###### Step 10: Paul views the published process map Paul can view the published process map by: 1. Signing in to BA Copilot. 2. Navigating to the **Logistics** team space. 3. Clicking the **Process Maps** tab (if available) or using the status filter. 4. Selecting the **Published** filter to see only approved, official process maps. 5. Clicking the process map to view it. ### Tutorial: Digitising existing processes for your organisation Jane coordinates the effort with a team of five BAs, including Anita, who is responsible for converting existing process documentation. Source: https://ba-copilot.com/help/tutorials/tutorial-digitising-existing-processes-for-your-organisation **Scenario:** Paul (VP of Logistics at Martwall) wants all existing operational processes updated and mapped in BA Copilot. His head office team will use the digital versions for operational improvements, and the warehouse team needs printed copies since they do not have PC access. Jane coordinates the effort with a team of five BAs, including Anita, who is responsible for converting existing process documentation. --- ###### Step 1: Invite the team as collaborators 1. Jane clicks **Invite** in the sidebar. 2. She adds each BA’s email address, one at a time, and assigns the **Collaborator** role. 3. Each collaborator receives an invitation email and gains full editing and AI access once they accept. --- ###### Step 2: Import existing processes in bulk Anita has existing process documentation in messy spreadsheets, PDFs, and images that need to be converted to BPMN. **Using Bulk Import:** 1. Anita clicks **Import** in the sidebar to go to the Import page. 2. She uploads her Excel file containing process descriptions, or pastes CSV data. 3. On the **Review** step, she verifies the list of processes to be generated. 4. On the **Generate** step, she watches as BA Copilot creates BPMN process maps for each item. **Choosing the right model for each batch:** - For simpler, straightforward processes: select the **Core** model for faster generation. - For complex, multi-department processes: select the **Plus** model for higher quality output. --- ###### Step 3: Organise into team spaces and folders Anita organises the generated process maps across multiple team spaces and folders for clear categorisation: 1. Create team spaces for each operational area (e.g. “Warehouse Operations”, “Shipping & Dispatch”, “Quality Control”). 2. Within each space, create folders for sub-categories (e.g. “Receiving”, “Storage”, “Picking & Packing”). 3. Move or copy the generated process maps into the appropriate spaces and folders. > **Tip:** Organising process maps across multiple spaces and folders transforms BA Copilot into a comprehensive business process management platform for your organisation — a living library of all your operational processes. --- ###### Step 4: Select the best option for each process map For each generated process map: 1. Open the chat and review the three diagram options. 2. Select the option that best represents the process. 3. Make any manual adjustments as needed. --- ###### Step 5: Add operational metadata Anita adds execution time and cycle time to each process map so Paul’s head office team can assess them for operational improvements: 1. Open a process map. 2. Click the **Properties** button in the top bar. 3. Set the **Cycle Time** for the overall process (e.g. 120 minutes). 4. Click on individual task elements and set **Execution Time** for each step. 5. Repeat for all process maps. --- ###### Step 6: Publish all process maps Once each process map is reviewed and finalised: 1. Open the process map. 2. Click **Publish** to mark it as the official version. 3. Move or copy the published process map to the appropriate team space if it is not already there. 4. Repeat for all process maps. > **Tip:** Use bulk actions to select multiple items and change their status to published efficiently. --- ###### Step 7: Export to branded PDF for printing For the warehouse team who do not have PC access, Anita exports the process maps as printed documents: 1. Click **Export** in the sidebar. 2. Select the process maps to export from across the relevant spaces. 3. Click **Next**. 4. Configure branding: - Upload the Martwall company logo. - Set the header text (e.g. “Martwall Logistics — Standard Operating Procedures”). - Set the footer text (e.g. “Confidential — For internal use only”). 5. Generate the branded PDF. 6. Download the PDF file. 7. Print the PDF and distribute to the warehouse teams. --- ###### Step 8: Head office team uses the digital process maps Paul and his head office team can now: 1. Sign in to BA Copilot. 2. Navigate to the relevant team spaces (e.g. “Warehouse Operations”, “Quality Control”). 3. Filter by **Published** to see only the approved process maps. 4. Review execution times and cycle times in the **Properties** panel to identify bottlenecks and improvement opportunities. 5. Use the process maps as a foundation for operational improvement initiatives. ### Create a clickable process play-through Turn a BPMN process map into a step-by-step walkthrough for review and explanation. Source: https://ba-copilot.com/help/tutorials/create-a-clickable-process-play-through Use the **Process Map Play-through Generator** when a static BPMN diagram is difficult to explain in one view. The play-through turns a BPMN file into a guided walkthrough, so stakeholders can step through the process path by path. ![Process Map Play-through Generator showing a highlighted BPMN route](/help/tutorials/019eb2e1-5e45-77c3-81a0-2801aabc255a.png) #### Create a play-through 1. Open the Process Map Play-through Generator. 2. Upload a BPMN file, or use the sample diagram if you want to test the workflow first. 3. Wait for BA Copilot to identify the process routes. 4. Open each route tab to step through the highlighted path. 5. Use the explanation beside the map to walk stakeholders through what happens at each step. #### When to use it - When stakeholders need to understand a process without reading the whole diagram at once. - When a BPMN file has multiple routes, decisions, or exception paths. - When you want a clearer review walkthrough before a workshop or handover. #### Tips - Use a clean BPMN file with clear task and gateway labels. - Review each generated route before sharing it with stakeholders. - If the play-through misses a path, simplify or relabel the BPMN file and try again. [Open the Process Map Play-through Generator](https://ba-copilot.com/tools/process-map-playthrough-generator) #### Watch the process play-through demo Watch a short demo of turning a BPMN file into a clickable process play-through. [Watch the demo on YouTube](https://www.youtube.com/watch?v=c-2UgGZGzhY) ### Compare two BPMN files with the free comparison tool Upload two BPMN files and compare them in the browser, no sign-in required. Source: https://ba-copilot.com/help/tutorials/compare-two-bpmn-files-with-the-free-comparison-tool ![Free BPMN process map comparison](/help/tutorials/019f19f4-261c-7adc-9fb7-33c554fa555a.png) The free BPMN process map comparison tool lets you compare two BPMN files in the browser, with no sign-in required. #### Compare two BPMN files 1. Open ba-copilot.com/tools/bpmn-process-map-comparison. 2. Upload a current-state (As-is) BPMN file and a future-state (To-be) BPMN file. 3. Review the side-by-side diagrams with added, removed, and changed elements highlighted. 4. Scroll to the metadata comparison table for the selected fields. #### Export Export the comparison as a PDF or Word report. The tool uses the same comparison engine as the dashboard As-is / To-be workflow. ### Generate a Visio file with the free Visio generator Create an editable Visio (.vsdx) file from a plain-English process description. Source: https://ba-copilot.com/help/tutorials/generate-a-visio-file-with-the-free-visio-generator ![Free Visio generator](/help/tutorials/019f19f4-331a-79c5-b49c-0fd8c19c9b2c.png) The free Visio generator lets you create an editable Visio (.vsdx) file from a plain-English process description, with no sign-in required. #### Generate a Visio file 1. Open ba-copilot.com/tools/visio-generator. 2. Type a process description and generate the process map. 3. Click the Get Visio button to download a real, editable .vsdx file. The generated file uses editable Visio BPMN shapes, so it can be shared with teams that work in Microsoft Visio. ### Tutorial: One-shot process model your entire organisation Generate a linked Level 1 to Level 4 process model, with roles, RACI and an organisation directory, from your documents in one prompt. Source: https://ba-copilot.com/help/tutorials/tutorial-one-shot-process-model-your-entire-organisation #### Overview You can now automatically generate a linked process model, with metadata, for your entire organisation, from one prompt. This works on Local Edition (for laptop or desktop), and Cloud Edition. Below is an example of an organisation doing this to model their operations. #### 1 Prepare relevant documents ![A folder of 15 operating documents with the Order to Cash standard operating procedure open](/help/tutorials/01a06cd8-5e4e-7632-9fb6-2e67831ba539.png) #### 2 Ask for linked process model of your organization, in an agent chat ![An Agent chat with the 15 documents attached and the one-line prompt](/help/tutorials/01a06cd8-5e2a-7458-9beb-d91040838752.png) #### 3 Observe: Organization renamed, team space created, and process model created ![The Agent summary: four level folders, 15 maps filed, 31 entities extracted](/help/tutorials/01a06cd8-5e42-7669-b8ef-1d10f96adc9e.png) #### 4 View process maps at levels 1 - 4 ![The team space with Level 1 to Level 4 folders](/help/tutorials/01a06cd8-5ef4-783a-bafc-88a0216e6df3.png) #### 5 View a level 2 process map and the level 3 sub-process it calls ![The Level 2 Operations Overview map with the Links panel and Order to Cash expanded](/help/tutorials/01a06cd8-5f46-7f7d-98f6-600238a614f5.png) #### 6 Observe how 3 roles were captured for this process map ![The Properties panel showing 3 identified roles and the RACI action](/help/tutorials/01a06cd8-5f81-7095-9fb2-0de3d9e59100.png) #### 7 Update the RACI from the roles ('Incident management', 'Sales', 'Warehouse') ![The RACI matrix across the three roles](/help/tutorials/01a06cd8-5fc0-7744-bfb1-9aa45f7d3ef4.png) #### 8 Review the directory that was auto populated with roles, teams, systems, and data ![The Directory with 21 roles, 1 team, 6 systems and 2 data objects](/help/tutorials/01a06cd8-5fec-76cb-b1f2-6672f8b5174d.png) #### Try it on your organisation Open the Agent, attach your documents, and ask for a linked process model of your organisation: [https://ba-copilot.com/dashboard/agent](https://ba-copilot.com/dashboard/agent). ## Creating process maps Use the AI chat interface to generate BPMN process maps from natural language descriptions. ### Using the AI chat interface The chat interface is the primary way to create process maps in BA Copilot. It works like a conversation: you describe what you need, and the AI generates a BPMN diagram. Source: https://ba-copilot.com/help/creating-process-maps/using-the-ai-chat-interface The chat interface is the primary way to create process maps in BA Copilot. It works like a conversation: you describe what you need, and the AI generates a BPMN diagram. **How it works:** 1. Open an existing chat or create a new one within a space. 2. Type your process description in the message input at the bottom. 3. Press **Send** or hit Enter. 4. The AI generates a BPMN process map, displayed in the diagram area on the right. 5. Continue the conversation to refine, expand, or adjust the process map. **Things you can ask the AI to do:** - Generate a new process map from a description - Add swimlanes for additional departments or roles - Modify specific steps or decision points - Check compliance with standards (e.g. GDPR, ISO) - Add exception handling or error paths - Simplify or restructure a complex process #### Stop a response or generation Do not press F5 or refresh the page to stop AI work. - **BA Copilot Agent:** while the response is running, select the square **Stop** button at the bottom-right of the message composer. Its accessible label is **Stop response**. - **Local Edition process-map chat:** after the first option is ready while later options are still generating, the send control at the right edge of the chat composer changes to the square **Stop generating** button. If no Stop button is visible on the current screen, that screen does not expose a cancellation control at that point. ### Providing effective context to AI The quality of your process map depends on the context you provide. Here are tips for getting the best results: Source: https://ba-copilot.com/help/creating-process-maps/providing-effective-context-to-ai The quality of your process map depends on the context you provide. Here are tips for getting the best results: **Do:** - **Name the roles involved** — “The process involves the customer, sales rep, and finance team.” - **Describe decision points** — “If the order value exceeds £10,000, it requires manager approval.” - **Mention systems and tools** — “The data is entered into SAP and then synced to Salesforce.” - **Share background context** — “This is based on stakeholder meetings with the logistics and operations teams.” - **Specify the scope** — “Map only the returns process, from customer request to refund confirmation.” **Avoid:** - Overly vague descriptions — “Map our business process” is too broad. - Assuming the AI knows your organisation — Provide the specific details you need reflected in the map. > **Tip:** You can paste meeting notes, requirements, or process narratives directly into the chat. The AI can extract and structure the process from unstructured text. ### Choosing an AI model (Core vs Plus) Core and Plus are AI models, not subscription plans. Compare their use cases, availability and shared quota behaviour. Source: https://ba-copilot.com/help/creating-process-maps/choosing-an-ai-model-core-vs-plus **Core and Plus are AI models, not subscription plans.** Essential, Pro and Enterprise are subscription plans. | Model | Best for | Speed | Status | | --- | --- | --- | --- | | **Core** | Simple to moderately complex processes | Usually seconds | Standard model | | **Plus** | Larger or more complex, multi-department processes | Often 2–4 minutes | Experimental Labs model | Your subscription plan determines which models and how many monthly generations you can use. Selecting Plus does not change your plan or create a separate quota. - Essential currently includes 50 monthly process-map generations using Core. - Pro currently includes 100 monthly process-map generations using Core or Plus. - When both models are available, Core and Plus use the same plan generation pool. > **Temporary Plus access is not a permanent Essential entitlement.** Plus may appear in Labs for Essential or trial accounts while it is tested. That access can change, move plans or be removed. If it is temporarily available, it uses the same account generation pool. **To select a model:** 1. In the chat input area, open the **Model** selector. 2. Choose **Core** or **Plus** if it is available to your account. 3. Optionally set it as the default for future chats. See [Plans, AI models and generation quotas](/help/plans-and-billing/plans-ai-models-and-generation-quotas) for the canonical explanation and current quota behaviour. ### Working with diagram options Each time the AI generates a process map, it creates up to three alternative options. This gives you the flexibility to choose the layout, structure, or level of detail that best fits your needs. Source: https://ba-copilot.com/help/creating-process-maps/working-with-diagram-options Each time the AI generates a process map, it creates up to three alternative options. This gives you the flexibility to choose the layout, structure, or level of detail that best fits your needs. **To browse options:** 1. Look at the tabs above the diagram area: **Option 1**, **Option 2**, **Option 3**. 2. Click each tab to view the different options. 3. The option you select becomes your active working diagram. > **Tip:** Each option may use different swimlane arrangements, gateway types, or levels of detail. Compare them before continuing with refinements. ### Working with versions Every change to a process map creates a new version, giving you a complete history. Source: https://ba-copilot.com/help/creating-process-maps/working-with-versions Every change to a process map creates a new version, giving you a complete history. **To navigate versions:** 1. In the top bar, look for the version indicator (e.g. **v1 of 3**). 2. Use the left and right arrows to browse previous and later versions. 3. Each version is saved automatically — you never lose your work. #### Can I delete one version? No. BA Copilot does not currently expose a customer action for deleting an individual saved version. Versions form the process map history. ##### Keep only the version you want to share If you want a clean process map without exposing the original map’s earlier versions or chat history: 1. Use the version arrows to open the version you want to keep. 2. Click **Copy process map**. 3. In **Save as Process Map**, give the copy a clear title and choose its workspace and status. 4. Leave **Copy all versions** turned off. Only the version currently on screen is copied, and it becomes version 1 of the new process map. 5. Open the new independent process map and share or publish that map using the normal access controls for its workspace. The copied process map is independent. Its viewers do not see the original process map’s version history or the chat that produced it, and the original map remains unchanged. ##### Start a separate chat from the clean copy Open the independent process map and click **Start Chat**. BA Copilot creates a new chat using that process map, without carrying over the original conversation history. If you simply want to keep iterating on the existing map, return to the version you want and continue editing; the next saved change creates another version. Deleting the whole process map removes its full version history and is a different, irreversible action. ### Attaching files and images You can upload files and images to provide the AI with additional context when generating or refining process maps. Source: https://ba-copilot.com/help/creating-process-maps/attaching-files-and-images You can upload files and images to provide the AI with additional context when generating or refining process maps. **Supported attachments:** - Images (screenshots of existing process flows, whiteboard photos) - Documents (process narratives, requirements) **To attach a file:** 1. In the chat input, click the attachment icon (paperclip). 2. Select a file from your computer. 