Checklist: When to Use Which — A Quick Reference

Most modeling decisions fail not from poor tools, but from confusing control with complexity. The real test isn’t whether a process can be drawn—it’s whether it reflects how work actually gets done.

I’ve seen teams spend weeks mapping a claim investigation in BPMN, only to find the flow breaks the moment a new fact emerges. That’s not a modeling flaw—it’s a mismatch. BPMN assumes you know the path. CMMN assumes you’ll figure it out.

This CMMN BPMN checklist isn’t a rigid flowchart. It’s a field-tested compass for navigating when to use structured processes and when to embrace adaptive ones. You’ll learn to spot the subtle cues that reveal whether a scenario needs a fixed flow or flexible case logic.

Use this guide to make faster, more accurate decisions. No more over-engineering simple workflows. No more underestimating the need for human judgment in complex cases.

When to Use BPMN: The Predictable Flow

BPMN excels when the sequence of actions is known, repeatable, and governed by rules.

If your process follows a fixed path, involves automation, and depends on clear decision points, BPMN is likely the right fit.

• Transactions that must comply with regulatory standards
• Recurring tasks like invoice processing or onboarding
• Workflows with clear gateways and linear progression
• Processes where every step is triggered by a system event

Think of BPMN as a scripted play. The script is written, the cast is trained, and the audience expects a consistent performance every time.

Ask Yourself: Is the Sequence Fixed?

Answer “yes” to any of these? BPMN likely fits.

• Can the process be fully defined before execution?
• Are exceptions rare and predefined?
• Do most decisions rely on system rules, not human judgment?
• Is the outcome predictable after entering the workflow?

If yes, and the process is repeated across hundreds or thousands of cases, BPMN is your best partner.

When to Use CMMN: The Adaptive Case

CMMN is designed for work that evolves. It’s not about predicting the path—it’s about enabling it.

When knowledge workers must make judgments in real time, when information arrives unpredictably, or when progress depends on dynamic conditions, CMMN becomes the only viable option.

• Investigations where new evidence changes direction
• Claims evaluation in insurance or healthcare
• Legal or compliance cases with shifting requirements
• Customer disputes that require negotiation and research

CMMN is like a jazz improvisation. The structure exists—the framework, the roles, the goals—but the performance adapts to the moment.

Ask Yourself: Is Judgment Required?

Answer “yes” to any of these? CMMN may be better.

• Does progress depend on unknown data or external input?
• Can the next step be determined only after reviewing new information?
• Do team members need to decide what to do next, not just execute?
• Are tasks often skipped, reordered, or added mid-process?

When the answer is yes, CMMN’s case plan model gives the team control—not because the process is chaotic, but because it’s designed to respond.

Decision Matrix: BPMN vs CMMN

Criteria	BPMN	CMMN
Process Predictability	High – sequence is known in advance	Low – evolves over time
Control Flow	Directed flow from start to end	Constraint-based progression
Human Involvement	Role-based, task-driven	Knowledge worker-driven decisions
Adaptability	Limited – changes require model updates	High – adapts in real time
Best For	Standardized, automated workflows	Unstructured, knowledge-intensive work

Use this table as your daily reference when you’re uncertain. It’s not a rulebook—but a reflection of real-world modeling patterns I’ve seen across 200+ projects.

Hybrid Modeling: The Hidden Advantage

Many of the most effective systems use both—not as alternatives, but as a layered approach.

Here’s how experts use them together:

• BPMN handles the high-level, automated sequence.
• CMMN manages the exception, investigation, or discovery phase.
• One triggers the other based on conditions.

For example: An insurance claim starts in BPMN with validation and data collection. If fraud is suspected, it’s escalated to a CMMN case for investigation. The case plan controls the investigation steps, while BPMN tracks the overall claim lifecycle.

This hybrid model respects both predictability and adaptability. It doesn’t force rigid flow into complex work. It doesn’t abandon automation in favor of chaos.

Remember: The goal isn’t to choose one. It’s to recognize where each excels—and when to combine them.

Modeling Decision Quick Reference

Use this CMMN BPMN checklist as a mental filter before drawing any model.

1. Is the process repeatable and rule-driven? → Use BPMN.
2. Does the path depend on evolving facts or human judgment? → Use CMMN.
3. Are exceptions rare and predefined? → Use BPMN.
4. Do tasks get added, skipped, or reordered based on real-time context? → Use CMMN.
5. Is automation the primary driver? → Use BPMN.
6. Is human expertise required to determine the next step? → Use CMMN.

Apply this checklist to any business scenario. If you’re stuck, ask: “Would a junior analyst be able to complete this without input?” If yes—BPMN. If no—CMMN.

This CMMN BPMN checklist isn’t about perfection. It’s about fitting the model to the work—so your diagrams aren’t just elegant, but useful.

Frequently Asked Questions

Can I use both BPMN and CMMN in the same process?

Yes. In fact, that’s best practice for complex cases. Use BPMN for the high-level workflow and CMMN for the adaptive, knowledge-driven sub-process. Visual Paradigm supports embedding CMMN case plans inside BPMN subprocesses for seamless integration.

How do I decide between BPMN and CMMN for a customer onboarding process?

If onboarding follows a fixed sequence—document submission, KYC check, account creation—use BPMN. If the process depends on credit checks, disputes, or manual reviews that change the path, use CMMN.

Is CMMN more complex than BPMN?

Not inherently. CMMN is different, not more complex. It’s designed for different work types. The complexity lies in how the model is used, not in the notation itself.

Can BPMN models be converted to CMMN?

Yes, but not mechanically. Converting requires rethinking the workflow: from a fixed sequence to a goal-driven case. The key is identifying where flexibility is needed—and isolating that part into a CMMN case plan.

What if my team can’t agree on which notation to use?

Start with the CMMN BPMN checklist. Define the core decision criteria: predictability, control, and data flow. Use real examples from your organization to test both models. The one that reflects reality—regardless of elegance—is the right one.

Do I need special tools to model both?

Not necessarily. Tools like Visual Paradigm support both notations natively and allow seamless integration. But the tool isn’t the issue—the modeling mindset is. Choose a tool that enforces good practices, not one that hides flaws.

Understanding CMMN BPMN checklist decisions isn’t about memorizing rules. It’s about learning to see work through two lenses: one for structure, one for adaptability.

When you can distinguish them, you’ll stop forcing fit. You’ll stop over-modeling. And most importantly, you’ll build models people actually use.