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Task Completion Overview

Completing a task involves more than just doing the work. It’s a process that ensures quality, accountability, and clear communication.
1

Open the Task

Access the task from “My Tasks” or from the workflow.
2

Update Status to 'In Progress'

Change the Status dropdown from “New” to “In Progress” when you start working.
3

Perform the Work

Complete the task following the provided instructions.
4

Add Comments

Document any important information or decisions in the “Comments” section.
5

Upload Attachments

Add supporting files, documents, or evidence of completion.
6

Mark Complete

Change the Status dropdown to “Completed” to finish the task.

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Opening a Task

1

Navigate to the Task

Access tasks from multiple locations:From My Tasks:
  • Click Tasks & Work > My Tasks in the navigation sidebar
  • Find and click “View” on the task row
From a Workflow:
  • Open the workflow
  • Click the task in the task list
From a Notification:
  • Click a task notification
  • Opens directly to the task
2

Review Task Information

Before starting, review the “Task Details” panel:
  • Task Title and Description: What needs to be done
  • Priority level: How urgent is this
  • Status: The current state (e.g., “New”)
  • Assigned To: Who is responsible
  • Due date: When it should be completed
  • Dependencies: What must be done first
  • Attachment requirements: What documentation is needed

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Updating Task Status

Keep task status current so everyone knows what you’re working on:

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Starting a Task

1

Click the 'Status' Dropdown

When you’re ready to begin work, click the Status dropdown in the “Task Details” panel.
2

Select 'In Progress'

  • Task status badge changes to “In Progress”
  • Task moves to your “In Progress” section
  • Team members see you’re working on it
  • Time tracking begins (if enabled)
3

Notifications Sent

Relevant people are notified:
  • Workflow owner knows work has started
  • Team members waiting on this task get updates
Starting a task is optional but recommended. It provides visibility and prevents duplicate work when tasks are assigned to teams.

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Pausing a Task

If you start a task but can’t complete it immediately:
  1. Add a comment explaining why you’re pausing
  2. Task remains “In Progress”
  3. Come back to it when ready
Example comment: “Pausing - waiting for vendor response. Will resume when they reply.”The task stays in your “In Progress” list as a reminder.

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Marking as Blocked

If you cannot complete the task due to an issue:
  1. Change the Status dropdown to “Blocked”
  2. Add a comment explaining the blocker
  3. Tag people who can help
  4. Status changes to “Blocked”
Example: Marking as blocked - cannot access vendor portal to download contract. IT ticket #4567 submitted. @it-manager can you expedite?This alerts others that intervention is needed.

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Adding Comments to Tasks

Comments provide context, ask questions, and document decisions:
1

Scroll to Comments Section

Find the “Comments” area at the bottom of the “Task Details” panel (e.g., “Comments (0)”).
2

Click 'Add Comment'

Click the Add Comment button.
3

Write Your Comment

Add relevant information:Good comments:
  • “Spoke with vendor - they confirmed delivery by Friday”
  • “Changed approach per discussion with @manager - using Method B instead of Method A”
  • “Question: Should I include Q4 data in this report or just Q1-Q3? @project-owner”
  • “Completed successfully. Note: Had to use alternate vendor due to original being out of stock.”
Avoid:
  • “Done” (not helpful for future reference)
  • Comments that just repeat the task name
  • Vague updates without details
4

Tag People When Needed

Use @mentions to notify specific people:
  • Type @ followed by the person’s name
  • Select from the dropdown
  • They’ll receive a notification
When to tag:
  • Asking someone a question
  • Notifying someone of important information
  • Requesting approval or review
  • Escalating an issue
5

Format Your Comment

Use formatting for clarity:
  • Bold important points
  • Use bullet points for lists
  • Add line breaks for readability
  • Include links to resources
6

Post Comment

Click Post or Add Comment to publish.Comment appears in the task’s activity stream.

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When to Add Comments

Always Comment When

  • You encounter problems or blockers
  • You make decisions that affect others
  • You deviate from task instructions
  • You need clarification or approval
  • You discover important information

Consider Commenting When

  • You complete a major subtask
  • You make progress updates
  • You reference related resources
  • You acknowledge feedback
  • You explain your approach

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Uploading Attachments

Attach files to tasks for documentation and evidence:
1

Find Attachments Section

Look for the Attachments or Files section in the task detail panel.
2

Click 'Add Attachment' or 'Upload'

Click the button to open the file upload dialog.
3

Select Files

Choose files from your computer:
  • Select one or multiple files
  • Or drag and drop files into the upload area
Supported file types:
  • Documents: PDF, Word, Excel, PowerPoint
  • Images: PNG, JPG, GIF
  • Archives: ZIP
4

Wait for Upload

Files upload with progress indicators.Don’t close the window until complete.
5

Add File Descriptions

For each uploaded file, add a description in the Comments section for context:
  • What the file contains
  • Why it’s relevant
  • Any important details
Example: “Signed contract with start date of June 1, 2025 - page 3”
See detailed guide on uploading evidence

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Attachment Best Practices

Before uploading, rename files to be clear:Good: signed-vendor-contract-acme-corp-2025.pdfBad: document.pdf or scan001.pdf
Don’t wait until you mark the task complete. Upload files as you create or receive them.
If files are very large:
  • Compress PDFs
  • Resize images
  • Use ZIP files for multiple items
  • Or link to cloud storage instead
Check task requirements. If it says “upload signed form AND confirmation email,” make sure to upload both.