3. Add a message describing what the file contains or what you want the AI to do with it. 4. Press **Send**. ### Use BA Copilot with the Process Maps API Generate and refine BPMN process maps programmatically with the BA Copilot REST API. Source: https://ba-copilot.com/help/creating-process-maps/use-ba-copilot-with-the-process-maps-api The Process Maps API lets you generate and refine BPMN process maps programmatically. Send a text prompt to a single endpoint and get back BPMN 2.0 XML you can render, store, or feed into your own tools. Try the public mock demo at [ba-copilot.com/api-access](https://ba-copilot.com/api-access#try-it) first to see what the request and response look like with no signup required. #### Enable API access 1. Sign in to BA Copilot. 2. Open **Settings → API**. 3. Enable the **Process Maps API** Labs feature. (It is currently a Labs feature, so the contract may evolve before general availability.) #### Create an API key 1. From the same Settings → API page, click **Create key**. 2. Give it a memorable name (for example, "production" or "staging-tests"). 3. The full key is shown **once**. Copy it and store it securely — we only keep a hash, so we cannot recover it for you. Keys are prefixed `bac_sk_`. Authenticate every request with a bearer token: ``` Authorization: Bearer bac_sk_... ``` #### The Test Console Settings → API also includes a built-in **Test Console**. You can: - Choose **Initial** or **Refinement** mode. - Edit the JSON request body inline. - Send a **mock** request (instant, no API key, no quota used) or a **live** request (uses 1 generation from your quota). - Inspect the response as a rendered BPMN preview, raw JSON, or BPMN XML. - Promote any returned diagram into a real Process Map in your workspace. #### Two modes: initial and refinement ##### Initial — create a new process map Send a text prompt and the API returns three distinct BPMN options so you (or your end user) can pick the best starting point. ``` POST /api/v1/process-maps/generations Authorization: Bearer bac_sk_... Content-Type: application/json { "mode": "initial", "prompt": "Map the customer support ticket triage process from intake to resolution.", "language": "english" } ``` Successful response (200 OK): ``` { "id": "33333333-3333-4333-8333-333333333333", "status": "succeeded", "mode": "initial", "request_id": "req_01HZX2KQ8Q3W4Y5Z6A7B8C9D0E", "options": [ { "option_number": 1, "versions": [{ "version_number": 1, "bpmn_xml": "..." }] }, { "option_number": 2, "versions": [{ "version_number": 1, "bpmn_xml": "..." }] }, { "option_number": 3, "versions": [{ "version_number": 1, "bpmn_xml": "..." }] } ] } ``` ##### Refinement — evolve an existing process map Send a follow-up prompt to refine an existing diagram. The API returns one updated result. Reference a stored generation by id (recommended), or pass inline BPMN XML in `source.bpmn_xml`. ``` POST /api/v1/process-maps/generations Authorization: Bearer bac_sk_... Content-Type: application/json { "mode": "refinement", "prompt": "Add an escalation path for high-severity tickets.", "source": { "generation_id": "33333333-3333-4333-8333-333333333333", "option_number": 2, "version_number": 1 } } ``` Successful response: ``` { "id": "44444444-4444-4444-8444-444444444444", "status": "succeeded", "mode": "refinement", "request_id": "req_01HZX2KQ8Q3W4Y5Z6A7B8C9D0E", "result": { "option_number": 1, "version_number": 2, "bpmn_xml": "...", "source": { "generation_id": "33333333-3333-4333-8333-333333333333", "option_number": 2, "version_number": 1 } } } ``` #### Sync vs async By default the request **waits for completion** (`?wait=true`) and returns the BPMN inline. If a generation runs longer than the request window, you get a `202 Accepted` with `status: "running"` and a `links.self` URL to poll. Set `?wait=false` to start the job in the background and immediately receive a `202` with the self link — useful when you do not want to hold a long-lived HTTP connection. ``` { "id": "22222222-2222-4222-8222-222222222222", "status": "running", "request_id": "req_...", "links": { "self": "/api/v1/process-maps/generations/22222222-2222-4222-8222-222222222222" } } ``` Background jobs are best-effort. If a generation does not finish within the time limit it transitions to **timed\_out**. The full timeout is 10 minutes. #### Idempotency Pass an `Idempotency-Key` header (any string up to 256 characters, typically a UUID) to make retries safe. If you replay a request with the same key and body within 30 days, the API returns the original response without starting a new generation. ``` Idempotency-Key: 9d4e0a36-8a16-4b7b-9c2c-8b1b0e9a7c54 ``` #### List, retrieve, and delete generations Generations are stored against your account so you can fetch them later. ``` GET /api/v1/process-maps/generations # cursor-paginated list GET /api/v1/process-maps/generations/{id} # retrieve one ``` To delete a stored generation, use the dashboard: open Settings → API → History, select the item, and click **Delete stored result**. #### Limits and quotas - Prompts are capped at **50,000 characters**. - Generations time out after **10 minutes** (status transitions to **timed\_out**). - Trial users get a **50-generation** API quota; subscribers consume their plan's generation quota. - Idempotency keys are retained for **30 days**. #### Error format All non-2xx responses share a consistent error envelope: ``` { "error": { "code": "invalid_request", "message": "prompt must be 50,000 characters or fewer.", "request_id": "req_...", "details": { "field": "prompt" } } } ``` Always log `request_id` — it is the fastest way for support to trace what happened. #### OpenAPI spec The full machine-readable contract is at [https://ba-copilot.com/api/v1/openapi.json](https://ba-copilot.com/api/v1/openapi.json). Use it to generate clients, run mock servers, or import into Postman. #### Promoting API generations to Process Maps Generations created through the API show up in Settings → API → History. From there you can promote any returned option/version into a real Process Map in any of your workspaces — useful for testing prompts via the API and then continuing to refine them with the chat UI. #### Chaining refinements Each call to `POST /api/v1/process-maps/generations` creates a **new generation** with a brand-new `id`. Refinements are no exception — a refinement is not "version 2 of the original", it is a new generation that happens to reference the source generation in its `source.generation_id` field. That means in every refinement response: - `result.option_number` is always `1` - `result.version_number` is always `1` Why? Each generation is its own root. The API deliberately does **not** maintain a global "this is the 4th refinement" counter — that would force the API to make domain decisions you would usually want to make yourself (does branching reset the counter? does discarding a refinement renumber the chain?). If you want to render a "draft 1 → draft 2 → draft 3" timeline in your product, walk the `source.generation_id` links yourself and assign your own ordinal. A typical client-side helper: ``` // Walk source.generation_id back to the root and number the chain. async function buildChain(generationId, depth = 0) { const gen = await fetch(`/api/v1/process-maps/generations/${generationId}`) .then((res) => res.json()); const sourceId = gen.result?.source?.generation_id; if (!sourceId) return [{ id: gen.id, label: `v${depth + 1}`, gen }]; const chain = await buildChain(sourceId, depth + 1); return [...chain, { id: gen.id, label: `v${depth + 1}`, gen }]; } ``` Two refinements off the same source naturally form a fork — both will return `(1, 1)` in their own generations. If your product needs to handle forks, treat the chain as a tree, not a list. ##### Why initial generations also use `version_number: 1` For symmetry. `option_number` ranges `1–3` for initial generations and is always `1` for refinements. `version_number` is always `1`. The field encodes "which option/version *within this single generation*" — not evolution depth. Keeping it constant keeps the semantics clean. #### Need help? This is a Labs feature, so the surface area is still evolving. ### Use BA Copilot inside Claude with MCP Connect Claude to BA Copilot's MCP server to generate, refine, and manage BPMN process maps and your wider process library, all from Claude. Source: https://ba-copilot.com/help/creating-process-maps/use-ba-copilot-inside-claude-with-mcp BA Copilot's MCP server connects Claude to your BA Copilot account directly from a Claude chat. Claude can generate and refine BPMN process maps using your account and quota, and manage your wider process-map library: your organizations, workspaces, folders, and maps. Use it when you want to describe a process in Claude, turn that description into a BPMN-compliant process map, preview it inline, and save the result back to BA Copilot. #### Before you start - You need a BA Copilot account. - You need a Claude app that supports remote custom connectors, such as Claude Desktop, claude.ai, or Claude Code. - MCP is currently a Labs feature, so access and behaviour may change while we improve it. Connecting BA Copilot from Claude enables MCP for your account; you can turn it off again in **Settings > Labs**. #### MCP server URL Use this server URL for BA Copilot: ``` https://ba-copilot.com/api/mcp ``` You can also copy the current server URL from **Dashboard > MCP**. That page is useful if you are working against staging or another BA Copilot environment. #### Install in Claude Desktop 1. Open **Settings > Connectors > Add custom connector**. 2. Paste the server URL: ``` https://ba-copilot.com/api/mcp ``` 3. Approve the BA Copilot sign-in flow when Claude opens your browser. Claude Desktop 1.0 or later is required for remote HTTP MCP servers. #### Install in claude.ai 1. Open your profile menu in **claude.ai**. 2. Go to **Settings > Connectors > Add custom connector**. 3. Paste the BA Copilot MCP server URL. 4. Approve the BA Copilot sign-in flow. #### Install in Claude Code 1. Run the command in your terminal, not inside a Claude Code conversation: ``` claude mcp add-json ba-copilot '{"type":"http","url":"https://ba-copilot.com/api/mcp"}' ``` For older Claude Code versions, use the legacy syntax: ``` claude mcp add --transport http ba-copilot https://ba-copilot.com/api/mcp ``` 2. Restart Claude Code. 3. Run `claude mcp list` to confirm BA Copilot is registered. 4. Start Claude Code with `claude`, run `/mcp`, select **BA Copilot**, and choose **Authenticate** to sign in. By default, Claude Code adds the connector to the current project. Add `--scope user` if you want it available across all projects. If an earlier install attempt failed with `Claude MCP callback URL is required`, remove the old connector or re-run the install command above and authenticate again. That was a server-side redirect URI issue and has been fixed. #### What Claude can do Connecting Claude lets it both create maps for you and manage your BA Copilot process library: your organizations, workspaces, folders, and process maps. **Create and refine process maps** - `generate_process_map` creates a BPMN process map from a prompt and optional source text, such as an SOP, transcript, or list of steps. BA Copilot saves the generated process map and returns both an edit link and a preview image. - `save_process_map_edits` saves edited BPMN XML back to BA Copilot as a new version of the process map. **Manage your process library** - Browse and search your organizations, workspaces, folders, and process maps. - Create, rename, move, duplicate, and delete organizations, workspaces, folders, and process maps. - Review your maps with version history, quality checks, duplicate and overlap detection, and an overall organization health assessment. - Improve maps with AI-assisted authoring and save changes back to BA Copilot. Claude can show the process map preview inline. When supported, the BA Copilot MCP app card also lets you open the map in full-screen edit mode and save changes back to BA Copilot. ##### About the access you grant Connecting Claude grants full management of your BA Copilot account, including the ability to **delete** organizations, workspaces, folders, and process maps. Deletions can't be undone. The Connect screen shows this before you approve, and you can disconnect or turn MCP off at any time in **Settings > Labs**. #### Example prompts Create and refine maps: - Use BA Copilot to make a BPMN process map for onboarding a new SaaS customer, including credit check and CRM sync. - Use BA Copilot to turn this SOP into a swimlane process map: \[paste SOP\] - Use BA Copilot to refine the last process map: add an exception path when payment fails and an SLA review gateway before the final step. Manage and review your library: - Use BA Copilot to list the process maps in my workspace and tell me which ones haven't been published yet. - Use BA Copilot to review my organization for duplicate or overlapping process maps and summarise what it finds. - Use BA Copilot to assess the overall health of my process library and highlight gaps or missing maps. - Use BA Copilot to create an "Onboarding" folder and move the related process maps into it. - Use BA Copilot to run a quality check on my invoice approval process map and save the improved version. #### Quota and billing - **Paid plans:** MCP and the REST API share your monthly process-map generation quota. Whichever route you use, it draws from the same allowance. - **Free trial:** MCP includes a small lifetime allowance. Subscribe to keep using it after that. - You can see MCP usage on **Dashboard > MCP** and in your account usage breakdown. #### Authentication and security BA Copilot's MCP server uses OAuth 2.0 with PKCE. You do not copy an API key into Claude. Instead, Claude opens a browser sign-in flow, you approve access, and Claude stores the connector authorization. Claude Desktop and claude.ai use Claude's hosted OAuth callback. Claude Code is a native app and uses a local loopback callback such as `http://127.0.0.1:54321/...`. BA Copilot accepts both supported redirect styles, while still rejecting non-loopback HTTP redirects and `https://localhost`. Access tokens last 1 hour. Refresh tokens last 30 days. If your account or subscription requires multi-factor authentication, BA Copilot may ask you to verify before authorising the connector. #### Troubleshooting ##### Tools are not showing in Claude Restart Claude. In Claude Code, run `claude mcp list` and confirm `ba-copilot` is listed, then run `/mcp` in a Claude Code chat and choose **Authenticate**. ##### Claude MCP callback URL is required This error came from an older BA Copilot server-side redirect URI check. Re-run the install command above, then authenticate again. If it still fails, remove the connector first: ``` claude mcp remove ba-copilot ``` ##### Authentication failed Remove the connector and add it again so the OAuth flow restarts. In Claude Code: ``` claude mcp remove ba-copilot ``` ##### MCP is not enabled Open **Settings > Labs** in BA Copilot and enable MCP, then try again. If you connected from Claude, the consent flow should enable MCP automatically. ##### Quota exceeded or 429 error Check **Dashboard > MCP** or **Settings > Account** for your current usage. If you have used your allowance, upgrade your plan or wait until the quota resets. ##### Need help Open a support thread from the Help link in the BA Copilot sidebar. Include the approximate time of the failing call and which Claude app you were using. ### Use Agent chat to review your process workspace Use Agent chat to inspect process maps across your selected organization and identify next actions. Source: https://ba-copilot.com/help/creating-process-maps/use-agent-chat-to-review-your-process-workspace Use **Agent chat** when you want BA Copilot to review process work across your selected organization, not just respond to one isolated process-map prompt. Agent chat can inspect relevant process maps, point out improvement opportunities, and help you decide what to update next. ![Agent chat reviewing process maps in BA Copilot](/help/creating-process-maps/019eb2e1-5a1d-7c2c-82c6-5e4743365eba.png) #### Before you start - Choose the organization or workspace you want Agent chat to review. - Make sure the process maps you want considered are saved in BA Copilot. - Have a clear question, review goal, or improvement area in mind. #### Ask Agent chat to review your work 1. Open BA Copilot. 2. Open **Agent** from your workspace. 3. Ask Agent chat to review a process area, organization, or set of maps. 4. Review the referenced process maps and recommendations it returns. 5. Continue the conversation to refine the recommendation, create a follow-up map, or update the existing process work. #### Useful prompts - Review this organization and highlight the process maps that need attention. - Find improvement opportunities across the current process workspace. - Which process maps should I review before sending this to stakeholders? - Suggest the next process update based on the maps already in this workspace. #### When to use it Agent chat is useful when you already have several process maps in BA Copilot and need a second pass on the work. For creating a single process map from a description, use the normal AI chat interface. [Open BA Copilot](https://ba-copilot.com) #### Watch the Agent chat demo Watch a short demo of Agent chat reviewing a BA Copilot process workspace. [Watch the demo on YouTube](https://www.youtube.com/watch?v=tXAb3yLJm7U) ### Set up custom instructions and prompt templates Shape the assistant with saved guidance and reusable prompt templates. Source: https://ba-copilot.com/help/creating-process-maps/set-up-custom-instructions-and-prompt-templates ![Custom instructions and prompt templates](/help/creating-process-maps/019f19f4-2ce7-7acf-8c6d-abf3f56d5fbd.png) Custom instructions and prompt templates let you shape the BA Copilot assistant around your terminology, standards, and recurring workflows. #### Custom instructions 1. Open Settings and go to Custom instructions. 2. Add organization-level guidance, and optionally workspace-specific guidance. Workspace instructions take precedence in that workspace. 3. In the chat composer, use the + tools menu to preview instructions or switch them off for a single message. #### Prompt templates 1. Open Settings and go to Prompt templates. 2. Create a reusable template with placeholder fields. 3. Insert it from the + tools menu or by typing / in the chat composer. Placeholders are highlighted so you can fill them in quickly. Creating custom instructions and saved templates requires a Pro plan. Built-in starter templates remain available on all plans. To set it up, open settings and click 'prompt templates' or 'custom instructions'. ### Map Processes from Files Upload PDFs, Word documents, spreadsheets, presentations, and images to the Agent and turn them into a linked process hierarchy. Source: https://ba-copilot.com/help/creating-process-maps/map-processes-from-files #### Who can map files Map Processes from Files is available to signed-in owners and collaborators who have enabled Agent in Labs. Viewers can read existing Agent results, but they cannot upload files, analyse documents, or create process maps. Open `/dashboard/agent`. If Agent is not enabled yet, select **Enable Agent** when prompted. #### Upload source files 1. Open the Agent. 