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How Workflows Are Assigned to You

Workflows can be assigned to you in several ways:

Role Assignment

You receive a workflow because you hold a role (e.g., “Project Manager” or “HR Lead”)

Direct Assignment

An admin or manager directly assigns a specific workflow to you by name

Department Assignment

Workflow is assigned to your entire department, and you claim it

Auto-Assignment

Workflows are automatically assigned based on rules (e.g., when you join a project)

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Finding Your Assigned Workflows

1

Navigate to My Workflows

Click Process Framework > My Workflows in the main navigation sidebar.
2

View Your Workflow List

You’ll see all workflows currently assigned to you:
  • Active workflows you’re working on
  • Not yet started workflows
  • Recently completed workflows
3

Filter Your Workflows

Use the filters at the top of the list to find specific workflows:
  • Search workflows…
  • All Statuses (Dropdown)
  • All Roles (Dropdown)
4

Sort Your Workflows

Sort by:
  • Due date (urgent first)
  • Priority (high first)
  • Name (alphabetical)
  • Progress (least complete first)

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Understanding Your Workflow List

Each workflow in your list shows key information at a glance:

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Workflow Card Details

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Starting a Workflow Instance

1

Click on the Workflow

From your workflow list, click on the workflow you want to start.This opens the workflow detail view.
2

Review Workflow Overview

Take a moment to understand the workflow:
  • Purpose: What this workflow accomplishes
  • Total Tasks: How many tasks are in the workflow
  • Your Tasks: Which tasks are assigned to you
  • Timeline: Expected completion date
  • Key Milestones: Major checkpoints
3

Review Task List

Scroll down to see all tasks in the workflow:
  • Tasks are listed in order
  • Your tasks are highlighted
  • Task status is shown (Available, Pending, Completed)
  • Dependencies are indicated
Look for tasks marked Available - these are tasks you can start right now.
4

Start Your First Task

Click on an available task to open it and begin work.You can only work on tasks that:
  • Are assigned to you
  • Have no incomplete dependencies
  • Haven’t been completed yet

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Understanding Your Task List Within a Workflow

When you open a workflow, you’ll see all its tasks. Here’s how to read the task list:

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Task Status Indicators

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Task Assignment Badges

Tasks assigned to you show “Assigned to You” badge prominently. These are your responsibility.
Tasks assigned to your team or department show “Team Task” badge. Anyone on the team can claim and complete these.
Tasks assigned to others show their name. You can view these but can’t complete them.

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Priority Indicators

Tasks display priority levels that help you decide what to work on first:
  • High: Critical tasks that should be done immediately
  • Medium: Important tasks with normal urgency
  • Low: Tasks that are helpful but not urgent

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Task Dependency Indicators

Dependencies determine when tasks become available. The task list shows dependencies clearly:
Task can be started immediately (if assigned to you).Shows: “Ready to Start” indicator
All required tasks are complete. This task is now available.Shows: “Available” indicator
Shows which tasks must be completed first.Shows: “Waiting on: Task 3, Task 5”
When you expand a task, you can see if other tasks depend on it.Shows: “3 tasks waiting for this to complete”This helps you prioritize - completing this task unblocks teammates.

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Workflow Progress Tracking

Track overall workflow progress from the workflow overview:

Task Completion %

“11 of 20 tasks complete - 55%”

Visual Progress Bar

Colored bar showing completion percentage

Estimated Completion

Projected completion date based on current progress

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Progress by Section

Some workflows are organized into sections or phases: Phase 1: Pre-Onboarding (100% complete) Task 1: Send offer letter Task 2: Receive signed offer Task 3: Order equipment Phase 2: First Day Setup (75% complete) Task 4: Create email account Task 5: Set up workstation Task 6: Security badge setup Phase 3: Training (0% complete) Task 7: Schedule orientation Task 8: Assign training modules Task 9: Complete Day 1 training

