X4 BPMS

Implementing X4 BPMS typically follows a rapid prototyping approach facilitated by the platform's low-code nature. The journey begins with a 30-day free trial where customers can test the full functional scope in their own environment using the 'all-in-one' installation package. Following a successful Proof of Concept (POC), SoftProject's consulting team works with the client to define technical standards and architecture. Small-to-mid-sized projects can often reach a 'go-live' state in a few weeks by leveraging pre-built adapters and process templates. For large-scale enterprise rollouts, the process includes structured phases for requirements engineering, graphical modeling, integration testing via the built-in debugger, and final deployment through automated CI/CD pipelines.

X4 BPMS offers extensive customization capabilities to fit unique business requirements. On the UI level, the low-code designer allows for the creation of brand-aligned, responsive web applications with custom themes and layouts. Functionally, while the platform provides over 200 standard adapters, the Adapter Development Kit (ADK) enables developers to use Java to build entirely new connectors for legacy or proprietary systems. Users can also customize data transformations using the graphical Mapping Designer, which supports standard XSLT 2.0 for complex logic. Furthermore, the modular architecture allows organizations to build and encapsulate their own 'reusable process modules' that can be shared across different departments.

Beyond the base subscription or license fees, additional costs may include specialized adapter licenses for certain premium systems (e.g., specific ERP modules). SoftProject offers professional consulting services for project management and technical implementation, which are billed based on project scope. Training through the SoftProject Academy (seminars and certifications) is also priced separately. Organizations choosing to host the platform in the cloud will need to account for infrastructure costs, although SoftProject offers managed hosting options where these costs are bundled. Maintenance and support are typically included in annual maintenance contracts for on-premise installations.

SoftProject offers a comprehensive training ecosystem through the SoftProject Academy. This includes structured learning paths for various roles, such as X4 Developers, Architects, and Business Analysts. Training options range from online webinars and on-demand tutorials to intensive multi-day in-person workshops at their headquarters or on-site at client locations. The academy also offers a certification program that validates a user's proficiency in the X4 BPMS environment. For new customers, SoftProject typically provides initial onboarding sessions and 'Ask the Expert' consulting hours to ensure the internal team is equipped to manage the platform independently.

Security is a foundational element of the X4 BPMS architecture. The platform is developed by an ISO 27001-certified company and complies with stringent European GDPR standards. Technical security measures include centralized identity and access management (IAM) via Keycloak, which supports Single Sign-On (SSO) and Two-Factor Authentication (2FA). All data communication between the X4 Server, Designer, and external interfaces is encrypted. The platform also provides granular role-based access control (RBAC), allowing administrators to define precise permissions for every user and process. In production environments, X4 supports secure, auditable logging and monitoring to ensure full traceability of all automated actions.

SoftProject maintains a regular release cadence, typically providing major version updates annually with smaller service releases and feature patches throughout the year. The platform's 'all-in-one' installation package simplifies the update process, and the modular architecture ensures that existing processes remain compatible with newer versions. SoftProject hosts free release webinars for every major update to walk customers through new features. Updates are designed to be deployed with minimal downtime, and the platform's CI/CD support allows enterprise customers to manage their own update cycles through staging and production environments.

SoftProject adheres to a strict data ownership policy where the customer retains 100% ownership of all data processed through the platform. X4 BPMS does not lock data into proprietary formats; instead, its strong focus on integration and EDI (Electronic Data Interchange) ensures high data portability. Users can export data in various standard formats including XML, JSON, CSV, and SQL. Because the platform can be deployed on-premise or in a private cloud, organizations maintain full physical and logical control over their data at all times. The platform's GDPR-compliant design also includes features for data minimization and secure deletion of records according to defined retention periods.

X4 BPMS is built for horizontal and vertical scaling. Its modular architecture allows companies to start with a single, delimited project and expand successively across different departments and locations. For high-volume environments, X4 supports load balancing and distributed execution across multiple server instances to handle large data traffic and complex process landscapes. The platform is designed to manage hundreds of thousands of transactions daily, making it suitable for major insurance carriers and utility providers. Its container-friendly architecture (Docker support) also enables modern, elastic scaling in cloud-native environments, allowing resources to be adjusted dynamically based on demand.

Commercial terms for X4 BPMS typically involve a subscription-based model or a traditional license and maintenance agreement. Standard contracts include a defined service level agreement (SLA) for support response times. Renewal terms are generally annual, and cancellation policies require a notice period as specified in the individual contract (often 3 months before the end of a term). SoftProject also offers flexible license packages for 'Starter' users that allow for easy upgrades as the number of technical processes grows. All software use is subject to the company's general terms and conditions, which emphasize compliance with intellectual property rights and data protection laws.

X4 BPMS is designed to meet the highest compliance standards relevant to European enterprises. SoftProject GmbH is ISO 27001 certified, ensuring that its development and internal processes meet global information security standards. The platform natively supports GDPR compliance through features like data encryption, access control, and audit trails. For the insurance industry, it supports sector-specific standards such as BiPRO in Germany. Additionally, its robust EDI capabilities ensure compliance with various international data exchange standards. The platform is also frequently used in GxP-regulated environments and by public sector organizations that require auditable, transparent process documentation.