2. Drag files into the upload area, or use the file picker. 3. Add a request that explains what you want mapped. 4. Send the request and follow the per-file analysis progress in chat. Supported file types are PDF, DOCX, XLSX, PPTX, PNG, JPG or JPEG, WEBP, and GIF. The application limit is 25 MB per file and 500 files in one batch. The hosting platform can reject a large cloud request before it reaches the application limit, so use smaller files or batches if an upload is rejected. PDF text above the safe 400,000-character extraction limit is rejected. Large workbooks and presentations can be shortened during extraction, with a notice shown in the result. #### Review and create the hierarchy After analysis, the Agent proposes a concrete process hierarchy. Review the proposed Level 1 to Level 4 structure before confirming it. The Agent creates and links the selected maps in chat. Open a linked child map to move through the hierarchy. Where supporting evidence has been attached to a map element, open Properties to see **Source filename** and **Source description**. Source coverage varies with the documents and generated content, so not every map element will have these properties. If analysis or generation reaches a credit limit, keep the chat and resume the run after credit becomes available. #### Quotas, privacy, and retained files - Cloud document analysis reserves one diagram-allowance unit per document. Created process maps use the normal map allowance. - Local Edition document analysis does not send files to cloud models. Map generation still uses Local Edition credits. - Images and scanned PDFs need a vision-capable Local Edition profile. Without one, the file is marked **Limited**. - Uploaded files are retained for up to 30 days for the Agent workflow. If you disable Agent in Labs, re-enable it before using the guarded delete action for retained uploads. ## Editing process maps Fine-tune your diagrams with the built-in BPMN editor, properties panel, and metadata. ### Manual editing with the BPMN editor After the AI generates a process map, you can fine-tune it manually using the built-in BPMN editor. The editor supports standard BPMN 2.0 elements and full drag-and-drop editing. Source: https://ba-copilot.com/help/editing-process-maps/manual-editing-with-the-bpmn-editor After the AI generates a process map, you can fine-tune it manually using the built-in BPMN editor. The editor supports standard BPMN 2.0 elements and full drag-and-drop editing. **Available controls:** - **Pan** — Click and drag on an empty area of the canvas - **Zoom** — Use the scroll wheel or the zoom controls - **Select** — Click on any element to select it - **Move** — Drag any selected element to reposition it - **Edit labels** — Double-click an element to edit its name inline - **Delete** — Select an element and press the Delete key - **Fullscreen** — Click the fullscreen button in the top bar for a distraction-free editing experience ### Adding and connecting elements 1. Select an existing element on the diagram. Source: https://ba-copilot.com/help/editing-process-maps/adding-and-connecting-elements **To add a new element:** 1. Select an existing element on the diagram. 2. A context pad appears around the element with options for adding connected elements. 3. Click the desired element type (task, gateway, event, etc.) to add it as a connected step. 4. Alternatively, drag from the context pad to position the new element precisely. **Supported BPMN elements:** - **Tasks** — Standard, User, Service, Manual, Business Rule, Script, Send, Receive - **Gateways** — Exclusive, Inclusive, Parallel, Event-based, Complex - **Events** — Start, End, Intermediate (Timer, Message, Signal, Error, etc.) - **Pools and Swimlanes** — Organise steps by role or department - **Sub-processes** — Group related steps into collapsible sub-processes - **Data objects** — Represent documents, data stores, or information flows ### Using the properties panel The properties panel lets you view and edit metadata for the overall process map or for individual elements. Source: https://ba-copilot.com/help/editing-process-maps/using-the-properties-panel The properties panel lets you view and edit metadata for the overall process map or for individual elements. **To open the properties panel:** 1. Click the **Properties** button in the top bar (top-right of the diagram area). 2. The panel opens on the right side of the screen. **Process map properties** (when no element is selected): | Field | Description | | --- | --- | | **Description** | A text description of the overall process map | | **Cycle Time** | The total duration of the process in minutes | **Element properties** (when an element is selected): | Field | Description | | --- | --- | | **Name** | The display label for the element | | **Type** | The BPMN element type (read-only) | | **Description** | Documentation for the element | | **Execution Time** | How long this step takes in minutes | | **Assignee** | Who performs this step (for tasks) | | **Candidate Groups** | Groups that can perform this step | | **Condition** | Conditional expression (for sequence flows) | #### Custom properties If your organisation has defined custom properties, they appear below the standard fields when an element is selected. Custom property values are per-element, so each task, gateway, or event can have its own values. Changes are saved automatically as you edit. > **Tip:** See **Using custom properties** for details on defining and managing custom properties. ### Adding metadata (execution time, cycle time) Adding time metadata to your process maps makes them valuable for operational analysis and improvement. Source: https://ba-copilot.com/help/editing-process-maps/adding-metadata-execution-time-cycle-time Adding time metadata to your process maps makes them valuable for operational analysis and improvement. **To add execution time to a step:** 1. Click on a task element in the diagram to select it. 2. Open the **Properties** panel. 3. In the **Execution Time** field, enter the time in minutes. 4. The value is saved automatically. **To add cycle time to the overall process:** 1. Click on an empty area of the diagram (deselect all elements). 2. Open the **Properties** panel. 3. In the **Cycle Time** field, enter the total process duration in minutes. > **Tip:** Adding execution time and cycle time helps stakeholders assess processes for operational improvements, bottleneck identification, and efficiency gains. ### Asking AI to refine your process map You can continue chatting with the AI to refine your process map after the initial generation: Source: https://ba-copilot.com/help/editing-process-maps/asking-ai-to-refine-your-process-map You can continue chatting with the AI to refine your process map after the initial generation: 1. Type your refinement request in the chat. For example: > “Add a GDPR compliance check before the packaging data handling step.” 2. The AI generates an updated version of your process map. 3. The new version appears in the diagram area. You can navigate back to previous versions at any time. **Examples of refinement requests:** - “Add an approval gateway after the review step.” - “Split the ‘Process Order’ task into three sub-steps.” - “Is the data handling in this process compliant with GDPR?” - “Apply the compliance tweak you just recommended.” - “Add swimlanes for IT and Operations.” ### Using custom properties Define organisation-level metadata fields and attach them to process map elements. Source: https://ba-copilot.com/help/editing-process-maps/using-custom-properties Custom properties let you define organisation-wide metadata fields that appear on every BPMN element across all your process maps. Use them to capture structured information such as system names, risk levels, compliance categories, or any other data relevant to your processes. #### Field types Three field types are available when creating custom properties: - **Text** — a short, single-line text field. - **Text area** — a multi-line text field for longer descriptions. - **Dropdown selector** — a list of predefined options to choose from. #### Defining custom properties Only organisation Owners can create and manage custom property definitions. 1. Go to your **organisation settings** from the dashboard. 2. Select **Custom Properties**. 3. Click **Add new property**. 4. Set the following: - **Name** — the label that will appear on elements (for example, "System Name" or "Risk Level"). - **Type** — choose Text, Text area, or Dropdown selector. - **Description** — an optional explanation of what this property captures. - **Options** — for dropdown selectors, define the list of choices. 5. Save the property. The new property will immediately be available on all process map elements across your organisation. #### Using custom properties on elements 1. Open a process map in the BPMN editor. 2. Select any element in the diagram (a task, gateway, event, or other shape). 3. Open the **Properties** panel. 4. Below the standard fields, you will see your custom properties. 5. Fill in the values as needed for that element. Each element can have its own values for every custom property, giving you fine-grained metadata across the entire process. #### Including custom properties in exports Custom properties can be included in PDF exports of your process maps. For each property definition, toggle **Include in export** to control whether it appears in exported documents. This is useful when you need to share detailed process documentation with stakeholders who do not use BA Copilot directly. #### AI extraction hints When importing documents or using AI to generate process maps, you can add hints to your custom property definitions to guide the AI. For example, you might add a hint like "Extract the system name from the process description" to help the AI populate the property automatically during import. #### Viewing properties with overlays To see custom property values at a glance without selecting individual elements, use the overlays feature: 1. Open a process map in the editor. 2. Click the **Overlays** button below the diagram. 3. Select which custom property to display. Badges will appear on each element showing its value for the selected property, giving you a quick visual overview of metadata across the entire process map. > **Tip:** Custom properties are shared across all process maps in your organisation. Any change to a property definition (such as renaming it or adding dropdown options) applies everywhere immediately. Plan your property structure carefully before rolling it out to your team. ### Customising process map appearance (themes) Set a default colour theme for new maps in Settings → Appearance, or tweak a single map live from the editor's Appearance sidebar. Presets, custom colours (Pro), scope precedence and troubleshooting. Source: https://ba-copilot.com/help/editing-process-maps/customising-process-map-appearance-themes ![](/help/editing-process-maps/image.png) #### You can give every process map you generate a consistent look Subtle background colour on pools and lanes, a different fill for tasks/events/gateways, or strip colour out entirely. The theme is **baked in at generation time**, so it travels with the map: exports, screenshots, published links and Visio downloads all use the same colours. This article covers the **Settings → Appearance** page (where you set your default theme) and the **Appearance** sidebar on the editor (where you tweak a single map live). #### Quick answer | **Setting** | **Where** | **What it changes** | | --- | --- | --- | | **Default theme** | Settings → Appearance | The starting colours for every **new** map you generate (chat, agent, importer, API, MCP). | | **Per-map appearance** | The Appearance panel inside a process map | The colours on **this one map**. You can Undo. | > **Manual colours always win.** If you (or the AI) colour an individual element by hand, the theme leaves it alone. Themes only fill in elements that don't already have an explicit colour. #### The two presets — Default and Classic Every account starts with two built-in presets: - **Default** — Subtle shading on pools and lanes (`#f3f4f6`), everything else stays clean white. This is the "house style" introduced in this update. - **Classic (no colour)** — No theme colour at all. Reproduces exactly how maps rendered before this feature shipped, in case you preferred that. Both presets are available on every plan, including the free trial. If you switch to **Classic** on the editor sidebar, BA Copilot also strips any baked theme colour from the current map so you see the original look immediately. #### Setting your default theme (Settings → Appearance) 1. From the dashboard, open the avatar menu in the top-right and choose **Settings**. 2. Open **Appearance** (left rail). 3. Pick a preset, or tweak the colours below it: - **Pools & lanes** — background fill on `bpmn:Participant` and `bpmn:Lane` shapes. Set to *No fill (match canvas)* to skip. - **Other elements** — background fill on tasks, events, gateways and data elements. Set to *No fill (white)* to skip. 4. **Save default for:** - **Just me — my new maps** — applies to maps you generate from your own account. - **Everyone in *Org name*** — applies to maps generated by anyone in the currently selected organisation (you must be the owner). 5. Click **Save default**. A live preview pane on the right shows a sample map repainted as you change colours, so you can dial in the shade you want before saving. > **Custom colours are a Pro feature.** Free trial and Essential plans can apply the two **presets** (Default and Classic) on every map, but saving a *custom* colour as your default requires Pro. If you pick custom colours on a non-Pro plan, BA Copilot keeps the live preview running but prompts you to upgrade when you click **Save default**. #### Customising a single map (Appearance sidebar) Open any process map and click **Appearance** in the right sidebar. The panel works the same way as the Settings page but applies only to **this map**. Two things are different: - **Live apply.** Every change repaints the map in front of you. There's no separate Save step — the moment you change a colour, the map is updated. - **Undo.** If you don't like the change, click **Undo** at the top of the panel to revert to the previous theme. Undo only reverts theme changes you made in this session. If your default theme already covers what you want, you don't need to touch the sidebar — new maps inherit it automatically. #### Where the theme is applied When you generate a new map, BA Copilot bakes your saved default theme into the BPMN XML before the map first renders. This means: - **Chat & agent chat generations** — start with your theme. - **Importer generations** (Excel, CSV, Word, Visio) — start with your theme. - **API & MCP generations** — start with your theme (it follows the account/org of the API key or MCP connection). - **Refinements** — keep the colours from the version they refine; the AI doesn't repaint things you've already coloured. When you export the map — PDF, PNG, BPMN, Visio — the export uses the same baked colours, so what you see in the editor is what arrives in the export. > **Generated maps that already had AI-assigned colour.** The theme only fills in *uncoloured* elements. If a generation deliberately coloured something (e.g. red for a rejection branch), that colour wins over your theme. #### Scope precedence If you set a theme at multiple levels, the most specific one wins per map: 1. **Space** — if a theme exists for the map's space, it's used. 2. **Organisation** — otherwise the org-level theme is used (if set by the owner). 3. **User** — otherwise your personal default is used. 4. **Built-in** — otherwise the **Default** preset is used. This lets a Pro org owner enforce a brand-aligned theme on every map in their org, while still letting individual users tweak per-map appearance from the sidebar. #### Plan and limits | **Plan** | **Presets (Default / Classic)** | **Custom colours** | | --- | --- | --- | | Free trial | ✅ Apply on every map | ❌ Preview only — upgrade to save | | Essential | ✅ Apply on every map | ❌ Preview only — upgrade to save | | Pro | ✅ Apply on every map | ✅ Save as user / org default | #### Troubleshooting **My existing maps still look the old way after I save a new default.** The default applies to **new** maps. To recolour an existing map, open it and use the **Appearance** sidebar — those changes apply live. **I switched to Classic but the colours are still there.** Classic strips the baked theme but leaves any *manual* element colours you (or the AI) added by hand. Open the affected element's properties and clear its fill to remove the manual colour too. **My export came out without the colours.** Make sure you exported from a version saved **after** the theme was applied. If you exported an older version (via Versions → *Export this version*), it uses that version's baked theme, not your current setting. **My collaborators see different colours than I do.** Themes are resolved per-map based on space → org → user (above). If a collaborator is in a different org or has set a different user default, the same map can render differently for them. Set the theme at the **organisation** level to keep everyone aligned. **The custom colours I picked weren't saved.** Saving a *custom* (non-preset) default requires Pro. The presets save on every plan; the preview shows what custom would look like but you'll be prompted to upgrade when you click **Save default**. #### Related - [Editing a process map](/help/editing-process-maps) - [Exporting and printing process maps](/help/creating-process-maps) ### Add presentation annotations to a process map Add titles, labels, callouts, highlight boxes, and arrows on top of a process map without changing the BPMN. Source: https://ba-copilot.com/help/editing-process-maps/add-presentation-annotations-to-a-process-map ![Presentation annotations on a process map](/help/editing-process-maps/019f19f4-1984-7d38-835a-bb63d5aa10ad.png) The Presentation Layer lets you add titles, labels, callouts, highlight boxes, and arrows on top of a process map without changing the underlying BPMN. Annotations are stored separately from the BPMN XML, so your exported BPMN stays standards-compliant. #### Add annotations 1. Open a saved process map. 2. Turn on Presentation mode from the process-map actions bar. 3. Add a title, an element-anchored label, a highlight box, or an arrow from the presentation toolbar. 