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Marking a Task Complete

Once work is done and documented, mark the task complete:
1

Verify Completion Requirements

Before marking complete, confirm:
  • Work is actually finished
  • All attachments/evidence uploaded
  • Required comments added
  • Quality standards met
  • Any approvals obtained (if needed)
2

Click the 'Status' Dropdown

In the “Task Details” panel, click the Status dropdown.
3

Select 'Completed'

Choose “Completed” from the list.
4

Add Completion Notes (Optional)

Add a final comment with a summary of what was done.Example: “Completed onboarding call. Employee is excited and will start June 1st. Sent calendar invite for first day.”
5

Task Status Updates

Task is now complete:
  • Status changes to “Completed”
  • Task gets a checkmark in the list
  • Completion timestamp recorded
  • Task moves to completed tasks list
  • Dependent tasks may unlock

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What Happens After Completion

People are notified of completion:
  • Workflow owner sees progress
  • Team members with dependent tasks are alerted
The workflow reflects your completion:
  • Progress percentage increases
  • Progress bar updates
  • Task appears as complete in workflow view
If other tasks were waiting on this one:
  • They change from “Pending” to “New” or “Available”
  • Assigned people can now start them

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Tasks Requiring Approval

Some tasks need manager or stakeholder approval before completing:
1

Complete the Work

Do the task as normal.
2

Upload Evidence

Provide all required documentation.
3

Submit for Approval

Instead of “Completed”, change the Status dropdown to “Pending Approval”.
4

Task Goes to Approver

Status changes to “Pending Approval”:
  • Approver receives notification
  • Task is locked from editing
  • You wait for approval decision
5

Approval or Rejection

Approver reviews your work and either:Approved:
  • Task status is changed to “Completed”
  • You receive notification
  • Workflow progresses
Rejected:
  • Task status is changed back to “In Progress”
  • Approver provides feedback in the Comments
  • You make corrections and resubmit

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Responding to Rejection

If your task is rejected:
  1. Read the approver’s feedback in the Comments
  2. Make the requested changes
  3. Upload updated evidence if needed
  4. Add a comment explaining what you changed
  5. Change the status back to “Pending Approval”
Example comment: “Updated report per feedback - added Q4 data and corrected calculations on page 5. Resubmitting for approval.”

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Editing Completed Tasks

Sometimes you need to update a task after marking it complete:
If you forgot to upload something:
  1. Open the completed task
  2. Upload the missing file
  3. Add comment: “Adding missed attachment - [description]”
The task remains complete but now has the full documentation.
If you realize you made an error:
  1. Add a comment explaining the mistake
  2. Tag the workflow owner or manager
  3. They can change the task status back to “In Progress”
  4. Make corrections
  5. Re-mark as “Completed”
Don’t try to hide mistakes. It’s better to correct them openly and maintain trust.
Most systems don’t allow editing completed tasks directly to maintain audit trails. Changes are made via comments and additional attachments, or by reopening the task.

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Task Completion Best Practices

Don’t let tasks sit in “In Progress” for days. Complete them quickly to:
  • Unblock dependent tasks
  • Maintain workflow momentum
Taking time to do tasks correctly is better than rushing:
  • Double-check your work
  • Verify attachments are clear and complete
  • Ensure you followed instructions
Don’t wait until the end to document:
  • Add comments throughout the process
  • Upload files as you create them
  • Capture decisions in real-time
Use comments to share:
  • Problems you encountered
  • Decisions you made
  • Information teammates will need
Before marking complete, verify:
  • You actually finished (not 95% done)
  • Attachments clearly prove completion
  • Quality meets standards
  • Any approvals are obtained

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Common Task Completion Scenarios

What to do:
  1. Add a comment explaining the delay
  2. Update estimated completion date
  3. Notify affected people if delay impacts them
  4. Ask for help if you’re stuck
Example comment: “This task is taking longer than expected due to data quality issues. Need extra 2 days to clean data properly. Will complete by Thursday instead of Tuesday.”
What to do:
  1. Add a comment asking for clarification
  2. Tag the task creator or workflow owner
  3. Don’t proceed until you get clarity
  4. Don’t guess - ask
Example comment: “@workflow-owner The instructions say ‘configure system settings’ but don’t specify which settings. Can you clarify which settings need to be configured?”
What to do:
  1. Change status to Blocked
  2. Explain what resources you need
  3. Tag people who can provide resources
  4. Document when you expect resources
Example comment: “Marking as blocked - need access to vendor portal to complete this. Requested access from IT (ticket #4567). Expected access by tomorrow.”
What to do:
  1. Add a comment explaining why
  2. Tag the workflow owner
  3. Ask if task should be cancelled
  4. Don’t mark it complete if work wasn’t done
Example comment: “@workflow-owner This task is no longer needed because we decided to use the existing contract instead. Can you cancel this task?”

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Keyboard Shortcuts (if available)

Some systems support keyboard shortcuts for faster task management:
ShortcutAction
SChange Status
MAdd Comment
EAdd Attachment
EscClose task detail panel
↑ ↓Navigate between tasks
Check your system’s documentation for available shortcuts.

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Next Steps

Use My Tasks

View and manage all your tasks in one place

Organize Tasks

Use tags, priorities, and due dates effectively

Upload Evidence

Detailed guide on uploading evidence and attachments

Track Progress

Monitor your workflow and task progress