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Starting Work on Your First Task

1

Identify an Available Task

Look for tasks marked Available or New and assigned to you.
2

Click the Task

Click the task to open its detail view.
3

Read Task Details

Review the task carefully:
  • What needs to be done
  • Why it matters
  • How to do it
  • What evidence is required
4

Click 'Start Task'

Click the Start Task button to mark it as in progress. (This may be changing the Status dropdown to “In Progress”).This:
  • Updates the task status to “In Progress”
  • Notifies relevant stakeholders
  • Starts tracking time (if enabled)
5

Complete the Work

Do the work described in the task.Refer back to the task description as needed.
6

Upload Evidence

When finished, upload evidence of completion (documents, screenshots, photos).Learn more about uploading evidence
7

Mark Complete

Click Mark Complete (or change Status dropdown to “Completed”) to finish the task.The task moves to “Completed” status and any dependent tasks may become available.

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Working with Team Tasks

Some tasks are assigned to your entire team rather than to you specifically. Here’s how to handle them:
1

Find Team Tasks

Look for tasks with “Team Task” badge in the workflow.
2

Claim the Task

Click Claim Task to assign it to yourself.This removes it from other team members’ task lists and makes you responsible for completion.
Claiming tasks prevents duplicate work and ensures clear ownership.
3

Complete as Normal

Once claimed, complete the task like any other task assigned directly to you.

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What If You Can’t Complete a Task?

Sometimes you can’t complete a task as expected. Here’s what to do:
If you encounter an issue that prevents completion:
  1. Change the Status dropdown to “Blocked”
  2. Describe the issue in a Comment
  3. Tag relevant people who can help
  4. Workflow owner is notified
Example: “Cannot complete - vendor hasn’t responded to contract request. Tagged @sarah for follow-up.”
If task instructions are unclear:
  1. Click Add Comment in the task details
  2. Ask your question
  3. Tag the workflow owner or admin
  4. Wait for response before proceeding
Example: “@admin The task says ‘configure system settings’ but doesn’t specify which settings. Can you clarify?”
If you receive a task that shouldn’t be assigned to you:
  1. Click Request Reassignment (or “Edit Task”)
  2. Explain why it’s not yours
  3. Suggest who should own it
  4. Admin will reassign
Example: “This task requires Finance approval, which I don’t have authority for. Should be assigned to @finance-director.”
If you realize a task is missing dependencies:
  1. Add a comment explaining the issue
  2. Tag the workflow admin
  3. Continue with other available tasks
Example: “Can’t schedule orientation until equipment arrives (Task 5). That task isn’t complete yet.”

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Best Practices for Starting Workflows

Always review the entire workflow before starting tasks. Understanding the big picture helps you:
  • Prioritize effectively
  • Anticipate upcoming tasks
  • Prepare resources you’ll need
Don’t skip available tasks to work on future tasks. Dependencies exist for a reason - they ensure work happens in the right order.
If you see potential blockers, raise them immediately. Don’t wait until you’re actually stuck.
Mark tasks complete as soon as you finish them. This:
  • Keeps the team informed
  • Unlocks dependent tasks
  • Maintains accurate timeline projections
Don’t batch evidence uploads. Upload as you complete each task to avoid forgetting details.

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Tips for Managing Multiple Workflows

If you’re working on several workflows simultaneously:

Prioritize by Due Date

Work on workflows with nearest due dates first

Batch Similar Tasks

If you have similar tasks across workflows, do them together

Block Focus Time

Set aside dedicated time for workflow tasks to avoid context switching

Use My Tasks Page

View all your tasks across all workflows in one consolidated list on the My Tasks page.

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Next Steps

Learn to Complete Tasks

Step-by-step guide to completing workflow tasks

Upload Evidence

Learn how to upload evidence for your completed tasks

Track Your Progress

Monitor workflow progress and task completion

Use My Tasks

See all your tasks across all workflows in one place