Case definitions

A case definition is a complex workflow that can require user interaction and contain decision points, embedded processes, and fragments.

A case definition can involve several complex processes running across a number of departments and using multiple sources of information. For example, processing an Appeals case could consist of a wide range of documents or forms and numerous processes such as Registering an Appeal, Setting Up a Tribunal Session, Checking Medical Records, and Clearance of an Appeal. These business processes may run independently of one another, yet be related to the one case (Appeals).

A case process can contain a base case process used to support the overall case, as well as several normal processes or fragments, all of which are linked for collecting and sharing case-specific information.

Note A normal process and a fragment can be associated with a case, gaining access to all case-specific data such as milestones and roles.

You can set up and use the following for a case map:

  • Milestones or key target dates such as a hearing date within 14 days of the initial registration date of an Appeal case.

  • Roles (resources) to complete activities within a process such as Appeals Officer or Legal Representative in the Appeals case fragment.

  • Variables to store information specific to a case. This information is then readily accessible and available to all fragments including the normal business processes associated with a case.

    Note You can use milestones and roles for a normal business processes without using the Case Management functionality. See Milestones and Manage roles.


A case fragment is a sub-process that is initiated and used within a case process and cannot be used by other processes or cases. For example, a patient is represented as a case process and the diagnosis is considered as a case fragment. The diagnosis case fragment is completed if the patient takes the tests but the case process is completed when the patient is discharged from the hospital.

  • A case fragment is similar to a process in that it has all of the attributes of a normal process such as nodes, data, SLAs and resources. However, a fragment is dependent on the case in which it is created and cannot be reused by other processes or cases.
  • A case fragment inherits the properties of the case from which it is called.
  • A case fragment has direct access to case elements such as variables and milestones.

For more information on fragment versus process, refer to Fragment versus process in Kofax TotalAgility Best Practices Guide.

Process versus case

Some key similarities and differences exist between a normal process and a case.

  • The runtime instantiation of a case is a case fragment, which is similar to the relationship between a job and a normal business process.
  • A normal business process (which is based on a Process map) runs through a set of steps in a specific, fixed order from start to finish.
  • A case has a base process that gives a general flow to what must be achieved but does not necessarily execute in a logical start to finish fashion. It is tied to the case information through a case ID and not a process map.
  • A fragment can be kicked off at any point in the lifetime of a case; therefore, it is not tied to a specific starting point in the process or to a process map.

For more information on case versus process, see Case versus process in Kofax TotalAgility Best Practices Guide.