I have recently attended a three-day training session on K2s Case Management Framework (CMF), a free framework built on top of K2s blackpearl workflow product, and I have come away with several different impressions for some of the different aspects of the framework. 

Before we get into the details, what is the Case Management Framework?  It is essentially a suite of tools that, when used together, solve many common workflow scenarios.  The tool has been developed over time by K2 consultants that have realized they tend to solve the same problems over and over for various clients, so they attempted to package all of those common solutions into one framework.  Most of these common problems involve workflow process that arent necessarily direct and would tend to be difficult to model.  Such solutions could be achieved in blackpearl alone, but the workflows would be complex and difficult to follow and maintain over time.  CMF attempts to simplify such scenarios not so much by black-boxing the workflow processes, but by providing different points of entry to the processes allowing them to be simpler, moving the complexity to a middle layer.  It is not a solution in and of itself, development is still required to tie the pieces together.

CMF is under continuous development, both a plus and a minus in that bugs are fixed quickly and features added regularly, but it may be difficult to know which versions are the most stable.  CMF is not an officially supported K2 product, which means you will not get technical support but you will get access to the source code.

The example given of a business process that would fit well into CMF is that of a file cabinet, where each folder in said file cabinet is a case that contains all of the data associated with one complaint/customer/incident/etc. and various users can access that case at any time and take one of a set of pre-determined actions on it.  When I was given that example, my first thought was that any workflow I have ever developed in the past could be made to fit this model there must be more than just this model to help decide if CMF is the right solution.  As the training went on, we learned that one of the key features of CMF is SharePoint integration as each case gets a SharePoint site created for it, and there are a number of excellent web parts that can be used to design a portal for users to get at all the information on their cases.  While CMF does not require SharePoint, without it you will be missing out on a huge portion of functionality that CMF offers.  My opinion is that without SharePoint integration, you may as well write your workflows and other components the old fashioned way.

When I heard that each case gets its own SharePoint site created for it, warning bells immediately went off in my head as I felt that depending on the data load, a CMF enabled solution could quickly overwhelm SharePoint with thousands of sites so we have yet another deciding factor for CMF:  Just how many cases will your solution be creating?  While it is not necessary to use the site-per-case model, it is one of the more useful parts of the framework.  Without it, you are losing a big chunk of what CMF has to offer.

When it comes to developing on top of the Case Management Framework, it becomes a matter of configuring what makes up a case, what can be done to a case, where each action on a case should take the user, and then typing up actions to case statuses.  This last step is one that I immediately warmed up to, as just about every workflow Ive designed in the past needed some sort of mapping table to set the status of a work item based on the action being taken definitely one of those common solutions that it is good to see rolled up into a re-useable entity (and it gets a nice configuration UI to boot!).  This concept is a little different than traditional workflow design, in that you dont have to think of an end-to-end process around passing a case along a path, rather, you must envision the case as central object with workflow threads branching off of it and doing their own thing with the case data.  Certainly there can be certain workflow threads that get rather complex, but the idea is that they RELATE to the case, they dont BECOME the case (though it is still possible with action->status mappings to prevent certain actions in certain cases, so it isnt always a wide-open free for all of actions on a case).

I realize that this description of the Case Management Framework merely scratches the surface on what the product actually can do, and I dont think Ive conclusively defined for what sort of business scenario you can make a case for Case Management Framework.  What I do hope to have accomplished with this post is to raise awareness of CMF there is a (free!) product out there that could potentially simplify a tangled workflow process and give (for free!) a very useful set of SharePoint web parts and a nice set of (free!) reports.  The best way to see if it will truly fit your needs is to give it a try did I mention it is FREE?  Er, ok, so it is free, but only obtainable at this time for K2 partners

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