> ## Documentation Index
> Fetch the complete documentation index at: https://docs.stage3.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Completing Tasks

> Step-by-step guide to completing workflow tasks and marking them as done

## The Task Completion Process

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

<Steps>
  <Step title="Open the Task">
    Navigate to the task from your workflow or task list and click to open it.
  </Step>

  <Step title="Read Task Details">
    Carefully review what needs to be done.
  </Step>

  <Step title="Mark as In Progress">
    Change the **Status** dropdown from "New" to "In Progress".
  </Step>

  <Step title="Perform the Work">
    Complete the task as described in the instructions.
  </Step>

  <Step title="Upload Evidence">
    Provide documentation that proves the task was completed (e.g., attachments).
  </Step>

  <Step title="Add Comments (Optional)">
    Include any relevant notes or context in the "Comments" section.
  </Step>

  <Step title="Mark Complete">
    Change the **Status** dropdown to "Completed" to finish the task.
  </Step>
</Steps>

## Opening a Task

<Steps>
  <Step title="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
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Reading Task Details

Carefully read the task description before starting. Look for:

<CardGroup cols={2}>
  <Card title="What to Do" icon="list-check">
    The specific actions you need to take
  </Card>

  <Card title="Why It Matters" icon="lightbulb">
    Context about why this task is important
  </Card>

  <Card title="How to Do It" icon="map">
    Step-by-step instructions or guidance
  </Card>

  <Card title="What to Deliver" icon="file-circle-check">
    Expected output or evidence requirements
  </Card>
</CardGroup>

### 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: [hr@company.com](mailto:hr@company.com)

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

<Tip>
  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.
</Tip>

## Marking a Task as In Progress

<Steps>
  <Step title="Change the Status">
    In the task detail panel, click the **Status** dropdown.
  </Step>

  <Step title="Select 'In Progress'">
    Select the **"In Progress"** option from the list.

    This tells your team you're actively working on it.
  </Step>

  <Step title="Notifications Sent">
    Relevant stakeholders may be notified that you've started:

    * Workflow owner
    * Team members waiting on this task
    * Your manager (if configured)
  </Step>

  <Step title="Time Tracking Begins">
    If time tracking is enabled, the system starts tracking how long you spend on this task.
  </Step>
</Steps>

<Info>
  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.
</Info>

## Performing the Work

Now do the actual work described in the task.

### Tips While Working

<AccordionGroup>
  <Accordion title="Collect Evidence as You Go">
    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.
  </Accordion>

  <Accordion title="Follow Instructions Exactly">
    Don't improvise or skip steps unless you're sure they're unnecessary. If you think instructions are wrong, ask first.
  </Accordion>

  <Accordion title="Document Issues">
    If you encounter problems, make notes about what went wrong and how you resolved it. Add this context in the "Comments" section.
  </Accordion>

  <Accordion title="Refer to Resources">
    Use any referenced templates, guides, or tools mentioned in the task description.
  </Accordion>

  <Accordion title="Ask for Help When Stuck">
    If you're blocked or confused for more than 15 minutes, reach out. Use the **Add Comment** button or contact the workflow owner.
  </Accordion>
</AccordionGroup>

## Uploading Evidence

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

<Steps>
  <Step title="Click 'Add Attachment'">
    In the task detail panel, click **Add Attachment** or **Upload Files**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Wait for Upload">
    Files upload to the system. Don't close the window until upload completes.
  </Step>

  <Step title="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"
  </Step>

  <Step title="Verify Upload">
    Confirm your evidence files appear in the task.
  </Step>
</Steps>

[See detailed guide on uploading evidence](/workflows/uploading-evidence)

## Adding Comments to Tasks

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

<Steps>
  <Step title="Click 'Add Comment'">
    In the task detail panel, find the comment section (e.g., "Comments (0)") and click **Add Comment**.
  </Step>

  <Step title="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.
    ```
  </Step>

  <Step title="Tag People (Optional)">
    Use @mentions to notify specific people:

    * **@username** - Tag a specific person
    * **@team-name** - Tag an entire team

    Tagged people receive notifications.
  </Step>

  <Step title="Post Comment">
    Click **Post** (or "Add Comment") to add the comment to the task.