4. Drag, resize, edit text, and adjust colour and font as needed. #### Annotations and AI regeneration Annotations can follow specific BPMN elements. If a linked element is removed, the annotation is kept and surfaced in a review tray instead of being deleted. #### Export Enable "Include presentation layer" to add annotations to PNG and PDF exports. BPMN and Visio exports remain clean BPMN-only outputs. ## Account and security Manage your profile, set up MFA, change your password, or delete your account. ### Managing your profile 1. Go to Settings > Account. Source: https://ba-copilot.com/help/account-and-security/managing-your-profile 1. Go to **Settings > Account**. 2. Update your **display name** or **email address**. 3. Changes are saved automatically. ### Setting up multi-factor authentication (MFA) Multi-factor authentication adds an extra layer of security to your account using a time-based one-time password (TOTP). Source: https://ba-copilot.com/help/account-and-security/setting-up-multi-factor-authentication-mfa Multi-factor authentication adds an extra layer of security to your account using a time-based one-time password (TOTP). **To set up MFA:** 1. Go to **Settings > Security**. 2. Click **Set up MFA** (or **Enable MFA**). 3. Scan the QR code with your authenticator app (e.g. Google Authenticator, Authy, 1Password). 4. Enter the 6-digit code from your authenticator app to verify. 5. Download and securely store your **recovery codes** — you will need these if you lose access to your authenticator. > **Warning:** Store your recovery codes in a safe place. ### Changing your password 1. Go to Settings > Security. Source: https://ba-copilot.com/help/account-and-security/changing-your-password 1. Go to **Settings > Security**. 2. Click **Change password**. 3. Enter your current password and your new password. 4. Click **Save**. ### Deleting your account Permanently delete a cloud account, understand the confirmation steps, and see what the retention policy says. Source: https://ba-copilot.com/help/account-and-security/deleting-your-account > **Warning:** Account deletion is permanent and cannot be undone. It cancels active subscriptions and removes access to your account, process maps and organisation memberships. #### Delete a cloud account 1. Go to **Settings > Account**. 2. Find **Delete Account** and select **Delete account**. 3. Type **DELETE**. Password users must also enter their password; Google users are redirected to Google to re-authenticate. 4. Confirm **Delete account** (or **Continue with Google**). The current Privacy Policy says most deleted-account data is deleted within 30 days. Some records are retained where required: billing records for seven years and support communications for three years. See [Data retention in the Privacy Policy](https://ba-copilot.com/privacy#data-retention). #### Local Edition Local Edition has no cloud account to delete. Quit the app and delete its local data folder to remove the on-device installation data. ### Managing notifications Configure in-app and email notifications for comments, reviews, and more. Source: https://ba-copilot.com/help/account-and-security/managing-notifications BA Copilot keeps you informed about activity on your process maps through in-app and email notifications. You can customise which notifications you receive and how they are delivered. #### Viewing notifications 1. Look for the **bell icon** in the dashboard header. A badge shows your unread notification count. 2. Click the bell to open the notifications panel and see your recent notifications. 3. Click any notification to navigate directly to the relevant comment, review, or process map. #### Notification types BA Copilot sends notifications for the following events: - **New comment** — someone left a comment on a process map you have access to. - **Comment reply** — someone replied to a comment thread you are part of. - **Review requested** — you have been assigned as a reviewer on a process map. - **Review approved** — a reviewer approved a process map you are involved with. - **Changes requested** — a reviewer requested changes on a process map you are involved with. #### Configuring notification preferences You can control how you receive each type of notification: 1. Go to **Settings** from the dashboard sidebar. 2. Select the **Notifications** section. 3. For each notification type, toggle the delivery channels: - **In-App** — notifications appear in the bell icon panel within BA Copilot. - **Email** — notifications are sent to your account email address. 4. You can enable both channels, one, or neither for each type. > **Tip:** Notifications are based on your team space access. You only receive notifications for process maps in spaces you have access to. If you are not seeing expected notifications, check that you have the correct space membership. #### Email notifications Email notifications are sent to the email address associated with your BA Copilot account. Each email includes a direct link to the relevant comment or review, so you can jump straight into the conversation without searching for it in the dashboard. ## Publishing and review workflows Publish official versions of your process maps and filter by status. ### Publishing a process map Publishing marks a specific version of your process map as the official, approved version. Published process maps can be filtered and identified easily by your team. Source: https://ba-copilot.com/help/publishing-and-review-workflows/publishing-a-process-map Publishing marks a specific version of your process map as the official, approved version. Published process maps can be filtered and identified easily by your team. #### Choosing how to publish You have two options when publishing a process map: - **Publish directly** — mark a version as official straight away, using the steps below. - **Request a team review first** — send the version through an approval workflow before it is published. The flow is: **Draft** → **Request Review** → **In Review** → **Approved** → **Published**. > **Tip:** See **Requesting reviews and approvals** for the full team review workflow. #### Publishing directly **To publish a process map:** 1. Open the process map you want to publish. 2. Navigate to the version you want to make official. 3. Click the **Publish** button (tooltip: **Mark this as the official version**). 4. The version is now marked as **Published** and displays a “Published” badge. > **Note:** Only one version of a process map can be published at a time. If you publish a different version, the previous one is automatically unpublished. A confirmation dialog (**Replace Published Version?**) asks you to confirm before proceeding. ### Filtering by status (All, Published, Draft) When browsing process maps in a space, you can filter by status to quickly find what you need. Source: https://ba-copilot.com/help/publishing-and-review-workflows/filtering-by-status-all-published-draft When browsing process maps in a space, you can filter by status to quickly find what you need. **To filter:** 1. Navigate to a space. 2. At the top of the content table, use the status filter tabs: - **All** — Shows all process maps - **Published** — Shows only published process maps - **Draft** — Shows only work-in-progress drafts 3. Each tab shows a count of matching items. > **Tip:** This filtering is especially useful for viewers and stakeholders who only need to see approved, published process maps. ### Unpublishing (reverting to draft) If a published process map needs further changes, you can revert it to draft status. Source: https://ba-copilot.com/help/publishing-and-review-workflows/unpublishing-reverting-to-draft If a published process map needs further changes, you can revert it to draft status. 1. Open the published process map. 2. Click the **Unpublish** button (tooltip: **Revert to draft — mark as work in progress**). 3. The process map returns to **Draft** status. ### Requesting reviews and approvals Assign reviewers from your team and track approvals before publishing. Source: https://ba-copilot.com/help/publishing-and-review-workflows/requesting-reviews-and-approvals Before publishing a process map, you can request a formal review from your team members. This ensures the right people have signed off before the map goes live. #### How to request a review 1. Open the process map you want reviewed. 2. Click the **version status area** in the toolbar (it will show the current status, such as Draft). 3. Select **Request Review**. 4. Choose one or more approvers from your team members. 5. Optionally, include yourself as a reviewer if you want to formally record your own approval. 6. Submit the request. Each selected reviewer will be notified and can open the process map to provide their feedback. #### What reviewers see When a review is requested, each reviewer has two options: - **Approve** — confirms the process map is ready to publish. - **Request Changes** — indicates revisions are needed before approval. Both actions support an optional comment, so reviewers can explain their decision or leave specific feedback. #### Status flow Process maps follow a clear status progression through the review cycle: 1. **Draft** — the initial state. The map is being worked on. 2. **In Review** — a review has been requested and is awaiting responses. 3. **Approved** — all assigned reviewers have approved the map. 4. **Published** — the map has been published and is available to viewers. All assigned reviewers must approve before you can publish the process map. If any reviewer requests changes, you will need to address their feedback and request a new review. #### Activity timeline The activity timeline records every action in the review process, including: - Who requested the review and when - Who approved the map - Who requested changes - Any comments left alongside approvals or change requests This gives you a complete audit trail of the review history for each version. #### Cancelling a review If you need to make further edits or restart the process, you can cancel an active review. This resets the status back to **Draft**, allowing you to make changes and request a new review when ready. > **Tip:** Viewers cannot approve reviews. Only Owners and Collaborators can participate in the approval workflow. Make sure the people you assign as reviewers have the appropriate role. > **Note:** Team approvals are a Pro plan feature. Upgrade to Pro to access the full review and approval workflow. ### Compare As-is and To-be process maps Link a current-state map with a future-state version and compare them side by side. Source: https://ba-copilot.com/help/publishing-and-review-workflows/compare-as-is-and-to-be-process-maps ![As-is and To-be process map comparison](/help/publishing-and-review-workflows/019f19f4-1f1c-7e18-914d-005bb469c1f2.png) As-is / To-be comparisons let you link a current-state process map with a future-state version and compare them side by side. #### Create a comparison 1. Open a workspace with at least two related process maps. 2. In the Contents tab, link a map as As-is and select its To-be counterpart. 3. Open the 'Current/Future' tab to see the side-by-side comparison. #### Configure the comparison - Edit employee time saved. - Choose which standard or custom metadata fields to compare. - Open the fullscreen view to see highlighted diagram differences and the diff legend. #### Export Export a focused comparison as a PDF or Word document to share the before-and-after story with stakeholders. ## Organising your work Manage organisations, spaces, and folders to keep your process maps well-structured. ### Understanding organisations An organisation is the top-level container in BA Copilot. It groups your spaces, process maps, and team members together. Source: https://ba-copilot.com/help/organising-your-work/understanding-organisations An organisation is the top-level container in BA Copilot. It groups your spaces, process maps, and team members together. **Key points:** - Each organisation has its own spaces, members, and subscription. - You can create multiple organisations to separate different clients, business units, or projects. - Switch between organisations using the **organisation selector** at the top of the sidebar. **To name or rename your organisation:** 1. Click the organisation selector at the top of the sidebar. 2. Go to **Settings > Organizations**. 3. Edit the **Organization name** field. ### Creating and managing spaces Spaces are where your process maps, chats, and folders live. Every organisation has two types: team spaces and private spaces. Source: https://ba-copilot.com/help/organising-your-work/creating-and-managing-spaces Spaces are where your process maps, chats, and folders live. Every organisation has two types: **team spaces** and **private spaces**. **To create a new space:** 1. In the sidebar, find the **Team spaces** or **Private spaces** section. 2. Click the **+** button (tooltip: **Add team space** or **Add private space**). 3. Enter a **Space name** in the text field. 4. Click **Add**. ### Team spaces vs private spaces Tip: Many professionals use BA Copilot as their personal productivity tool — using private spaces to generate and refine process maps with AI, and only sharing the polished final versions in team spac Source: https://ba-copilot.com/help/organising-your-work/team-spaces-vs-private-spaces | FeatureTeam spacePrivate space | | --- | | **Visibility** | Visible to all organisation members with access | Visible only to you (the space owner) | | **Use case** | Sharing finished process maps with stakeholders and colleagues | Working on drafts, using AI privately, iterating before sharing | | **Who can create content** | Owners and collaborators | Only the space owner | | **Who can view content** | Members with access (owners, collaborators, viewers) | Only you | > **Tip:** Many professionals use BA Copilot as their personal process map generation tool — using private spaces to generate and refine process maps with AI, and only sharing the polished final versions in team spaces. ### Creating folders Folders help you organise chats and process maps within a space. Source: https://ba-copilot.com/help/organising-your-work/creating-folders Folders help you organise chats and process maps within a space. **To create a folder:** 1. Navigate to a space. 2. At the space root level, click the **New Folder** button. 3. Enter a name for the folder. 4. Your folder appears in the space contents. > **Note:** You can nest chats and process maps inside folders, but folders can only be created at the space root level. ### Moving and copying process maps You can move or copy process maps between spaces and folders. This is essential for workflows where you prepare work privately and then share it with your team. Source: https://ba-copilot.com/help/organising-your-work/moving-and-copying-process-maps You can move or copy process maps between spaces and folders. This is essential for workflows where you prepare work privately and then share it with your team. **To move or copy a single item:** 1. In a space, find the chat or process map you want to move/copy. 2. Click the action menu (three dots) on the item’s row. 3. Select **Move to space** or **Copy to space**. 4. Choose the destination space from the dropdown. **To move or copy multiple items (bulk action):** 1. Select multiple items using the checkboxes. 2. A **bulk actions toolbar** appears at the top of the table. 3. Click **Move to space** or **Copy to space**. 4. Choose the destination. > **Important:** When you copy a process map to a team space, the **chat history is not copied** — only the process map itself. This is by design: it allows you to share the final output without revealing your AI conversation, drafts, or working notes. ### Searching for process maps Use the search function to quickly find any chat, folder, or process map across your organisation. Source: https://ba-copilot.com/help/organising-your-work/searching-for-process-maps Use the search function to quickly find any chat, folder, or process map across your organisation. **To search:** 1. Click the **Search** icon in the sidebar (or use the keyboard shortcut). 2. Type your search query. 3. Results include chats, folders, and process maps matching your search. 4. Click a result to navigate directly to it. ### Pinning chats for quick access Pin frequently used chats to keep them easily accessible. Source: https://ba-copilot.com/help/organising-your-work/pinning-chats-for-quick-access Pin frequently used chats to keep them easily accessible. 1. Right-click on a chat in the sidebar or click its action menu. 2. Select **Pin**. 3. Pinned chats appear at the top of the sidebar for quick access. ### Find your way around the dashboard sidebar and settings The reorganized sidebar, plus where API, MCP, and Team settings now live. Source: https://ba-copilot.com/help/organising-your-work/find-your-way-around-the-dashboard-sidebar-and-settings The dashboard sidebar and settings area have been reorganized for easier navigation. #### Sidebar The sidebar has clearer sections for the organization selector, Spaces, and Sharing. Sharing starts collapsed so the main navigation is easier to scan. #### Settings API, MCP, and Team now live inside Dashboard Settings: - /dashboard/settings/api - /dashboard/settings/mcp - /dashboard/settings/team Old /dashboard/api, /dashboard/mcp, and /dashboard/team links redirect permanently to the new settings pages, including query parameters, so existing bookmarks and invite links keep working. ### Linked Process Maps Connect a high-level activity to the saved subprocess map behind it, then preview and move between parent and child maps. Source: https://ba-copilot.com/help/organising-your-work/linked-process-maps #### Before you create a link Linked Process Maps works with saved process maps. Guests, unsaved maps, and template previews cannot create or store links. Viewers can browse existing links and previews, while editors can add or remove links. Links can be anchored to a task, subprocess, or call activity. If you link a plain task, BA Copilot asks you to confirm its conversion into a collapsed subprocess. #### Link an activity to another process map 1. Open a saved parent process map. 2. Select the task, subprocess, or call activity that should open the detailed process. 3. Open **Links** in the right sidebar. 