Workflows vs ad-hoc tasks
Choose the right tool for one-off work vs repeatable processes.
If you are used to task-only systems, everything looks like a task. In openFlow, you also have workflows: structured, multi-step processes that can repeat, remind, and show where work stands end to end.
Ad-hoc task
A single item to complete—often quick, assigned once, with a due date. Best for one-off follow-ups, reminders, or work that does not repeat in the same shape.
Example: “Call back about the clarification—due Friday.”
Workflow
A connected sequence of steps with clear order and ownership—often tied to a matter, project, or recurring cycle. Best when the same kind of work happens again and you want everyone to see the same process.
Example: “Monthly closing”—collect inputs → review → approve → file → notify stakeholders.
When to prefer a workflow
- The same steps repeat (monthly, quarterly, or per engagement).
- Multiple people must act in sequence or in parallel with clear handoffs.
- You need a single place to see status instead of many disconnected tasks.
- You want reminders and progress tied to the whole process, not only one task.
When a task is enough
- Truly one-off work with no repeating pattern.
- Quick follow-ups that do not need a documented sequence.