25.1.9.2.10 Evaluating Benefits of Using Tasks Instead

Consider using tasks when user input needs tracking, reminders, and a task inbox.

Prompting an end user with a link to a data entry page using email or push notification is straightforward. However, if the user dismisses the notification or the message gets lost among other emails, your business process may stall. A workflow could remain stuck waiting for input that never arrives.

To avoid the pitfalls of this simple approach, a more complete solution would:

• Track which data entry requests the application sent,
• Provide users with a list of outstanding requests requiring their input, and
• Remind them if they haven't responded after a reasonable amount of time.

A workflow using a Task Definition to formally track a user work item gets these features natively:

• Updatable task parameters can model user input required,
• Task instances track pending work items
• Task actions can notify users when they've been assigned something new
• A Unified Task List page is a task "inbox" where users see and complete assigned tasks
• Due dates and Before Expire actions can remind users about time-sensitive items.

Before building a custom solution to add these features, consider whether using a Human Task - Create activity combined with a well-designed task definition can save you significant time and effort.