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The Task Completion Process

Completing a task involves more than just doing the work. You need to document what you did and provide evidence.
1

Open the Task

Navigate to the task from your workflow or task list and click to open it.
2

Read Task Details

Carefully review what needs to be done.
3

Mark as In Progress

Change the Status dropdown from “New” to “In Progress”.
4

Perform the Work

Complete the task as described in the instructions.
5

Upload Evidence

Provide documentation that proves the task was completed (e.g., attachments).
6

Add Comments (Optional)

Include any relevant notes or context in the “Comments” section.
7

Mark Complete

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

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Opening a Task

1

Navigate to the Task

You can access tasks from multiple places:
  • From a Workflow: Open the workflow and click the task
  • From My Tasks: Go to Tasks & Work > My Tasks and click the task
  • From Notifications: Click a task notification
2

View Task Detail Panel

The task detail panel opens, showing:
  • Task Title and Description
  • Priority level
  • Assigned To (you or your team)
  • Status (e.g., New, In Progress)
  • Dependencies (what must be done first)
  • Evidence requirements
  • Due Date
  • Tags
  • Comments and activity history
3

Check Dependencies

Before starting, verify all dependencies are met:
  • All dependencies complete - You can start this task
  • Waiting on dependencies - Task shows what’s blocking it
If dependencies aren’t met, you can’t start the task yet.

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Reading Task Details

Carefully read the task description before starting. Look for:

What to Do

The specific actions you need to take

Why It Matters

Context about why this task is important

How to Do It

Step-by-step instructions or guidance

What to Deliver

Expected output or evidence requirements

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Example: Well-Written Task

Task Name: Send Offer Letter to Candidate Description: Send the formal employment offer letter to the candidate via email. WHY: This formalizes our verbal offer and provides the candidate with written details about compensation, benefits, and start date. HOW: Download the offer letter template from the HR shared drive Fill in candidate details (name, role, salary, start date) Have the hiring manager review and approve Send via email with subject: “Employment Offer - [Position]” CC: [email protected] WHAT TO DELIVER: Screenshot of sent email showing candidate received the offer Copy of the signed offer letter (after candidate returns it) DEADLINE: Must be sent within 24 hours of verbal offer
If task instructions are unclear, use the Add Comment button to ask for clarification before starting. It’s better to ask than to do the wrong thing.

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Marking a Task as In Progress

1

Change the Status

In the task detail panel, click the Status dropdown.
2

Select 'In Progress'

Select the “In Progress” option from the list.This tells your team you’re actively working on it.
3

Notifications Sent

Relevant stakeholders may be notified that you’ve started:
  • Workflow owner
  • Team members waiting on this task
  • Your manager (if configured)
4

Time Tracking Begins

If time tracking is enabled, the system starts tracking how long you spend on this task.
You don’t have to mark a task “In Progress” to begin work, but it’s a best practice. It provides visibility and prevents duplicate work.

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Performing the Work

Now do the actual work described in the task.

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Tips While Working

Don’t wait until the end to take screenshots or save documents. Collect evidence throughout the process.Example: If the task involves sending 5 emails, take a screenshot after each one is sent.
Don’t improvise or skip steps unless you’re sure they’re unnecessary. If you think instructions are wrong, ask first.
If you encounter problems, make notes about what went wrong and how you resolved it. Add this context in the “Comments” section.
Use any referenced templates, guides, or tools mentioned in the task description.
If you’re blocked or confused for more than 15 minutes, reach out. Use the Add Comment button or contact the workflow owner.

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Uploading Evidence

After completing the work, you need to provide evidence. This is not optional.
1

Click 'Add Attachment'

In the task detail panel, click Add Attachment or Upload Files.
2

Select Files to Upload

Choose the evidence files from your computer:
  • Documents (PDF, Word, Excel)
  • Screenshots (PNG, JPG)
  • Photos (JPG, PNG)
  • Other files as appropriate
You can upload multiple files at once.
3

Wait for Upload

Files upload to the system. Don’t close the window until upload completes.
4

Add Evidence Description

For each uploaded file, you can add a brief description or note in the Comments section.Good: “Screenshot of sent offer email to candidate John Smith - sent May 15, 2025”Bad: “screenshot.png”
5

Verify Upload

Confirm your evidence files appear in the task.
See detailed guide on uploading evidence

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Adding Comments to Tasks

Comments provide context and communication about the task. The captures confirm a Comments section exists.
1

Click 'Add Comment'

In the task detail panel, find the comment section (e.g., “Comments (0)”) and click Add Comment.
2

Type Your Comment

Add relevant information such as:
  • Challenges you encountered and how you solved them
  • Decisions you made and why
  • Important details about the completion
  • Questions for reviewers or future reference
Example:
Completed offer letter and sent to candidate. Note: Candidate requested
a June 1 start date instead of May 15. Updated offer letter accordingly
and confirmed with hiring manager @john-manager before sending.
3

Tag People (Optional)

Use @mentions to notify specific people:
  • @username - Tag a specific person
  • @team-name - Tag an entire team
Tagged people receive notifications.
4

Post Comment

Click Post (or “Add Comment”) to add the comment to the task.Comments are visible to anyone with access to the workflow.

