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)
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)
Understanding Your Workflow List
Each workflow in your list shows key information at a glance:Workflow Card Details
| Element | What It Shows |
|---|---|
| Workflow Name | The name of the workflow (e.g., “Employee Onboarding - Sarah Chen”) |
| Progress Bar | Visual indicator of completion (e.g., 5 of 15 tasks complete) |
| Status Badge | Active, Not Started, or Completed |
| Priority Indicator | High, Medium, or Low priority |
| Due Date | When the workflow should be completed |
| Your Task Count | How many tasks are assigned specifically to you |
| Available Tasks | Tasks you can start working on right now |
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
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
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:Task Status Indicators
| Task State | What It Means |
|---|---|
| Pending | Task exists but dependencies aren’t met yet |
| New | Task is ready to be started (all dependencies met) |
| Available | (Alternative for ‘New’) Task is ready to be started |
| In Progress | Someone has started working on the task |
| Completed | Task is finished and evidence is uploaded |
| Blocked | Task can’t proceed due to an issue |
Task Assignment Badges
Your Tasks
Your Tasks
Tasks assigned to you show “Assigned to You” badge prominently. These are your responsibility.
Team Tasks
Team Tasks
Tasks assigned to your team or department show “Team Task” badge. Anyone on the team can claim and complete these.
Other People's Tasks
Other People's Tasks
Tasks assigned to others show their name. You can view these but can’t complete them.
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
Task Dependency Indicators
Dependencies determine when tasks become available. The task list shows dependencies clearly:No Dependencies
No Dependencies
Task can be started immediately (if assigned to you).Shows: “Ready to Start” indicator
Dependencies Met
Dependencies Met
All required tasks are complete. This task is now available.Shows: “Available” indicator
Waiting on Dependencies
Waiting on Dependencies
Shows which tasks must be completed first.Shows: “Waiting on: Task 3, Task 5”
You're Blocking Others
You're Blocking Others
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.
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
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 trainingStarting 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.
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.
3
Complete as Normal
Once claimed, complete the task like any other task assigned directly to you.
What If You Can’t Complete a Task?
Sometimes you can’t complete a task as expected. Here’s what to do:Task is Blocked
Task is Blocked
If you encounter an issue that prevents completion:
- Change the Status dropdown to “Blocked”
- Describe the issue in a Comment
- Tag relevant people who can help
- Workflow owner is notified
Task Needs Clarification
Task Needs Clarification
If task instructions are unclear:
- Click Add Comment in the task details
- Ask your question
- Tag the workflow owner or admin
- Wait for response before proceeding
Task Assigned Incorrectly
Task Assigned Incorrectly
If you receive a task that shouldn’t be assigned to you:
- Click Request Reassignment (or “Edit Task”)
- Explain why it’s not yours
- Suggest who should own it
- Admin will reassign
Task Can't Be Done Yet
Task Can't Be Done Yet
If you realize a task is missing dependencies:
- Add a comment explaining the issue
- Tag the workflow admin
- Continue with other available tasks
Best Practices for Starting Workflows
Review Before Starting
Review Before Starting
Always review the entire workflow before starting tasks. Understanding the big picture helps you:
- Prioritize effectively
- Anticipate upcoming tasks
- Prepare resources you’ll need
Start with Available Tasks
Start with Available Tasks
Don’t skip available tasks to work on future tasks. Dependencies exist for a reason - they ensure work happens in the right order.
Communicate Blockers Early
Communicate Blockers Early
If you see potential blockers, raise them immediately. Don’t wait until you’re actually stuck.
Update Progress Regularly
Update Progress Regularly
Mark tasks complete as soon as you finish them. This:
- Keeps the team informed
- Unlocks dependent tasks
- Maintains accurate timeline projections
Upload Evidence Immediately
Upload Evidence Immediately
Don’t batch evidence uploads. Upload as you complete each task to avoid forgetting details.
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.