A Task is a Task… Or is It?

On the latest episode of Appian Rocks, I sat down with Sandro and Marcel to tackle a long-standing debate in the Appian world: User Input Tasks vs. Database Tasks.

At first glance, it seems simple—tasks are things people do in a process. But should we store and manage them inside the process model or in an external database? That’s where things get complicated.

What Actually Is a Task?

Marcel kicked things off by questioning whether every process step is a task. In short, no. A process can involve automated actions (system-driven) and human tasks (where someone makes a decision). In Appian, these are typically User Input Tasks—but sometimes, we need a more flexible approach.

User Input Tasks vs. Database Tasks

• User Input Tasks (UITs): Managed by Appian’s process engine, providing built-in assignment, escalation, and tracking. Great for structured workflows.





• Database Tasks (DB Tasks): Stored in a database, offering flexibility but requiring custom-built task management. Often favored by developers from traditional backgrounds.

The key takeaway? UITs handle structured processes well, while DB Tasks are better for case-driven workflows. The problem arises when teams mix both approaches, leading to complexity and redundancy.

When Does It Matter?

If you’re managing millions of tasks (like Joe Longworth in Episode 20), UITs might struggle, and DB Tasks can scale better. But for most use cases, UITs prevent unnecessary complexity—unless your process is inherently dynamic.

Another challenge? Cross-application task lists. If every Appian app implements DB Tasks differently, you lose the ability to provide users with a single, unified task list.

What’s the Right Approach?

There’s no one-size-fits-all answer, but here’s our advice:

• If UITs work for your process, use them.





• If your workflow is case-driven, DB Tasks might make more sense.





• Don’t mix both unless you really know what you’re doing.





• Ultimately, good Appian practitioners challenge assumptions. It’s not about what’s easy to build—it’s about what truly optimizes the process.

What do you think? Drop us a comment, and check out the full episode for the deep dive!