4. Choose the saved child process map. 5. Review the selected activity and confirm the link. If the activity is a plain task, also confirm its conversion into a collapsed subprocess. The parent activity receives a link badge. The relationship also appears in the Links sidebar. ![Linked subprocess maps in the Links sidebar](/help/organising-your-work/01a04541-f2f8-7fa6-90f4-109e7046db2b.png) #### Preview and follow a link Open **Links** and select **Preview** for the related map, or select a linked activity on the canvas. Previews load only when requested. Select **Go to** to open the related map. On the child map, use **Called by** to see the parent relationship and return to the calling map. On a parent map, **Calls subprocesses** lists its child relationships. #### Generate linked child maps with BA Copilot Ask BA Copilot to create detailed child maps for suitable Level 3 activities. The standard chat follow-up can create up to three Level 4 children in one accepted step, subject to the remaining map allowance. Review the proposed children before accepting them. Each completed child is linked back to its calling activity. #### Remove a link Open **Links**, select the relationship, and use the remove action. Removing the relationship does not delete either saved process map. ### Organization Process Directory Keep people, teams, systems, and data objects consistent across organization process maps, with review, merges, and RACI. Source: https://ba-copilot.com/help/organising-your-work/organization-process-directory #### What the directory contains The Organization Process Directory keeps shared records for people, teams, systems, data objects, and other named items found in process maps within an organization space. Private maps outside an organization space do not populate the shared directory. Organization members can view the directory. Owners and collaborators can analyse maps, review suggestions, edit entries, merge duplicates, manage relationships, and change automatic identification settings. #### Identify items from a process map 1. Open a generated or imported process map in an organization space. 2. Open **Properties**, then **About this process**. 3. Review the identified people, teams, systems, and data objects. 4. If needed, select **Analyze process** to run identification manually. Automatic identification is enabled by default for new and imported organization-space maps. An owner or collaborator can turn it off in the directory settings. BA Copilot grounds suggestions in names present in the process map and sends ambiguous matches for review. ![Organization Process Directory roles view](/help/organising-your-work/01a04541-ed79-7a1e-adb8-5bf63ea6d474.png) #### Review and organise entries 1. Open `/dashboard/directory`. 2. Open the review queue and accept or resolve uncertain suggestions. 3. Rename an entry or add an alias when the same item appears under different names. 4. Merge confirmed duplicates. 5. Add relationships between entries where they help explain the organization. Check a merge before confirming it. The resulting directory entry is shared across the organization space. #### Build a RACI matrix Open the directory's RACI view, select a process activity, and assign the relevant people or teams as Responsible, Accountable, Consulted, or Informed. Export the matrix as CSV when you need to review or reuse it outside BA Copilot. #### Include directory data in exports Directory and RACI CSV exports are available as direct actions. When creating a PDF or Word export, enable the directory-data option to include the relevant records. PDF and Word output continues to follow the normal export access for the map. ## Bulk import Convert existing process documentation from Excel or CSV into BPMN at scale. ### Importing process maps The bulk import feature lets you convert existing process documentation (spreadsheets, lists) into BPMN process maps at scale. Source: https://ba-copilot.com/help/bulk-import/importing-process-maps The bulk import feature lets you convert existing process documentation into BPMN process maps at scale. You can import from spreadsheets, CSV data, or Word documents. > **Note:** Bulk Import is a Labs feature. To enable it, go to **Settings > Labs** and opt in. #### Supported formats - **Excel files (.xlsx)** — upload a spreadsheet containing process steps. - **CSV data** — paste comma-separated data directly into the text area. - **Word documents (.docx)** — upload a .docx file and BA Copilot extracts the text and analyses it to identify business processes, the same way it handles PDFs and images. **To import process maps:** 1. Click **Import** in the sidebar. 2. You see the **Import Process Maps** page with three steps: **Import**, **Review**, **Generate**. 3. Upload an Excel file, a Word document, or paste CSV data directly into the text area. 4. Click **Next** to proceed to the review step. The rest of the flow (**Review** → **Generate**) is the same regardless of the source format. ### Reviewing and generating imports After uploading or pasting your data: Source: https://ba-copilot.com/help/bulk-import/reviewing-and-generating-imports After uploading or pasting your data: 1. **Review step** — Preview the processes that will be generated. Verify names, descriptions, and the number of items. 2. **Generate step** — BA Copilot generates BPMN process maps for each item. A progress indicator shows the generation status. 3. Once complete, you see a summary of created process maps. Click any to view it directly. ### Choosing the right AI model for imports When importing multiple process maps, you can choose which AI model to use: Source: https://ba-copilot.com/help/bulk-import/choosing-the-right-ai-model-for-imports When importing multiple process maps, you can choose which AI model to use: - **Core** — Best for simpler processes or when speed is the priority. Generates quickly. - **Plus** — Best for complex, multi-department processes that benefit from more detailed analysis. Takes longer per map. > **Tip:** For a large batch of mixed complexity, consider using Core for simpler processes and Plus for the more complex ones. ### Import BPMN Anywhere Import an existing BPMN 2.0 file as an editable process map. Who can import, supported files, and every entry point. Source: https://ba-copilot.com/help/bulk-import/import-bpmn-anywhere #### Who can import Import BPMN Anywhere is available to signed-in owners and collaborators. You need at least one team or private space where you have permission to create a process map. Viewers cannot import, and guests are redirected to the dashboard. #### Supported files BA Copilot accepts `.bpmn`, `.bpmn2`, and `.xml` files up to 1 MB. The file must contain valid BPMN 2.0 process data and renderable diagram layout information, including the shapes and edges needed to display the map. Files that contain only process semantics without diagram layout cannot be opened as editable maps. Files with DOCTYPE or ENTITY declarations are rejected before they are saved. ![Imported BPMN map open in the editor](/help/bulk-import/01a04541-f85e-7990-b6fc-8c1c61422ac5.png) #### Import from the dedicated page 1. Open `/dashboard/import-bpmn` from the Import section of the sidebar or the Home quick action. 2. Drop a supported file into the import area, or select it from your device. 3. Wait for validation to complete. 4. Enter or confirm the process map title. 5. Choose an editable team or private destination space. 6. Select **Import editable map**. The imported map opens in the editor with the source layout and labels preserved. #### Other import entry points You can also start the same validated import from an editable space, a chat attachment, or a play-through. Choose the destination and title when prompted. Each entry point creates an editable saved map rather than regenerating the content with AI. #### If validation fails Check the file extension and size first. If the file is valid BPMN 2.0 but still cannot be rendered, export it again from the source tool with diagram layout information included. ## Exporting and printing Export process maps as PDF, BPMN XML, SVG, or PNG, and create branded documents. ### Exporting a single process map You can export any individual process map directly from the diagram view. Source: https://ba-copilot.com/help/exporting-and-printing/exporting-a-single-process-map You can export any individual process map directly from the diagram view. **Available formats:** - **BPMN XML** (.bpmn) — Standard format, editable in other BPMN tools - **SVG/PNG** — Image formats for presentations and documents - **PDF** — Professional document format **To export:** 1. Open the process map. 2. Click the export/download button in the top bar. 3. Select your preferred format. 4. The file downloads to your computer. ### Bulk exporting process maps The bulk export feature lets you export multiple process maps from across your spaces into a single branded PDF document. Source: https://ba-copilot.com/help/exporting-and-printing/bulk-exporting-process-maps The bulk export feature lets you export multiple process maps from across your spaces into a single branded PDF document. **To bulk export:** 1. Click **Export** in the sidebar. 2. You see the **Export Process Maps** page. 3. Browse your **Team Spaces** and **Private Spaces**. 4. Select the process maps you want to include using the checkboxes. Use **Select All** or **Clear All** for quick selection. 5. Click **Next ({count})** to proceed to customisation. 6. Configure your branding options (see below). 7. Generate and download your PDF. > **Note:** Multi-space export is a Pro plan feature. Essential plan users can export from a single space. #### Including BPMN files On the customisation step, toggle **Also include BPMN files** to bundle the raw BPMN files alongside your PDF. You can also enable the **BlueWorks Live compatibility** option if you need files formatted for IBM BlueWorks Live. When BPMN files are included, the download is a ZIP archive containing the branded PDF plus individual .bpmn files for each selected process map. #### Live PDF preview The customisation step uses a 2-column layout. Configuration options appear on the left and a sticky preview of your PDF appears on the right. The preview updates in real time as you adjust settings such as branding, logo, and layout, so you can see exactly what the final document will look like before generating it. #### AI executive summary You can add an AI-generated executive summary to the front of your PDF. Quick suggestion chips (**Summarise**, **Dependency risks**, **Roles**) let you generate a summary with one click. You can also write a custom prompt or refine the generated summary before exporting. ### Branding and document settings for exports Use the export controls that exist today: document title, logo, metadata, A4 orientation, format and quality. Source: https://ba-copilot.com/help/exporting-and-printing/branding-and-document-settings-for-exports In the multi-map export flow, the current document and branding controls are: - **Export Title** — set the document title. - **Logo** — upload a company logo for the cover. - **Metadata** — choose available process-map details to include. - **Format** — choose PDF or Word. - **Page Size** — choose A4 Landscape or A4 Portrait. - **Quality** — choose Standard, High or Very High. There is no custom **Header Text** field, **Footer Text** field or colour-scheme picker in the current export settings. PDF footers and applicable BA Copilot branding are generated automatically; they are not editable text fields. If a support answer names a control you cannot see, do not substitute a similar-looking control. ### Downloading BPMN XML files BPMN XML files can be opened in any BPMN-compatible tool (Signavio, Bizagi, etc.). Source: https://ba-copilot.com/help/exporting-and-printing/downloading-bpmn-xml-files BPMN XML files can be opened in any BPMN-compatible tool (Signavio, Bizagi, etc.). 1. Open the process map. 2. Click the download button in the top bar. 3. Select **BPMN XML**. 4. The .bpmn file downloads to your computer. You can also bulk export .bpmn files for multiple process maps at once. See **Bulk exporting process maps** for details. ### Printing process maps Print process maps, prepare A3 output, and understand the automatic PDF footer. Source: https://ba-copilot.com/help/exporting-and-printing/printing-process-maps To print a process map for physical distribution: 1. Export the process map as **PDF**, **SVG** or **PNG**. 2. Open the exported file in your PDF viewer, browser or layout tool. 3. Print using that application’s print dialog. #### A3 output BA Copilot’s current document export settings offer **A4 Landscape** and **A4 Portrait**; there is no dedicated A3 export option. For an A3 print, export **SVG** for the best scaling, or use PNG/PDF, then choose A3 in your external print or layout tool. Scaling and margins are controlled by that tool and your printer. #### Footers BA Copilot does not have a configurable **Footer Text** field. Branded multi-map exports generate their footer automatically, including BA Copilot branding when applicable and page numbers. That footer text is not user-editable. ### Exporting process maps as Visio (.vsdx) Export single or bulk process maps as native Microsoft Visio (.vsdx) files. Labs opt-in, the export menu, the bulk export page, the MCP/agent tool, plan limits and troubleshooting. Source: https://ba-copilot.com/help/exporting-and-printing/exporting-process-maps-as-visio-vsdx BA Copilot can now export your process maps as native **Visio (.vsdx)** files that open in Microsoft Visio. Round-trip with Visio import means you can pull a `.vsdx` in, edit in BA Copilot, and push it back out as `.vsdx` for stakeholders who still live in Visio. Visio export is an **opt-in Labs feature** — your first time using it, BA Copilot asks you to acknowledge it's still being refined. #### Quick answer - **You want to…** Use - **Export one map you're looking at** The single-map **Visio (.vsdx)** option in the Export menu - **Export many maps from a space at once** **Import / Export → Export → Visio (.vsdx)** in the sidebar - **Include .vsdx alongside other formats in a bulk export** The format checklist on the general bulk export page - **Trigger a Visio export from Claude / an agent** The `export_process_map_to_visio` MCP tool #### Turning on the Visio export Labs feature The first time you click any Visio export entry-point, BA Copilot shows a Labs acknowledgement dialog explaining the feature is experimental — you opt in once and the option stays on for your account. You can revoke it any time from **Settings → Labs**. The Visio menu items show a small **Labs** pill (yellow warning colour) so you always know it's a Labs feature. #### Single-map export 1. Open the process map you want to export. 2. Click **Export** in the top bar. 3. Pick **Visio (.vsdx)**. 4. The file downloads to your machine. The filename uses the map title (e.g. `Order approval process.vsdx`). The exported file preserves pools, lanes, tasks, gateways, events, sequence flows, message flows, data objects, data associations and annotation leaders. Any appearance theme you've baked into the map travels with it. #### Bulk export — many maps at once The **Export → Visio (.vsdx)** entry under the sidebar **Import / Export** group opens the dedicated bulk export page. 1. Open **Import / Export → Export → Visio (.vsdx)** in the sidebar. 2. Browse each space (search bar in the header), expand the spaces you want, and tick the maps you want to export. Selecting a folder cascades to its contents. 3. Click **Export selected as Visio**. 4. You get a `.zip` containing one `.vsdx` per map. The download starts automatically. If a map can't be converted (e.g. a process is too unusual for the converter to handle cleanly), BA Copilot **skips** it instead of failing the whole batch and lists the skipped filenames at the top of the page so you can investigate them individually. A simple BPMN sequence-flow problem usually means the source map has a degenerate element — open it, save once, then re-try. #### Including Visio in a general bulk export If you're already exporting from the general bulk export page (where you pick formats and quality), you can tick **Visio (.vsdx)** alongside PDF, PNG and BPMN. The Visio files appear in the same `.zip` next to the other formats. #### Visio export from Claude (MCP) and the agent If you've connected BA Copilot to Claude via MCP, there's now a tool called `export_process_map_to_visio` that returns a download URL for the `.vsdx`. Sample prompts: - *"Export the Order approval process map as Visio."* - *"Give me a* `.vsdx` *of every map in the Finance space."* The agent chat inside BA Copilot also gains a matching tool, so agent runs can produce Visio exports on demand. The MCP / agent tool uses the **same tier limits** as the dashboard — it can't be used to bypass plan caps. #### Plan and limits | Plan | Single map | Bulk batch | | --- | --- | --- | | Free trial / guest | ❌ Not available | ❌ Not available | | Essential | ✅ One at a time | ❌ — bulk requires Pro | | Pro (owner or collaborator) | ✅ | ✅ Unlimited per batch | Org collaborators inherit the owning org's tier — a collaborator in a Pro org has Pro-level Visio export limits even if their personal subscription is Essential. #### Troubleshooting **The Visio menu items aren't visible.** Visio export is an opt-in Labs feature. Open any **Export → Visio** entry-point once to see the acknowledgement dialog and turn it on, or enable it from **Settings → Labs**. **One specific map keeps getting skipped in bulk export.** That map probably has a degenerate flow (e.g. a sequence flow into a boundary event source, or duplicate data associations). Open it, fix the warning, save, and re-export. The skipped-files alert at the top of the export page lists the affected filenames. **My .vsdx opens in Visio but some shapes look generic.** The converter uses BA Copilot's BPMN stencil. Visio falls back to a generic shape for any BPMN element it doesn't recognise. The export still preserves the topology and labels. **I got a 403 trying to export.** Visio export isn't available on the free trial — start a paid plan to use it. If you're on Essential and tried a bulk export, switch to single-map export or upgrade to Pro for batch. **My download was tiny / empty.** Bulk exports skip maps that fail conversion rather than failing the whole batch. If every selected map was skipped, the zip will be small. Check the skipped-files alert. #### Related - Importing Visio diagrams (*.vsdx*) — (draft pending; link once the Visio import article is published) - [Exporting a single process map](/help/exporting-and-printing/exporting-a-single-process-map) - [Bulk exporting process maps](/help/exporting-and-printing/bulk-exporting-process-maps) - [Use BA Copilot inside Claude with MCP](/help/creating-process-maps/use-ba-copilot-inside-claude-with-mcp) — the live MCP article will be updated to add `export_process_map_to_visio` to its tool list. ### Export process maps to Word Export process maps as editable Word documents (.docx) as well as PDFs. Source: https://ba-copilot.com/help/exporting-and-printing/export-process-maps-to-word BA Copilot can export process maps as editable Word documents (.docx) as well as PDFs. #### Export to Word 1. Open the [export page](https://ba-copilot.com/dashboard/export) and select one or more process maps. 2. On the export configuration step, open the Format selector and choose Word document (.docx). 