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When to Add Comments

Always Comment When

  • You deviated from instructions
  • You encountered and resolved problems
  • You made decisions that affect other tasks
  • You have information others will need

Optional Comments

  • General updates on progress
  • Acknowledging feedback
  • Asking clarifying questions
  • Sharing useful resources

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Marking a Task Complete

Once work is done and evidence is uploaded, mark the task complete.
1

Verify Everything is Ready

Before marking complete, check:
  • Work is actually finished
  • Evidence is uploaded
  • Evidence clearly shows task completion
  • Any required comments are added
2

Change the Status

In the task detail panel, click the Status dropdown.
3

Select 'Completed'

Select the “Completed” option from the list.
4

Task Status Updates

The task status changes to Completed:
  • Task gets a checkmark
  • Task is removed from your active “New” task list
  • Task moves to your completed tasks
5

Dependent Tasks Unlock

If other tasks were waiting on this one, they become available:
  • Team members are notified their tasks are ready
  • Workflow progress updates automatically

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What Happens After You Mark Complete

  • Workflow owner sees the task is complete
  • People assigned to dependent tasks are notified
  • Your manager sees your progress (if configured)
  • Overall completion percentage increases
  • Progress bars update
  • Timeline projections recalculate
  • Task moves out of “In Progress”
  • Task moves to “Completed” section
  • Next available tasks appear
  • System records total time spent on task
  • Time data feeds into analytics and reporting

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Moving to the Next Task

1

View Updated Task List

After completing a task, view your updated task list to see what’s available next.
2

Check for Newly Available Tasks

Completing your task may have unlocked tasks that were waiting on it:
  • Look for “New” or “Available” status
  • Check if you’re assigned to newly unlocked tasks
3

Prioritize Next Task

Decide what to work on next based on:
  • Task priority (High → Medium → Low)
  • Due dates (urgent first)
  • Dependencies (tasks blocking others)
  • Your availability and skills
4

Start Next Task

Click the next task and begin the completion process again.
After completing a task, take a moment to see if your completion unlocked tasks for teammates. If so, consider notifying them directly that they can proceed.

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Common Scenarios

Solution:
  1. Add a comment to the completed task explaining the error
  2. Contact the workflow owner or admin
  3. They can reopen the task for you to fix (change status back to “In Progress”)
  4. Make corrections and re-upload evidence
  5. Mark complete again
Don’t try to hide mistakes. It’s better to fix them properly than to leave incorrect work in the system.
Answer: It depends on the task configuration.
  • Some tasks allow completion without evidence
  • Most tasks require evidence before completion
  • System may prevent completion if evidence is mandatory
Best Practice: Always upload evidence even if optional. Future you (or your teammates) will appreciate it.
Process:
  1. Complete the work
  2. Upload evidence
  3. Change the status to “Pending Approval”
  4. Task goes to the approver
  5. Approver reviews your work
  6. If approved: Task moves to Complete
  7. If rejected: Task returns to you with feedback
You’ll be notified of the approval decision.
Possible Causes:
  • Teammate completed a team-assigned task
  • Admin manually marked it complete
  • System error
Solution: Add a comment explaining it’s not actually complete and tag the workflow owner.
Answer: Yes, but not recommended.
  • You can mark multiple tasks “In Progress”
  • But focus on one at a time for better quality
  • Finish one task fully before moving to the next
Exception: When waiting for external input (e.g., vendor response), you can start another task in the meantime.

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Task Completion Best Practices

Don’t let tasks sit in “In Progress” for days unless necessary. Complete them quickly to:
  • Unblock dependent tasks
  • Maintain workflow momentum
  • Keep timelines accurate
It’s better to take extra time to do a task correctly than to rush and create problems later.Poor quality work creates:
  • Rework for you
  • Delays for others
  • Erosion of team trust
Upload clear, complete evidence. Blurry screenshots or partial documents aren’t helpful.Take 30 extra seconds to get good evidence rather than having to redo it later.
Use comments to share:
  • Problems you encountered
  • Decisions you made
  • Information teammates will need
Over-communication is better than under-communication in workflows.
  • Don’t mark tasks complete if they’re only 90% done
  • Don’t leave tasks “In Progress” if you’ve finished them
  • Keep status current so the team has accurate information

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Keyboard Shortcuts (if available)

Some systems support keyboard shortcuts for faster task completion:
ShortcutAction
SChange status
CAdd comment
EAdd evidence (attachment)
← →Navigate between tasks
/Focus search
Check your system’s help documentation to see if shortcuts are available and what they are.

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Next Steps

Upload Evidence

Detailed guide on uploading and managing evidence

Track Progress

Monitor your workflow and task completion progress

Use My Tasks

View all your tasks across all workflows in one place

Create Team Tasks

Learn how to create tasks for your team (admin feature)