> ## 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. # Evidence & Accountability > Learn why evidence matters and how it creates accountability in your workflows ## What is Evidence? Evidence is documentation that proves a task was completed correctly. It's the "receipt" that shows the work was done. Signed contracts, completed forms, reports System configurations, email confirmations, completed processes Physical installations, facility inspections, equipment setups ## Why Evidence Matters ### For You (The Task Owner) Evidence proves you completed the work. If someone asks "Was this done?" weeks later, you have documentation to show it was. When you need to do similar work in the future, you can reference your previous evidence to remember exactly how you did it. Evidence demonstrates the quality and thoroughness of your work to managers and stakeholders. ### For Your Team New team members can see exactly how tasks were completed by reviewing evidence from past workflows. Everyone can see the standard of work expected by reviewing evidence from completed tasks. When work passes between team members, evidence provides context about what's already been done. ### For the Business Many business processes require documented proof that steps were completed correctly and on time. Managers can review evidence to ensure work meets quality standards without micromanaging. Reviewing evidence from completed workflows helps identify bottlenecks and opportunities for improvement. 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 Legal agreements, financial transactions, formal approvals, compliance documentation **Examples:** * Signed offer letter (PDF) * Completed W-4 form * Vendor contract with signatures * Insurance certificate * Bank statement showing wire transfer ### Screenshot Evidence System configurations, software setups, online confirmations, digital processes **Examples:** * 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 Physical installations, facility inspections, equipment setups, in-person meetings **Examples:** * 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 Tasks where visual proof isn't possible but explanation is needed **Examples:** * Written summary of phone call outcome * Notes from in-person meeting * Explanation of decision made * Description of verbal approval received Text-only explanations should be used sparingly. Whenever possible, include a supporting document, screenshot, or photo along with your explanation. ## The Evidence Review Process You finish the work described in the task. You upload relevant documentation, screenshots, or photos proving completion. You add a brief comment explaining the evidence if needed (e.g., "Signed contract uploaded - start date is June 1st"). You mark the task as complete. It now shows as finished in the workflow. Managers, auditors, or other stakeholders can review your evidence at any time. When the workflow completes, all evidence is preserved as a permanent historical record. ## Evidence Best Practices ### Do's Add evidence as soon as you complete the task. Don't wait until the end of the day or week. Name files descriptively (e.g., "signed-offer-letter-john-smith.pdf" not "document.pdf"). Add a comment explaining what the evidence shows, especially if it's not obvious. Make sure screenshots are readable and documents are complete before uploading. ### Don'ts Even if the task seems minor, upload evidence. It takes 30 seconds and could save hours later. Only upload evidence directly related to the task. Keep it focused. Blurry photos and illegible screenshots aren't helpful. Take a moment to get a clear capture. Redact personal information (SSNs, passwords, etc.) before uploading if it's not required. ## How Evidence Creates Accountability Evidence creates a transparent, accountable system where: Everyone can see what work has been completed and by whom. Managers can verify work quality without hovering over team members. New team members can see the expected standard by reviewing past evidence. Your contributions are documented and recognized. If problems arise, you can trace back to see where things went off track. 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* ## Evidence = Trust + Efficiency When everyone uploads evidence consistently, your team operates with: * **Higher trust** (work is proven, not assumed) * **Greater efficiency** (less time verifying and searching) * **Better quality** (standards are clear and visible) * **Stronger accountability** (contributions are documented) ## Next Steps Step-by-step guide to uploading evidence for your tasks Walk through completing a task with evidence