3. Adjust page size, quality, branding, and the optional AI summary as needed. 4. Export the document. #### What the document contains The Word document includes a cover page, an optional AI summary, process overview pages, custom-property details, and full-page BPMN diagrams. If you include BPMN or Visio files in the export bundle, the .docx is packaged into the ZIP alongside them. ### Easier-to-Read Process Maps BA Copilot renders task, lane, event, gateway, flow, and annotation labels with larger, more consistent text when space is available. Source: https://ba-copilot.com/help/exporting-and-printing/easier-to-read-process-maps #### Where the improved text appears BA Copilot renders task, lane, event, gateway, flow, and annotation labels with larger, more consistent text when space is available. Shape positions, label positions, and the process map layout stay the same. The improved rendering appears in: - the main process map editor - read-only process map views - thumbnails and play-throughs - PNG, JPEG, and SVG exports rendered by BA Copilot - PDF and Word exports rendered by BA Copilot No setting is required. Open a process map or create an export to use the improved typography. #### Choose the right export when typography matters The typography is applied while BA Copilot renders the process map. It is not stored in the BPMN file and does not change the underlying XML or geometry. If you open the BPMN file in bpmn.io, or another process modelling tool, that tool applies its own text styles. To preserve the BA Copilot appearance for a document or presentation, export the map as an image, PDF, or Word document instead. ![A process map with the improved larger label typography](/help/exporting-and-printing/01a04571-be22-7932-a69c-cee1e1b1cd93.png) ## Collaboration and sharing Invite team members, assign roles, and share process maps securely. ### Understanding roles: Owner, Collaborator, Viewer BA Copilot uses role-based access control to manage what each team member can do: Source: https://ba-copilot.com/help/collaboration-and-sharing/understanding-roles-owner-collaborator-viewer BA Copilot uses role-based access control to manage what each team member can do: | Capability | Owner | Collaborator | Viewer | | --- | --- | --- | --- | | Create and edit process maps | ✅ | ✅ | ❌ | | Use AI chat | ✅ | ✅ | ❌ | | View process maps in team spaces | ✅ | ✅ | ✅ | | Publish and unpublish | ✅ | ✅ | ❌ | | Comment on process maps | ✅ | ✅ | Read-only | | Request and approve reviews | ✅ | ✅ | ❌ | | Export to PDF | ✅ | ✅ | ❌ | | Define custom properties | ✅ | ❌ | ❌ | | Fill in custom property values | ✅ | ✅ | ❌ | | Manage team members | ✅ | ❌ | ❌ | | Manage billing | ✅ | ❌ | ❌ | | Access private spaces | Own only | Own only | ❌ | ### Inviting viewers Viewers get read-only access to team spaces. They are ideal for stakeholders, managers, and other reviewers who need to see process maps but do not need to create or edit them. Source: https://ba-copilot.com/help/collaboration-and-sharing/inviting-viewers Viewers get read-only access to team spaces. They are ideal for stakeholders, managers, and other reviewers who need to see process maps but do not need to create or edit them. **To invite a viewer:** 1. Click **Invite** in the sidebar, or go to **Settings > Team**. 2. Click **Add members**. 3. Enter the person’s email address. 4. Select the **Viewer** role. 5. Choose which spaces they should have access to (all spaces, or specific spaces only). 6. Send the invitation. The invited person receives an email with a link to join your organisation. Once they accept, they can view process maps in the spaces you granted access to. > **Note:** Viewer seats are included with your Pro plan at no additional cost. ### Inviting collaborators Collaborators can create and edit process maps, use the AI chat, and publish process maps. They are ideal for fellow business analysts or consultants working on process mapping alongside you. Source: https://ba-copilot.com/help/collaboration-and-sharing/inviting-collaborators Collaborators can create and edit process maps, use the AI chat, and publish process maps. They are ideal for fellow business analysts or consultants working on process mapping alongside you. **To invite a collaborator:** 1. Click **Invite** in the sidebar, or go to **Settings > Team**. 2. Click **Add members**. 3. Enter the person’s email address. 4. Select the **Collaborator** role. 5. Choose space access settings. 6. Send the invitation. > **Note:** Collaborator seats are available as add-ons to your subscription. See [Collaborator seats](#collaborator-seats) for details. ### Managing team members Manage your organisation's members from the Team Settings page. Source: https://ba-copilot.com/help/collaboration-and-sharing/managing-team-members Manage your organisation’s members from the Team Settings page. **To view and manage team members:** 1. Go to **Settings > Team** (or click **Invite** in the sidebar). 2. You see a list of all members with their roles and status (joined or pending). **Available actions:** - **Change role** — Update a member’s role (e.g. from viewer to collaborator) - **Manage space access** — Add or remove access to specific spaces - **Cancel invitation** — Cancel a pending invitation before it is accepted - **Remove member** — Remove a member from the organisation ### Sharing process maps without sharing chat history A key design principle in BA Copilot: when you copy a process map to a team space, the chat history stays behind. Source: https://ba-copilot.com/help/collaboration-and-sharing/sharing-process-maps-without-sharing-chat-history A key design principle in BA Copilot: **when you copy a process map to a team space, the chat history stays behind**. This means you can: - Use AI to generate and iterate on a process map in your private space - Refine it through multiple rounds of conversation - Copy only the finished process map to a team space for stakeholders to view Your colleagues see the polished result without the underlying AI conversation, drafts, or working notes. **How to share a process map:** 1. In your private space, open the process map you want to share. 2. Click the **Copy to independent process map** button (in the diagram toolbar). 3. Select the destination team space. 4. The process map appears in the team space — without the chat. Alternatively, use the action menu on the chat row in your space: 1. Click the three-dot menu on the chat. 2. Select **Copy to space**. 3. Choose the destination team space. ### Commenting on process maps Leave threaded comments on specific elements or the whole process map. Source: https://ba-copilot.com/help/collaboration-and-sharing/commenting-on-process-maps Comments let your team discuss process maps directly within BA Copilot. You can leave feedback on the entire map or on specific BPMN elements, and hold threaded conversations to work through questions and suggestions. #### Opening the comments panel 1. Open the process map you want to discuss. 2. Click **Feedback** in the top bar. 3. Switch to the **Activity** tab to see and create comments. #### Commenting on the whole process map To leave a general comment about the process map, simply type your message in the comment input at the bottom of the Activity panel and submit. This comment will be associated with the process map as a whole rather than a specific element. #### Commenting on a specific element To anchor a comment to a particular task, gateway, event, or other BPMN element: 1. Click on the element in the diagram to select it. 2. Open the **Feedback** panel if it is not already open. 3. Type your comment and submit. The comment will be linked to that element, making it easy for others to see exactly what you are referring to. #### Threaded replies You can reply to any existing comment to keep related discussion together. Click **Reply** on a comment to open a thread, then type your response. Threads help keep conversations organised when multiple topics are being discussed on the same process map. #### Emoji reactions In addition to text replies, you can react to comments with emoji reactions. The available reactions are: - Thumbs up - Thumbs down - Heart - Party - Smile - Thinking Reactions provide a quick way to acknowledge feedback without writing a full reply. #### Version tagging Each comment is automatically tagged with the version of the process map it was made on (for example, v1 or v2). This makes it clear which version of the diagram a piece of feedback refers to, even as the process map evolves. Use the **Show all versions** toggle at the top of the comments panel to see comments from every version in one view. When this toggle is off, you will only see comments for the version you are currently viewing. #### Permissions Commenting permissions depend on your role in the team space: - **Owners and Collaborators** can create comments, reply to threads, and add emoji reactions. - **Viewers** can read all comments but cannot post new comments or react. > **Tip:** Comments work on both draft and published process maps, so your team can start discussing a map before it is formally published. ### Share Processes Externally Send a secure external feedback link so clients and stakeholders can comment on and approve a process map without accessing your workspace. Source: https://ba-copilot.com/help/collaboration-and-sharing/share-processes-externally Use **Share Processes Externally** when a client, stakeholder, auditor, or partner needs to review a process map but should not have access to your BA Copilot workspace or chat history. The external review link opens a specific process-map version. Reviewers can view the map, leave comments, and approve it from a dedicated review page. ![Share for client feedback modal in BA Copilot](/help/collaboration-and-sharing/019eb2c6-ee8c-7363-a1f7-bcc9535b842c.png) #### Before you share - Open the process map version you want reviewed. - Check that the map is ready for external feedback. - Decide who should receive the review link. #### Send an external feedback link 1. Open the process map in BA Copilot. 2. Click **Share** on the process map page. 3. Choose a client label and enter the recipient email address. 4. If you want to check the review experience first, click **Send me a preview first**. 5. When the preview looks right, click **Send to client**. #### What reviewers can do - Review the process map without seeing the underlying chat. - Comment on the whole map or on selected process-map elements. - Approve the version when they are ready. #### Track feedback and approvals External comments and approvals stay attached to the process-map version being reviewed. In BA Copilot, you can use the Review panel and External Feedback area to see review activity, approval status, and links you have already shared. #### Use it now Open BA Copilot, load the process map you want reviewed, then click **Share** on the process map page. [Open BA Copilot](https://ba-copilot.com/dashboard) #### Watch the Share Processes Externally demo Watch a short demo of creating an external feedback link, collecting comments, and capturing approval. [Watch the demo on YouTube](https://www.youtube.com/watch?v=uwTMetFT2jM) ## Troubleshooting and FAQ Answers to common questions, solutions for common issues, and how to get support. ### Common questions Yes. You can try BA Copilot as a guest with a limited number of AI messages and chats. Sign up to unlock the full experience. Source: https://ba-copilot.com/help/troubleshooting-and-faq/common-questions **Can I use BA Copilot without signing up?** Yes. You can try BA Copilot as a guest with a limited number of AI messages and chats. Sign up to unlock the full experience. **What is BPMN?** BPMN (Business Process Model and Notation) is an international standard for process mapping. It provides a graphical notation for specifying business processes, making them understandable by all stakeholders — from business analysts to developers. **Can I use BA Copilot on my phone or tablet?** Yes. BA Copilot is responsive and works on mobile devices. On smaller screens, the chat and process map display as separate tabs rather than a split view. **Can I edit the process map after the AI generates it?** Absolutely. You can manually drag, add, remove, and relabel any element in the BPMN editor. You can also continue chatting with the AI to request further changes. **Does the AI see my chat history when generating refinements?** Yes. The AI uses the full conversation context to generate increasingly accurate process maps. This is why providing detailed initial context leads to better results. **Can people I share process maps with see my AI chat history?** No. When you copy a process map to a team space, only the process map is copied — your chat history stays in your private space. **What file formats can I export?** You can export process maps as BPMN XML (.bpmn), SVG, PNG, and PDF. Bulk exports are available in branded PDF format. **Can I open BA Copilot process maps in other tools?** Yes. Export as BPMN XML and import the file into any BPMN 2.0-compatible tool such as Signavio, Bizagi, or Visio. **What happens when my trial expires?** Your trial does not expire — it is limited by the number of AI messages and chats, not by time. You can sign up and subscribe at any time to continue. **Can I have multiple organisations?** Yes, if you are on the Pro plan. You can create multiple organisations to separate different clients, business units, or projects. ### Common issues If you are using the Plus model, generation can take 2–4 minutes for complex processes. Switch to the Core model for faster results if speed is a priority. Source: https://ba-copilot.com/help/troubleshooting-and-faq/common-issues **The AI is taking a long time to generate a process map** If you are using the **Plus** model, generation can take 2–4 minutes for complex processes. Switch to the **Core** model for faster results if speed is a priority. **My diagram looks different after an AI update** Each AI response generates a new version. Use the version navigation arrows in the top bar to go back to a previous version. **I cannot see a team member's process maps** Check that you have access to the correct space. Go to **Settings > Team** and verify that the member's space allocation includes the relevant team spaces. **I cannot create or edit in a team space** You may have a **Viewer** role, which is read-only. Contact your organisation owner to request a collaborator role. **The Publish button is not available** Publishing is available on the Pro plan. If you are on the Essential plan, consider upgrading to access the publishing workflow. **I cannot access Import or Export** Bulk Import is a Labs feature that must be enabled in **Settings > Labs**. Bulk Export requires a Pro plan subscription. ### I pasted my process here and nothing happened The support chat cannot generate process maps. Open the BA Copilot app chat or BA Copilot Agent instead. Source: https://ba-copilot.com/help/troubleshooting-and-faq/i-pasted-my-process-here-and-nothing-happened **This support chat cannot generate process maps.** If you pasted a process description here, nothing will be generated. #### Create a process map in the app 1. [Open the BA Copilot dashboard](https://ba-copilot.com/dashboard). 2. Click **New Chat** in the app. 3. Type or paste your process request into that app chat, then send it. For example, you can ask: “Map our employee onboarding process from accepted offer to the end of the first week.” #### Or use BA Copilot Agent [Open BA Copilot Agent](https://ba-copilot.com/dashboard/agent). It can generate BPMN process maps and manage work in your selected organisation. If Agent is off for your account, select **Enable Agent** on that page or turn it on in [Settings → Labs](https://ba-copilot.com/dashboard/settings/labs). If you have a question about using BA Copilot, billing, or an error, this support chat is the right place. ### When a setting or button is not visible Do not assume a BA Copilot feature or control exists; verify it in the current product or approved help content. Source: https://ba-copilot.com/help/troubleshooting-and-faq/when-a-setting-or-button-is-not-visible #### Use current, verified controls BA Copilot’s interface changes over time. A control from another product, an old screenshot or an unverified answer may not exist in the current app. > **Support-answer guardrail:** Never claim that a BA Copilot UI control or feature exists unless it is grounded in the current product interface or current approved BA Copilot documentation. Do not invent a field name, menu path, keyboard shortcut, plan entitlement or workaround. If a named control is not visible: 1. Check the current help center article for that feature. 2. Check the current screen and plan or edition. #### Known correction: Footer Text There is no configurable **Footer Text** field in the current BA Copilot export settings. Branded PDF footers are generated automatically and are not user-editable. ## Plans and billing Understand trial limits, plan features, collaborator seats, and subscription management. ### Free trial The free trial is limited access, not a subscription plan, and currently uses the Core AI model. Source: https://ba-copilot.com/help/plans-and-billing/free-trial You can try BA Copilot for free without a credit card. **The free trial is limited access, not a subscription plan. Core is the AI model used for trial generation.** **Trial includes:** - Up to 3 AI messages - Up to 2 chats - Access to the Core AI model - Manual BPMN editing Experimental Labs features, including temporary Plus access if shown, may change or be removed and do not create a permanent trial entitlement. See [Plans, AI models and generation quotas](/help/plans-and-billing/plans-ai-models-and-generation-quotas) for the distinction between plans, models and monthly generation allowances. ### Essential plan Essential is a subscription plan with a monthly Core generation allowance and individual-workspace features. Source: https://ba-copilot.com/help/plans-and-billing/essential-plan **Essential is a subscription plan. Core is an AI model.** Essential currently includes: - **50 successful AI process-map generations per monthly quota period using Core** - Up to 1,000 assistant questions - 1 organisation, 1 team space and 1 private space - Internal review comments - 50 downloads and 50 exports > **Experimental access is separate from the plan entitlement.