What is Evidence?
Evidence is documentation that proves a task was completed correctly. It’s the “receipt” that shows the work was done.Documents
Signed contracts, completed forms, reports
Screenshots
System configurations, email confirmations, completed processes
Photos
Physical installations, facility inspections, equipment setups
Why Evidence Matters
For You (The Task Owner)
Protects You
Protects You
Evidence proves you completed the work. If someone asks “Was this done?” weeks later, you have documentation to show it was.
Helps You Remember
Helps You Remember
When you need to do similar work in the future, you can reference your previous evidence to remember exactly how you did it.
Shows Your Work
Shows Your Work
Evidence demonstrates the quality and thoroughness of your work to managers and stakeholders.
For Your Team
Enables Knowledge Transfer
Enables Knowledge Transfer
New team members can see exactly how tasks were completed by reviewing evidence from past workflows.
Ensures Consistency
Ensures Consistency
Everyone can see the standard of work expected by reviewing evidence from completed tasks.
Facilitates Handoffs
Facilitates Handoffs
When work passes between team members, evidence provides context about what’s already been done.
For the Business
Compliance & Audits
Compliance & Audits
Many business processes require documented proof that steps were completed correctly and on time.
Quality Assurance
Quality Assurance
Managers can review evidence to ensure work meets quality standards without micromanaging.
Process Improvement
Process Improvement
Reviewing evidence from completed workflows helps identify bottlenecks and opportunities for improvement.
Risk Mitigation
Risk Mitigation
If something goes wrong, evidence creates a clear audit trail showing what was done, when, and by whom.
Types of Evidence
Different tasks require different types of evidence. Here’s what works best for each scenario:Documentation Evidence
Best For
Legal agreements, financial transactions, formal approvals, compliance documentation
- Signed offer letter (PDF)
- Completed W-4 form
- Vendor contract with signatures
- Insurance certificate
- Bank statement showing wire transfer
Screenshot Evidence
Best For
System configurations, software setups, online confirmations, digital processes
- Email confirmation that account was created
- Screenshot of software license activated
- Configuration screen showing settings were changed
- Order confirmation from vendor website
- System status showing backup completed
Photo Evidence
Best For
Physical installations, facility inspections, equipment setups, in-person meetings
- Photo of installed equipment
- Facility safety inspection images
- Photo of organized workspace
- Picture of team at first meeting
- Before/after photos of renovation
Explanatory Evidence
Best For
Tasks where visual proof isn’t possible but explanation is needed
- Written summary of phone call outcome
- Notes from in-person meeting
- Explanation of decision made
- Description of verbal approval received
The Evidence Review Process
1
Task Completed
You finish the work described in the task.
2
Evidence Uploaded
You upload relevant documentation, screenshots, or photos proving completion.
3
Comments Added
You add a brief comment explaining the evidence if needed (e.g., “Signed contract uploaded - start date is June 1st”).
4
Task Marked Complete
You mark the task as complete. It now shows as finished in the workflow.
5
Available for Review
Managers, auditors, or other stakeholders can review your evidence at any time.
6
Archived with Workflow
When the workflow completes, all evidence is preserved as a permanent historical record.
Evidence Best Practices
Do’s
Upload Immediately
Add evidence as soon as you complete the task. Don’t wait until the end of the day or week.
Be Specific
Name files descriptively (e.g., “signed-offer-letter-john-smith.pdf” not “document.pdf”).
Include Context
Add a comment explaining what the evidence shows, especially if it’s not obvious.
Verify Quality
Make sure screenshots are readable and documents are complete before uploading.
Don’ts
Don't Skip It
Even if the task seems minor, upload evidence. It takes 30 seconds and could save hours later.
Don't Upload Irrelevant Files
Only upload evidence directly related to the task. Keep it focused.
Don't Use Poor Quality
Blurry photos and illegible screenshots aren’t helpful. Take a moment to get a clear capture.
Don't Include Sensitive Data Unnecessarily
Redact personal information (SSNs, passwords, etc.) before uploading if it’s not required.
How Evidence Creates Accountability
Evidence creates a transparent, accountable system where:1
Work is Visible
Everyone can see what work has been completed and by whom.
2
Quality is Verifiable
Managers can verify work quality without hovering over team members.
3
Standards are Clear
New team members can see the expected standard by reviewing past evidence.
4
Credit is Given
Your contributions are documented and recognized.
5
Issues are Traceable
If problems arise, you can trace back to see where things went off track.
6
Improvements are Data-Driven
Patterns in evidence help identify process improvements.
Without Evidence
“Did someone contact the vendor about this?” “I think so… maybe Sarah did it last week?” “I don’t see any email. Can you check?” 30 minutes of searching ensues
With Evidence
“Did someone contact the vendor about this?” “Yes, I’ll send you the link to the workflow task. Sarah completed it on May 15th and uploaded the vendor’s email confirmation.” 5 seconds to find the answer