    Comments are visible to anyone with access to the workflow.
  </Step>
</Steps>

### When to Add Comments

<CardGroup cols={2}>
  <Card title="Always Comment When" icon="message-check">
    * You deviated from instructions
    * You encountered and resolved problems
    * You made decisions that affect other tasks
    * You have information others will need
  </Card>

  <Card title="Optional Comments" icon="message">
    * General updates on progress
    * Acknowledging feedback
    * Asking clarifying questions
    * Sharing useful resources
  </Card>
</CardGroup>

## Marking a Task Complete

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

<Steps>
  <Step title="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
  </Step>

  <Step title="Change the Status">
    In the task detail panel, click the **Status** dropdown.
  </Step>

  <Step title="Select 'Completed'">
    Select the **"Completed"** option from the list.
  </Step>

  <Step title="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
  </Step>

  <Step title="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
  </Step>
</Steps>

### What Happens After You Mark Complete

<Accordion title="Notifications Sent">
  * Workflow owner sees the task is complete
  * People assigned to dependent tasks are notified
  * Your manager sees your progress (if configured)
</Accordion>

<Accordion title="Workflow Progress Updates">
  * Overall completion percentage increases
  * Progress bars update
  * Timeline projections recalculate
</Accordion>

<Accordion title="Your Task List Updates">
  * Task moves out of "In Progress"
  * Task moves to "Completed" section
  * Next available tasks appear
</Accordion>

<Accordion title="Time Tracking Stops">
  * System records total time spent on task
  * Time data feeds into analytics and reporting
</Accordion>

## Moving to the Next Task

<Steps>
  <Step title="View Updated Task List">
    After completing a task, view your updated task list to see what's available next.
  </Step>

  <Step title="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
  </Step>

  <Step title="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
  </Step>

  <Step title="Start Next Task">
    Click the next task and begin the completion process again.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## Common Scenarios

<AccordionGroup>
  <Accordion title="What if I realize I made a mistake after marking complete?">
    **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

    <Warning>
      Don't try to hide mistakes. It's better to fix them properly than to leave incorrect work in the system.
    </Warning>
  </Accordion>

  <Accordion title="Can I mark a task complete without evidence?">
    **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.
  </Accordion>

  <Accordion title="What if the task requires approval?">
    **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.
  </Accordion>

  <Accordion title="Task says it's complete but I didn't finish it">
    **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.
  </Accordion>

  <Accordion title="Can I work on multiple tasks simultaneously?">
    **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.
  </Accordion>
</AccordionGroup>

## Task Completion Best Practices

<AccordionGroup>
  <Accordion title="Complete Tasks Promptly">
    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
  </Accordion>

  <Accordion title="Quality Over Speed">
    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
  </Accordion>

  <Accordion title="Be Thorough with Evidence">
    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.
  </Accordion>

  <Accordion title="Communicate Proactively">
    Use comments to share:

    * Problems you encountered
    * Decisions you made
    * Information teammates will need

    Over-communication is better than under-communication in workflows.
  </Accordion>

  <Accordion title="Update Status Accurately">
    * 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
  </Accordion>
</AccordionGroup>

## Keyboard Shortcuts (if available)

Some systems support keyboard shortcuts for faster task completion:

| Shortcut | Action                    |
| -------- | ------------------------- |
| `S`      | Change status             |
| `C`      | Add comment               |
| `E`      | Add evidence (attachment) |
| `←` `→`  | Navigate between tasks    |
| `/`      | Focus search              |

<Info>
  Check your system's help documentation to see if shortcuts are available and what they are.
</Info>

## Next Steps

<CardGroup cols={2}>
  <Card title="Upload Evidence" icon="upload" href="/workflows/uploading-evidence">
    Detailed guide on uploading and managing evidence
  </Card>

  <Card title="Track Progress" icon="chart-line" href="/workflows/tracking-progress">
    Monitor your workflow and task completion progress
  </Card>

  <Card title="Use My Tasks" icon="list-check" href="/tasks/using-my-tasks">
    View all your tasks across all workflows in one place
  </Card>

  <Card title="Create Team Tasks" icon="users" href="/tasks/creating-team-tasks">
    Learn how to create tasks for your team (admin feature)
  </Card>
</CardGroup>