** Plus may temporarily appear in Labs for Essential or trial accounts while it is tested. That access may change or be removed, and does not make Plus a permanent Essential inclusion. If Plus is temporarily available, it uses the same Essential generation pool. For what counts as a generation, what happens at the limit and cancellation behaviour, see [Plans, AI models and generation quotas](/help/plans-and-billing/plans-ai-models-and-generation-quotas). For current prices and checkout terms, see [Pricing](https://ba-copilot.com/pricing). ### Pro plan Pro is a subscription plan with 100 monthly Core-or-Plus process-map generations and advanced team features. Source: https://ba-copilot.com/help/plans-and-billing/pro-plan **Pro is a subscription plan. Core and Plus are AI models.** Pro currently includes: - Everything in Essential - **100 successful AI process-map generations per monthly quota period using Core or Plus** - 3 organisations; per organisation: 3 team spaces, 3 private spaces and 5 viewer seats - Optional paid collaborator seats, currently with 100 generations per collaborator - Custom instructions and reusable prompt templates - External feedback links and API access - Watermark-free image downloads and bulk branded PDF export Core and Plus use the same Pro generation pool; Plus is not a second plan or a second quota. Plus remains an experimental Labs model and can change while it is tested. For generation counting, quota exhaustion and cancellation behaviour, see [Plans, AI models and generation quotas](/help/plans-and-billing/plans-ai-models-and-generation-quotas). For current prices and the full live inclusion list, see [Pricing](https://ba-copilot.com/pricing). ### Collaborator seats Collaborator seats let you add team members who can create and edit process maps alongside you. Source: https://ba-copilot.com/help/plans-and-billing/collaborator-seats Collaborator seats let you add team members who can create and edit process maps alongside you. **To purchase collaborator seats:** 1. Go to **Settings > Team**. 2. Click **Purchase Seats**. 3. Select the number of seats you need. 4. Complete the checkout process. Each collaborator gets their own AI message quota and can work independently within the spaces they have access to. ### Managing your subscription Manage billing, change plans, and understand what happens when you cancel a BA Copilot subscription. Source: https://ba-copilot.com/help/plans-and-billing/managing-your-subscription To view or change your subscription: 1. Open **Settings**. 2. Select **Billing & plans**. 3. Use **View billing & plans** for your plan, payment details and invoices, or choose **Cancel subscription**. #### When you cancel Cancellation is scheduled for the end of your current paid billing period. Your current plan stays active until that date. Your process maps remain safe, and you can resubscribe. After the paid period ends, paid-plan features and the paid monthly generation allowance stop. Your account follows the access and limits available to non-subscribers at that time; cancelling does not delete your existing process maps. Some eligible subscribers may be offered an optional retention plan in the cancellation flow. If an offer appears, review the price, generation quota and effective date shown there before choosing it. It is not a guaranteed Essential or Pro entitlement. See [Plans, AI models and generation quotas](/help/plans-and-billing/plans-ai-models-and-generation-quotas) for the canonical explanation of plan allowances, model names and quota behaviour. #### How long your maps remain after cancellation Cancelling a subscription does **not** delete your BA Copilot account or your process maps. The account remains in place after paid access ends, so your existing maps remain associated with it. The account-deletion timetable starts only if you separately delete the account. Under the current Privacy Policy, most deleted-account data is deleted within 30 days, while some billing, legal and support records are retained for longer. See [Data retention in the Privacy Policy](https://ba-copilot.com/privacy#data-retention). ### Plans, AI models and generation quotas Essential and Pro are plans; Core and Plus are AI models. Understand current inclusions, monthly generation quotas, temporary Plus access and cancellation. Source: https://ba-copilot.com/help/plans-and-billing/plans-ai-models-and-generation-quotas **Essential and Pro are subscription plans. Core and Plus are AI models.** Your plan controls your features and monthly allowances. The model controls how BA Copilot generates a process map. > **Current information:** This article was verified against the live BA Copilot pricing page on 14 August 2026. If a number here ever differs from [the pricing page](https://ba-copilot.com/pricing) or your checkout screen, use the live pricing or checkout figure. #### Plans and models are different things | | What it means | Current names | | --- | --- | --- | | **Subscription plan** | What you pay for. It sets your monthly generation allowance, workspace limits and product features. | Essential, Pro and Enterprise | | **AI model** | The generation engine you select when BA Copilot creates or refines a process map. | Core and Plus | Changing from Core to Plus does not change your subscription plan and does not create a second quota. When both models are available to you, successful generations use the same plan allowance. #### Current Cloud plans ##### Essential - **50 successful AI process-map generations per monthly quota period using Core** - Up to 1,000 assistant questions - 1 organisation, 1 team space and 1 private space - Internal review comments - 50 downloads and 50 exports ##### Pro - Everything in Essential - **100 successful AI process-map generations per monthly quota period using Core or Plus** - 3 organisations; per organisation: 3 team spaces, 3 private spaces and 5 viewer seats - Optional paid collaborator seats, currently with 100 generations per collaborator - Custom instructions and reusable prompt templates - External feedback links, API access, watermark-free image downloads and bulk branded PDF export ##### Enterprise - Everything in Pro - 10 included seats, currently with 100 generations per seat - An additional shared pool of 2,000 AI generations - 100 organisations, plus enterprise governance, infrastructure and support options Enterprise is a contact-sales plan. See [the live pricing page](https://ba-copilot.com/pricing) for current prices and the full list of inclusions. BA Copilot Local is a separate one-time licence rather than an Essential or Pro Cloud subscription. #### What counts as a generation? One successful AI operation that creates or refines a process map uses one generation. An initial request can return up to three alternative map options and still uses one generation. A successful AI refinement also uses one generation. A failed operation that produces no usable process map is not counted. - Core and Plus draw from the same plan allowance; there is no separate Plus quota. - Bulk import uses one generation for each process map it successfully generates. - Process-map generation through the REST API or MCP uses the same monthly plan quota as the dashboard. - Text-only assistant questions are separate from process-map generations. #### Core and Plus | Model | Best suited to | Status | | --- | --- | --- | | **Core** | Fast generation for simple to moderately complex processes | Standard model | | **Plus** | Larger or more complex, multi-department processes; generation can take longer | Experimental Labs model | > **Temporary Plus access is not a permanent Essential entitlement.** During testing, Plus may appear in Labs for Essential or trial accounts. That experimental access may change, move to a different plan or be removed. Essential's included allowance remains the Core allowance shown on the live pricing page. If Plus is temporarily available on Essential, it uses the same Essential generation pool. #### When the generation quota runs out BA Copilot stops new AI process-map generations and AI refinements for that quota period. Existing maps remain available and can still be edited manually. Text-only assistant questions can continue while you still have question allowance. You can wait for the monthly generation allowance to reset or use any top-up or plan option currently shown in billing or on [the pricing page](https://ba-copilot.com/pricing). Top-up availability and terms can change, so the live screen is authoritative. #### What happens when you cancel? Cancellation is scheduled for the end of your current paid billing period. Your current plan stays active until that date. Your process maps remain safe, and you can resubscribe. After the paid period ends, paid-plan features and the paid monthly generation allowance stop. Your account then follows the access and limits available to non-subscribers at that time; your existing process maps are not deleted because you cancelled. Some eligible subscribers may be shown an optional retention plan during cancellation. It is not a public Essential or Pro entitlement. If it is offered, review the price, quota and effective date shown in the cancellation screen before choosing it. #### Free trial The free trial is not a subscription plan. It currently includes up to 3 AI messages, up to 2 chats, Core model access and manual BPMN editing. See [Free trial](/help/plans-and-billing/free-trial) for details. #### Related pages - [Live pricing and plan inclusions](https://ba-copilot.com/pricing) - [Choosing an AI model (Core vs Plus)](/help/creating-process-maps/choosing-an-ai-model-core-vs-plus) - [Managing your subscription](/help/plans-and-billing/managing-your-subscription) ### Billing currency, refunds and Enterprise Understand card and invoice currencies, the verified refund position, and what the current Enterprise plan includes. Source: https://ba-copilot.com/help/plans-and-billing/billing-currency-refunds-and-enterprise #### Billing currency BA Copilot card payments are processed in **US dollars (USD)**. The pricing calculator can show estimated AUD, EUR and GBP equivalents; for card payments, your payment provider performs the conversion and may set its own exchange rate or fee. Invoice billing is available for qualifying yearly Pro and Enterprise configurations. If a non-USD invoice currency is selected in an eligible invoice request, the quoted local-currency amount shown is honoured for 30 days from the quote date. #### Refunds ##### Cloud subscriptions BA Copilot does not currently publish a blanket cloud-subscription refund policy. Do not promise that a cloud subscription payment is refundable or non-refundable. ##### Local Edition The published Local Edition terms allow a refund request within 14 days of purchase only if no licence in the order has been activated. Statutory consumer rights that cannot legally be excluded are unaffected. See [Terms of Service](https://ba-copilot.com/terms). #### Enterprise Enterprise is intended for organisations that need a unified process repository with higher capacity, governance, deployment and support controls. The current pricing page lists: - All Pro features - 10 included seats, with 100 generations per seat - An additional shared pool of 2,000 AI generations - Up to 100 organisations - Approval workflows and version history - A self-hosted deployment option, bring-your-own-LLM, SSO integration and API access - Priority traffic and priority support Confirm current pricing, seat counts, deployment and contractual requirements with the team instead of assuming a custom entitlement. ## BA Copilot Agent The Agent page works across your whole organisation: what it can do, a worked example that builds a workspace from one prompt, and the directory it maintains. ### What the Agent can do The Agent page is a chat that works across your whole organisation: it reads and creates team spaces, folders, process maps and directory entries, and it asks before anything destructive. What it can do, how it works, and how to keep control. Source: https://ba-copilot.com/help/ba-copilot-agent/what-the-agent-can-do The ordinary chat works on one process map at a time. The **Agent** page works on your whole organisation. You describe an outcome in plain language, and the Agent carries it out step by step, using the same actions you could take by hand: it lists and creates team spaces, moves maps into folders, generates and links process maps, fills in directory entries, and reports back as it goes. The Agent is a Labs feature. Turn it on once from the Agent page (or Settings, Labs), and it stays on for your account. #### What it can act on - **Organisation.** Rename the organisation, review its health, and get a summary of what it contains. - **Team spaces and private spaces.** List, create, rename, empty and delete spaces. - **Folders.** List, create, rename and delete folders, and move process maps between them. - **Process maps.** Search, open, create blank maps, generate maps from a description, generate linked child maps, improve an existing map, validate BPMN, compare and restore versions, update metadata, and export to Visio. - **The directory.** List, create, rename, merge and link directory entries (people, teams, systems, data objects and other named items), assign RACI roles to activities, and set the team hierarchy. - **Documents.** Attach files and map the processes they describe. See [Map processes from files](/help/bulk-import/map-processes-from-files) if you use Local Edition or the cloud import. #### How a task runs 1. Type what you want. Long, specific instructions work best: name the spaces, folders and maps you expect to see at the end. 2. The Agent plans, then calls one action at a time. Each action appears as a card in the chat ("Created workspace", "Generated process map") with a Done or Error state. 3. Big jobs run in bounded batches. When a batch ends, the Agent summarises the remaining work and offers **Continue**. In **Auto-accept** mode it continues by itself until the job is done or it needs you. 4. Destructive actions need your confirmation. Deleting a space, a folder or a map, or merging directory entries, pauses with the exact words to reply: **I confirm**. Nothing is deleted until you send them. #### Modes The mode switch under the composer sets how much the Agent asks: - **Auto-accept** continues through multi-step work without stopping between batches. Confirmations for deletions still apply. - **Normal** stops after each batch and waits for you. #### Scope and privacy The Agent only sees the organisation selected in the sidebar. Agent chats are private to you; other members of the organisation do not see them, only the results (the spaces, folders and maps it created). #### Which engine In the cloud, the Agent uses BA Copilot's own model. In Local Edition it uses your active engine, which must support tool calling. The bundled local model does; for the best results on multi-step work use a large cloud model. See [Choose and add an AI engine](/help/local-edition/choose-and-add-an-ai-engine). #### Good first prompts - "List every team space and how many maps each one has." - "Find duplicate or overlapping maps in Operations and tell me which to keep." - "Validate every map in the Finance space and list the ones with BPMN errors." - "Create a private space called Drafts and move my three untitled maps into it." For a complete worked example that builds a whole workspace in one prompt, see [Build a workspace from one prompt](/help/ba-copilot-agent/build-a-workspace-from-one-prompt). ### Build a workspace from one prompt A worked example: rename the organisation, tidy the team spaces, then generate a linked Level 1 to Level 4 process hierarchy for a department, with directory data and one folder per level, from a single Agent prompt. Source: https://ba-copilot.com/help/ba-copilot-agent/build-a-workspace-from-one-prompt This example shows the Agent doing a whole afternoon's set-up in one go. It uses a made-up company, "Northwind", and its HR department. Swap in your own names. #### The prompt Paste this into the Agent page, with your own names in place of the quoted ones: > Rename this organisation to "Northwind". > Delete the team space "Northwind Logistics". > Create a new team space called "Northwind HR". > In the Northwind HR team space, generate linked process maps for the HR function from Level 1 down to Level 4, using realistic example processes for a mid-sized company. Include data dictionary information: the roles, teams, systems and documents involved in each activity, and RACI assignments on the Level 4 tasks. > Put each process map in a root folder for its level in the Northwind HR team space: Level 1 maps in a folder called "Level 1", Level 2 maps in "Level 2", and so on. #### What the Agent does 1. **Renames the organisation.** One action; the sidebar updates. 2. **Asks you to confirm the deletion.** Deleting a team space is destructive, so it pauses: "This will permanently delete the team space Northwind Logistics and its contents. Reply exactly I confirm to proceed." Reply **I confirm**. The space and everything in it are removed. 3. **Creates the team space and the four folders.** "Level 1" to "Level 4" inside Northwind HR. 4. **Generates the hierarchy top-down.** - Level 1: one landscape map of the HR function (recruit, onboard, develop, reward, offboard). - Level 2: one map per Level 1 activity, each linked from its parent. - Level 3: the end-to-end processes, for example "Hire a new employee" or "Run monthly payroll". - Level 4: the detailed task-level maps for each Level 3 activity. Each child map is linked from the activity in its parent, so you can click down from Level 1 to Level 4 in the editor. See [Linked process maps](/help/organising-your-work/linked-process-maps). 5. **Fills the directory.** As it generates, the Agent identifies the roles (HR Business Partner, Hiring Manager), teams (Talent Acquisition, Payroll), systems (HRIS, applicant tracking system) and documents (offer letter, contract) in each map, creates the directory entries once, links them to the activities that use them, and assigns Responsible, Accountable, Consulted and Informed on the Level 4 tasks. See [Directory and data dictionary](/help/ba-copilot-agent/directory-and-data-dictionary). 6. **Files each map** in the folder for its level. 7. **Runs in batches.** A full L1 to L4 hierarchy is 15 to 30 maps, so the Agent works in bounded batches and reports "remaining work" between them. In Auto-accept mode it carries on by itself; in Normal mode choose **Continue**. Expect 10 to 30 minutes end to end depending on the engine. 8. **Validates and reports.** At the end it lists every map it created with its level and folder, and any map that needs a look (for example a task with two Accountable roles, which it will point out rather than guess). #### Tips - **Name everything in the prompt.** The Agent will invent sensible names, but the ones you give it are the ones you get. - **Start with one department.** Generate one L1 to L4 hierarchy, review it, then ask for the next department in a new prompt. The Agent reuses the directory entries it already created. - **Keep the deletion separate if you are nervous.** Put "delete the team space" in its own prompt so the confirmation step is obvious. - **Ask for changes in the same chat.