# BPMS for internal process management | Vindula > Vindula BPMS maps approvals, purchases, and onboarding with phased flows, fields, owners, files, and auditable history. Source: https://vindula.ai/en/plataforma/bpms Process management module # BPMS to move critical processes out of email and spreadsheets Model approvals, purchases, onboarding, and internal requests in Cosmos with phases, fields, owners, files, and auditable history. Bring communication, documents, and training together in one place. Start with what matters most to your operation today. Book a guided demo See features Purchases • Onboarding • Internal requests • Files • History Purchase approval with quote: request, amount, deadline, and file before manager decision. Real use cases ## Operational pains BPMS solves This showcase starts from Cosmos flows: purchases with quotes, onboarding across HR and managers, internal requests with files and history. ### Approvals lost in email Purchases, reimbursements, and terms stop circulating through inboxes. Teams model Request created, Request registered, Data and quote triage, Manager approval, and Purchase released. ### Lack of traceability Each record shows current phase, owner, comments, files, transitions, and auditable history. Decisions stop depending on memory, spreadsheets, or lost messages. ### Onboarding across HR, IT, and manager Employee onboarding can combine required fields, attached documents, training, and owners per phase while keeping everyone in the same Cosmos. ### Unstandardized internal requests Quality, facilities, purchasing, and administration use forms per phase, fields such as amount, date, and file, plus permissions by user, group, and role. Visual storytelling ## Screens that place the user inside the process The screens show operating context: emergency PPE purchase, onboarding notebook, data triage, manager approval, and released purchase. Screen 01 ### Flow management in /bpms/admin/flows The screen shows the active 'Purchase approval with quote' flow, with filters and quick access to details or map to review phases, fields, and history. Ideal context: a process manager checks which flows exist, how many phases/fields they have, and quickly opens details or map. Screen 02 ### Data and quote triage The phase asks for requested item, estimated amount, purchase deadline, and quote file before sending the decision to the manager. Ideal context: an analyst turns an informal approval into a controlled form with minimum data and evidence before the decision. Screen 03 ### Inbox with pending records The inbox shows requests named from real operations: PPE for the North job site and an onboarding notebook, each with phase, deadline, status, and Assume action. Ideal context: the owner opens the inbox and sees what must be handled, without searching for approvals in side conversations. Screen 04 ### Visual phase map The map organizes the real purchase path: request created, request registered, data and quote triage, manager approval, and purchase released. Ideal context: leadership understands the request path in seconds while the technical team keeps the structure editable. Module capabilities ## From flow design to inbox execution BPMS combines visual administration, fields per phase, transitions, permissions, and operational records in a Cosmos Design System experience. ### Flow modeling Create flows with phases, fields, and transitions in Cosmos admin. - Management in /bpms/admin/flows List, filters, and actions in the Cosmos shell to review active flows, phases, fields, and map. - Process phases Steps such as request created, request registered, triage, manager approval, and purchase released. - Fields per phase Title, text, select, date, person, department, unit, corporate, and file fields according to flow needs. - Named transitions Actions such as register, triage request, send, and approve move the record between phases. ### Operational execution Track records, owners, and decisions in the process inbox. - Inbox Records by flow, phase, status, and period, with unified search and automatic refresh. - Assume record Authorized users assume ownership before handling pending work. - Comments and history Context, decisions, and phase changes stay together in the record. - Protected files Quotes, evidence, and record files follow the secure API/R2 flow. ### Process governance Permissions, audit trail, and visual map reduce context loss. - Flow permissions Access by user, group, process role, and secure tenant scope. - Auditable history Creates, assumes, comments, files, and transitions remain traceable. - Read-only map in the record Flow visualization helps reviewers understand where the request is. - Tenant audit Relevant events carry company, user, and operation context. Operational control ## What stops depending on memory, email, or spreadsheets The value appears when each request has a current phase, owner, required fields, evidence, and decision trail inside Cosmos. Replace loose approvals with records that have current phase, owner, and clear next step. Define fields before the decision: requested item, estimated amount, purchase deadline, and quote file. Track pending work by flow, phase, status, and period without a parallel spreadsheet. Record comments, files, and transitions in the same process history. Connect processes to documents, training, communication, and gamification without creating another isolated login. Connected to the rest of the platform ## Formal process without creating another island BPMS lives in the same environment as communication, documents, training, profiles, and gamification. This reduces friction, avoids an isolated tool, and helps employees follow the process in the channel they already use. ### Communication Announcements can guide the start of a formal process when the message requires execution and decision. Learn more ### GED Quotes, terms, and evidence travel with the record and can connect to document management. Learn more ### Training Onboarding and compliance processes can point to learning paths and training obligations. Learn more ### Gamification Stardust and Cosmos engagement help sustain process adoption without relying on manual follow-up. Learn more Best fit ## Start with the process that hurts most today The best rollout does not start from a catalog. It starts from a visible flow with clear owners and direct operational impact. ### Purchase approval When amount, quote, deadline, and decision need to stay together from request to completion. ### Employee onboarding When HR, IT, manager, documents, and training need to follow a controlled sequence. ### Quality and compliance When evidence, acceptance, comments, and auditable history matter as much as approval. ### Distributed operations When different units need to follow the same flow without losing local context. FAQ ## Common questions before mapping the first flow Answers to align scope: when to use BPMS, how it connects to Cosmos, and which limits to keep clear in the demo. Does BPMS replace simple tasks? No. Tasks solve simple execution with owner and deadline. BPMS fits when there are phases, fields, transitions, files, permissions, and history per record. How does a team start with a real flow? The safest path is to choose a visible operating pain, such as purchase approval with quote, and map phases, minimum fields, owners, and evidence before expanding to other processes. Which field types appear in the flow? The current flow works with title, text, select, date, person, department, unit, corporate field, and file, organized by phase. How can we start without increasing cost and complexity? Choose a high-friction process such as purchases or onboarding. The guided demo maps phases, fields, and owners inside Cosmos, avoiding a start with an isolated tool. Are there external integrations and webhooks? Not on this page. The positioning covers internal Cosmos processes: flows, phases, fields, records, files, comments, permissions, and auditable history. ## Want to turn a lost approval into a traceable flow? In the demo, we start from a real process in your operation and design phases, fields, owners, files, and engagement points in Cosmos. Book a guided demo See the platform