In this article I will explain the relationship between Apps, Cases and Tasks. It can often seem like these terms are interchangeable, but they do each have a specific and distinct meaning.
1. Workflow Apps, Cases, Tasks and their Relationships
1.1 Apps
A workflow app (hereinafter referred to as an “App”) is a defined set of work practices and business rules within an organization. For example, there are “Expenses Request” or “Respond to Inquiries” Apps. It is a diagram of which work operation is handled by whom and in what order. The type and number of pieces of data to be handled are also defined by the designers of the App. Once the App with defined business rules is released, it will go live as a system and allow Users to perform the work operations. The App designer can change the settings of the App as the business rules are changed and [release] the new version of the App to reflect the new rules.
1.2 Cases
A Case is a single item that is operated according to the App definition. For example, in the “Expense Request” App, when person A and person B each submit a request, two Cases will be started. Each Case will proceed according to the App definition at the time it is started, and when all the steps in the Case are completed the Case will end. Once a Case is started, it follows the App definition at the time it was started, even if changes are made to the App during the Case.
1.3 Tasks (Work Items)
A Task is an individual work operation within a Case. For example, in the “Expense Request” App, there is a “Request” Task for person A and an “Approval” Task for person A’s supervisor. Steps that are handled by Users are called Human Tasks, and generate work items that are listed in [My Tasks]. On the other hand, Steps that are processed automatically based on rules set in the App definition are called Automated Tasks. For example, when a Case reaches the [Generate PDF File] it will automatically create a PDF with the contents determined by the configuration of the Task and the Data Items within the App.
2. List of Properties
The attributes (properties) of Apps, Cases, and Tasks are described in the following references.