** "Rename the Level 3 folder to 'Processes'" or "Add a Level 4 map for 'Approve expense claim' under Reward" both work as follow-ups. - **Local Edition.** Use a large cloud engine for hierarchy generation; it is the most demanding Agent task. See [Choose and add an AI engine](/help/local-edition/choose-and-add-an-ai-engine). ### Directory and data dictionary The process directory is the shared list of people, teams, systems, data objects and documents your process maps refer to, and the data dictionary is that list attached to the activities that use them. How the Agent builds and maintains both. Source: https://ba-copilot.com/help/ba-copilot-agent/directory-and-data-dictionary A process map on its own says "Approve invoice". The directory says who approves it, in which team, using which system, against which document. Together they are the data dictionary for your organisation: every named thing, defined once, and attached to every activity that uses it. #### The two halves - **The directory** is the list. Each entry has a type (person or role, team, system, data object, document, and similar), a name, an optional description, and relationships such as which team a role belongs to. Entries are shared across every map in the organisation space. You can browse and edit them on the **Directory** page. See [Organization process directory](/help/organising-your-work/organization-process-directory). - **The data dictionary** is those entries in context. Each activity in a map can be linked to the entries it involves, and each task can carry RACI assignments: one Responsible, one Accountable, and any number of Consulted and Informed. Linked entries show in the properties panel and in exports. #### How the Agent uses them When you ask the Agent to generate maps "including data dictionary information" (or simply "with roles, systems and documents"), it: 1. Reads the existing directory so it reuses entries rather than creating duplicates. "HR Business Partner" is created once and linked from every map that needs it. 2. Creates the missing entries with the right type. 3. Links each activity to the entries it involves. 4. Assigns RACI on task-level maps, and stops to ask when a task would end up with two Accountable roles. 5. Sets the team hierarchy when you describe one ("Payroll reports to Finance"). You can also ask for directory work on its own: - "List every role in the directory and which maps use it." - "Merge 'HR BP' and 'HR Business Partner' into one entry." (This asks for **I confirm** first.) - "Assign RACI to every task in the 'Hire a new employee' map: Recruiter responsible, Hiring Manager accountable." - "Link the 'Applicant tracking system' entry to every activity that mentions candidates." #### Where it shows up - **Properties panel.** Select an activity to see its linked entries and RACI. - **Directory page.** The full list, with duplicates flagged and relationships editable. - **Exports.** Word and PDF exports can include a RACI matrix and a glossary built from the directory. See [Include directory data in exports](/help/organising-your-work/organization-process-directory#include-directory-data-in-exports). #### Keeping it tidy Ask the Agent to "find duplicate directory entries" or to "review the directory for entries no map uses" from time to time. Merges and deletions always wait for your **I confirm**. ## Local Edition The desktop version of BA Copilot: what is different, choosing an AI engine, licensing and updates. ### What is different in Local Edition Local Edition is the same BA Copilot, installed on your own computer. Most features work exactly as they do in the cloud. This guide lists what is different and what is not available. Source: https://ba-copilot.com/help/local-edition/what-is-different-in-local-edition BA Copilot Local Edition is the desktop version of BA Copilot for Windows and macOS. It runs the same application code as the cloud version, so the chat, the BPMN editor, the properties panel, versions, folders, team spaces, imports, exports and the Agent all work the way the rest of this help centre describes. The difference is where your work lives and where the AI runs. In Local Edition, your process maps, chats and settings are stored in a database on your computer, and process maps are generated by the AI engine you choose: the bundled offline model, a model on your own network, or a cloud model you bring your own key for. #### What works the same - **Chat and generation.** Describe a process and get up to three process map options, then refine them in the same chat. See [Using the AI chat interface](/help/creating-process-maps/using-the-ai-chat-interface). - **Editing.** The full BPMN editor, properties panel, metadata, versions, and diagram styling. - **Organising.** Team spaces, private spaces, folders, linked process maps, and the process directory. - **Imports.** Map from files, BPMN and Visio import, and bulk import. - **Exports.** PDF, PNG, SVG, BPMN, Word and Visio exports, including branded documents. - **The Agent.** The Agent page works across your whole organisation, as long as the active engine supports tool calling. See [What the Agent can do](/help/ba-copilot-agent/what-the-agent-can-do). - **MCP.** The local MCP configuration lets tools such as Claude Desktop talk to your local BA Copilot. #### What is not available Local Edition is a single-user product. Everything that depends on other people or on the BA Copilot cloud service is switched off: - **Team members and invitations.** You cannot invite colleagues, assign roles, or manage seats. The Team page in Settings is not shown. Team spaces still exist, but only you use them. - **Sharing links, feedback collection and review workflows with other users.** Publish-for-review, external feedback links, and the "invite a reviewer" chips are hidden. - **Marketplace and listings.** You cannot list templates or process maps for other BA Copilot users. - **Billing pages.** There is no subscription. Local Edition is licensed with a licence key instead. See [Licence, evaluation mode and updates](/help/local-edition/licence-evaluation-mode-and-updates). - **Notifications and in-app changelog.** These need the cloud service. Product announcements still reach you through the in-app announcement dialog when automatic update checks are on. - **Automatic model choice.** The cloud version picks a model for you. In Local Edition you choose the engine. See [Choose and add an AI engine](/help/local-edition/choose-and-add-an-ai-engine). #### Where your data is Everything is stored in a single database file in your user profile: - Windows: `%APPDATA%\ba-copilot-local\ba-copilot-local.db` - macOS: `~/Library/Application Support/ba-copilot-local/ba-copilot-local.db` Back up that file and you have backed up all of your work. Nothing is uploaded to BA Copilot. When you use a cloud model, only the prompt for that request is sent to the model provider you configured, under your own account with them. #### Getting help The help centre you are reading is the same for both editions. In Local Edition the Help link opens it in your browser. ### Choose and add an AI engine Local Edition generates process maps with the engine you choose: the bundled offline model, a model on your network, or a cloud model with your own API key. How to add one, what the settings mean, and a dated recommendation. Source: https://ba-copilot.com/help/local-edition/choose-and-add-an-ai-engine Local Edition does not decide which AI model to use. You do, in **Settings, AI engine**. Only one engine is active at a time, and the active engine is shown at the top of every chat so you always know which model produced a map. #### The three kinds of engine - **Bundled local model.** Ships with the app and runs entirely on your computer. No account, no key, no network. It is the most private option and the slowest, and it produces simpler maps than the large cloud models. It supports tool calling, so the Agent works with it. - **Local endpoint.** A model server on your own machine or network that speaks the OpenAI-compatible API, for example a model you run yourself. Enter the server URL and the model name. - **Bring your own cloud model.** A model from a cloud provider, billed to your own account with that provider: OpenAI, Anthropic, or any provider with an OpenAI-compatible endpoint (Google, xAI and Mistral among them). Enter your API key once; it is stored in your operating system's credential store, never in the database. #### Add an engine 1. Open **Settings, AI engine** and choose **Add engine**. 2. Pick the provider. For OpenAI and Anthropic the endpoint is filled in for you. For an OpenAI-compatible provider, paste the base URL from that provider's documentation. 3. Enter the **model name** exactly as the provider spells it (see the recommendations below for the names to paste). 4. Paste your API key and choose **Test connection**. A green result means the key and model name work. 5. Set the options: - **Supports tool calling.** Leave on unless the provider says the model cannot call tools. The Agent needs this; the chat does not. - **Supports vision.** Turn on if the model accepts images, so you can attach screenshots and diagrams. - **Options per request.** How many alternative maps a generation returns, from 1 to 3. More options cost more. - **Concurrency.** Sequential is safer for rate-limited accounts; parallel is faster. 6. Choose **Activate**. The engine name appears in the chat header. You can keep several engines and switch between them at any time. Switching does not change existing maps. #### Which model should I use? We cannot recommend one model for everyone. Whether a model meets your needs depends on the processes you describe, how complex they are, whether you attach documents or images, how much you use the Agent, and what you are willing to pay per generation. Models also improve every few months, so a recommendation goes stale quickly. Try the newest models from your provider and keep the one that gives you the maps you want at a price you accept. That said, here is our recommendation as of **17 September 2026**, based on our own testing: | Rank | Model | Provider and model name to paste | Chat generation | Agent | Cost | | --- | --- | --- | --- | --- | --- | | 1 | Claude Opus 4.8 | Anthropic, `claude-opus-4-8` | Best | Best | Highest | | 2 | GPT-5.6 Sol | OpenAI, `gpt-5.6-sol` | Great | Good | Moderate | | 3 | GPT-5.6 Luna | OpenAI, `gpt-5.6-luna` | Great | Not recommended | Lowest | - **Claude Opus 4.8** produces the most complete maps from short descriptions and is the strongest at multi-step Agent work such as building a linked hierarchy of maps. It is also the most expensive per request. - **GPT-5.6 Sol** is a strong all-rounder: excellent maps in chat, good Agent results, and noticeably cheaper than Opus. - **GPT-5.6 Luna** is the value choice for chat generation. It is fast and cheap and produces good maps, but it does not follow the Agent's multi-step instructions reliably, so keep it for chat. The bundled local model is not in the table because it is free and private but not comparable on quality. It is a good way to try the product without any account, and a reasonable choice for straightforward processes. #### If a model does not behave - **"The active engine can't call tools."** The engine's tool-calling option is off, or the model really cannot call tools. Turn the option on, or pick another engine for Agent work. - **Generation stops with no map.** Some providers stall on long requests. Try again, reduce the options per request to 1, or switch to a model with a larger context window. - **Slow first response on the bundled model.** The model loads into memory on first use after a restart. Later requests are faster. ### Licence, evaluation mode and updates How the evaluation mode limits work, how to enter a licence key, and how Local Edition finds and installs updates. Source: https://ba-copilot.com/help/local-edition/licence-evaluation-mode-and-updates #### Evaluation mode A fresh install runs in evaluation mode so you can try everything before you enter a licence. Evaluation mode is the full product with three limits: - 100 process map generations, - exported documents carry an evaluation watermark, - up to 3 clean, unwatermarked exports. The counters are shown in the banner at the top of the app. Editing, importing and the Agent are not metered, although Agent generations count towards the 100. #### Enter a licence key 1. Open **Settings, Licence** (or choose **Enter licence key** in the banner). 2. Paste the key from your purchase email and choose **Activate**. 3. The banner disappears and the limits are lifted on that device. A licence is tied to the device it is activated on. To move to a new computer, deactivate on the old one first from the same page, then activate on the new one. Offline keys validate without an internet connection. Online keys check in with the licence server every 30 days; a missed check-in gives you a grace period before the app returns to evaluation mode. #### Updates Local Edition checks for updates itself when **Check for updates automatically** is on (Settings, Updates): 2 minutes after launch, then every 6 hours. You can also choose **Check now**. When a newer build is available: 1. The banner shows **Update available**. Choose **Download update**; the download runs in the background with no progress bar. 2. When the banner shows **Update ready**, choose **Restart and install**. On macOS the app swaps itself and relaunches. On Windows the installer wizard opens; accept the defaults and the app relaunches. Your licence covers every update to the major version you bought (1.x). If a newer build is ever outside your licence, the banner says so instead of offering it, and nothing changes on your device. Turning automatic update checks off also turns off product announcements, because both use the same consent. ## More guides Feature guides that sit outside a single topic. ### Find automation opportunities in your process maps Generate a ranked report of the highest-value steps to automate in a process map, with estimated time and money saved and a suggested implementation route, then request an expert. Source: https://ba-copilot.com/help/guides/find-automation-opportunities-in-your-process-maps BA Copilot can analyse a process map and produce an Automation Opportunities report: a ranked list of the highest-value steps to automate, with the estimated time and money each would save and a suggested route to implement it. ![Automation opportunities report in BA Copilot](/help/guides/019edc70-f3ad-7c71-959c-007f1c0265ac.png) #### Generate a report Open **Automation opportunities** from the dashboard. BA Copilot scans your process map and ranks each candidate step by the time and money automating it would save, and flags what should stay human. #### What the report includes - A ranked list of automation candidates, each with estimated time and money saved. - A suggested implementation route for each opportunity. - Guidance on which steps to keep human. #### Request an expert When you find an opportunity worth pursuing, you can request an expert to help implement it, directly from the report. ### Share several process maps for external feedback Send a group of process maps to a client or stakeholder with one secure review link, and track comments and approvals per map. Source: https://ba-copilot.com/help/guides/share-several-process-maps-for-external-feedback A feedback collection lets you send several process maps to someone outside your BA Copilot organization using a single secure link. Reviewers do not need a BA Copilot account. Use it for client review packs, audit scopes, operating models, and any set of related maps you would otherwise share as separate links. #### Create a feedback collection 1. Open **Sharing > External Feedback** in the dashboard sidebar. 2. Select **New feedback collection**. 3. Choose the process maps you want reviewed. A collection holds up to 50 maps. 4. Add a collection name and, optionally, the reviewer’s email address. 5. Send the collection, or send a preview to yourself first to check what the reviewer will see. The link is valid for 7 days. External feedback sharing requires a Pro plan. #### What the reviewer sees The reviewer opens a gallery showing every map in the collection, each with a thumbnail and its current review state. ![Reviewer gallery showing four process maps in one feedback collection](/help/guides/019ffd3e-a1c7-7c41-8602-baed0e3c96a6.png) They pick a map, read it full size, and then: - Leave a comment on the whole map, or select a single element and comment on that. - **Approve** the map. - **Request changes** if it is not right yet. ![Per-map review view with Approve and Request changes controls](/help/guides/019ffd3e-a199-7a12-add9-b2ac8104b0cf.png) Each map keeps its own comments and its own approval state, so a collection can be part approved and part outstanding. A progress indicator shows how many maps have been reviewed. #### Track and revoke a collection Return to **Sharing > External Feedback** to see every collection you have created, how many maps it holds, review progress, the recipient, and the expiry date. ![External Feedback page listing collections with review progress and expiry](/help/guides/019ffd3e-a226-7902-9b51-6c5d6de09c44.png) Select **Revoke** to disable the link immediately. Revoking a collection revokes every map link inside it. #### Frequently asked **Does the reviewer need an account?** No. The link is all they need. **Can I add maps after sending?** Create a new collection with the full set. The original link keeps the maps it was created with. **What happens when the link expires?** The link stops working after 7 days. Comments and approvals already left are kept. ### Trace paths through complex process maps Read complex BPMN process maps with the Trace viewer: highlight connected paths on hover, pin a trace, and spotlight cross-lane and cross-pool handoffs. Source: https://ba-copilot.com/help/guides/trace-paths-through-complex-process-maps Trace is a viewer tool for reading complex BPMN process maps. Open it from the process-map header to turn on three lenses that make routes and handoffs easy to follow. ![Trace paths in BA Copilot](/help/guides/019edc70-a9ee-7101-a6fd-3aa3d9781c0a.png) #### Open Trace Open a process map and click **Trace** in the header. #### The three lenses - **Highlight paths on hover:** hover any element to light up its connected route through the map and dim everything else. The trace follows sequence flows and message flows, so it works across pools. - **Click to pin:** click an element to lock its trace while you pan, zoom, and inspect. - **Spotlight handoffs:** mark flows that cross lane or pool boundaries in amber, so team and organisation handoffs stand out. Trace reads the BPMN graph in the viewer without changing the process map.