Skip to main content

​
Why Track Progress

Tracking workflow progress helps you:

Stay On Schedule

See if you’re on track to meet deadlines

Identify Bottlenecks

Spot tasks or people that are blocking progress

Communicate Status

Give accurate updates to stakeholders

Plan Your Work

Prioritize tasks based on workflow needs

​
Viewing Workflow Progress

1

Open the Workflow

Navigate to Process Framework > My Workflows and click on the workflow you want to track.
2

View Progress Dashboard

The workflow overview shows several progress indicators at the top:
  • Overall completion percentage
  • Visual progress bar
  • Task completion count
  • Estimated completion date
  • Status badges
3

Review Detailed Task List

Scroll down to see all tasks with their individual statuses:
  • Completed tasks
  • In progress tasks
  • New / Available tasks
  • Pending tasks (waiting on dependencies)
  • Blocked tasks

​
Progress Indicators Explained

​
Overall Completion Percentage

Task Completion %

Shows what percentage of all tasks are completeExample: “12 of 20 tasks complete - 60%”
This is the simplest way to see how far along the workflow is.
Percentage is calculated based on number of tasks, not time or effort. A 5-minute task counts the same as a 5-hour task.

​
Visual Progress Bar

The progress bar shows completion status visually:
  • Green segment: Completed tasks
  • Blue segment: In progress tasks
  • Gray segment: Not yet started tasks
Hover over the bar to see exact numbers for each status.

​
Task Breakdown

Task Status Count

Shows how many tasks are in each status:
  • 8 Completed
  • 2 In Progress
  • 3 New
  • 5 Pending
  • 2 Blocked
This gives you a detailed view of where tasks are in their lifecycle.

​
Estimated Completion Date

Projected Finish Date

Based on current progress and remaining tasks:Example: “Estimated completion: June 15, 2025”
The system considers:
  • Task completion rate (how fast tasks are being finished)
  • Remaining tasks and their estimated durations
  • Task dependencies and critical path
  • Historical completion times for similar workflows
This is an estimate, not a guarantee. Blocked tasks, delays, and changing priorities can affect actual completion date.

​
Task Status Meanings

Understanding task statuses helps you interpret progress:

​
Completed

  • Work is done
  • Evidence is uploaded
  • Task is marked complete
  • No further action needed
Completed tasks show:
  • Who completed it
  • When it was completed
  • Time taken to complete
  • Uploaded evidence

​
In Progress

  • Task has been started
  • Assigned person is working on it
  • Work is underway but not finished
In Progress tasks show:
  • Who is working on it
  • When they started
  • Time elapsed since starting

​
New / Available

  • All dependencies are met
  • Assigned person can start anytime
  • No blockers
Available tasks are your action items - these are what you should work on next.

​
Pending

  • Task exists but can’t start yet
  • Dependencies aren’t complete
  • Will become Available once dependencies finish
Pending tasks show which other tasks must complete first.

​
Blocked

  • Task cannot be completed due to a problem
  • Needs intervention to unblock
  • Someone has flagged an issue
Blocked tasks show:
  • Why it’s blocked
  • Who blocked it
  • What’s needed to unblock it

​
Progress by Phase or Section

Many workflows organize tasks into phases or sections:

​
Example: Employee Onboarding 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 (66% complete) Task 4: Create email account Task 5: Set up workstation Task 6: Assign security badge [IN PROGRESS] Phase 3: Week 1 Training (0% complete) Task 7: Schedule orientation [AVAILABLE] Task 8: Complete HR paperwork [PENDING] Task 9: Assign training modules [PENDING] This view helps you see:
  • Which phases are complete
  • Where you currently are in the process
  • What’s coming next

​
Identifying Blocked Tasks

Blocked tasks prevent workflow progress. Identify and resolve them quickly:
1

Look for Red Warning Icons

Scan your task list for red blocked indicators.
2

Click the Blocked Task

Open it to see details about why it’s blocked.
3

Read the Block Reason

Someone will have added a comment explaining the issue:Examples:
  • “Vendor hasn’t responded to contract request - 3 days overdue”
  • “Cannot proceed without budget approval from Finance Director”
  • “Equipment delayed - new delivery date TBD”
4

Check Who Can Unblock

The block comment usually indicates:
  • What’s needed to unblock
  • Who needs to take action
  • Any relevant people tagged
5

Take Action or Escalate

  • If you can unblock it: Take action
  • If someone else must unblock: Follow up with them
  • If urgent: Escalate to workflow owner or manager
Blocked tasks often create a domino effect. If Task 5 is blocked, all tasks that depend on Task 5 are also blocked indirectly. Address blocks quickly to prevent workflow stalls.

​
Understanding the Critical Path

The critical path is the sequence of tasks that determines the minimum time to complete the workflow.

​
Why Critical Path Matters

Workflow cannot complete faster than the critical path. If the critical path takes 30 days, the workflow takes at least 30 days.
Tasks on the critical path should be prioritized. Delays here delay the entire workflow.
Tasks NOT on critical path have slack time. They can be delayed without affecting overall completion.
Some systems highlight critical path tasks in red or orange. Focus on completing these first to keep the workflow on schedule.

​
Tracking Your Personal Progress

View all your tasks across all workflows in one place:
1

Go to My Tasks

Click Tasks & Work > My Tasks in the main navigation sidebar.
2

View All Your Tasks

See every task assigned to you across all workflows:
  • Active tasks you’re working on
  • Available tasks ready to start
  • Completed tasks (for reference)
3

Sort by Priority

Sort tasks to see what needs attention first:
  • By Due Date: Most urgent first
  • By Priority: High priority first
  • By Workflow: Grouped by workflow
  • By Status: Available first, then in progress
4

Filter Your View

Filter to focus on specific tasks:
  • Tasks due this week
  • High priority only
  • Specific workflow
  • Specific category (HR, Finance, etc.)
Learn more about using My Tasks

​
Progress Reports and Analytics

Many systems provide progress reports for workflows:

Workflow Summary

Overall completion, timeline, and health metrics

Team Performance

How quickly team members complete tasks

Bottleneck Analysis

Which tasks consistently take longer than expected

Completion Trends

Progress over time compared to expected trajectory

​
Using Reports Effectively

Look for tasks that:
  • Consistently take longer than estimated
  • Frequently get blocked
  • Often lack evidence
  • Show confusion in comments
These indicate areas for process improvement.
If you’ve run this workflow before:
  • Compare current progress to previous runs
  • Identify if you’re on track, ahead, or behind
  • Understand what’s different this time
Use progress data to forecast:
  • Realistic completion date
  • Resources needed
  • Potential risks
Export reports to share with:
  • Leadership (high-level summary)
  • Project managers (detailed metrics)
  • Team members (individual performance)

​
Workflow Health Indicators

Beyond simple percentage complete, look at workflow health:

​
On Track

Healthy Workflow

  • Progress matches expected timeline
  • No blocked tasks
  • Tasks completing at steady pace
  • All assignees engaged
Indicator: Green status badge

​
At Risk

Concerning Workflow

  • Progress slower than expected
  • Some blocked tasks
  • Approaching deadline with tasks remaining
  • Some assignees not engaged
Indicator: Yellow/orange status badge

​
Behind Schedule

Troubled Workflow

  • Significantly behind expected progress
  • Multiple blocked tasks
  • Deadline passed or imminent
  • Low completion rate
Indicator: Red status badge
Address “At Risk” workflows before they become “Behind Schedule.” Early intervention prevents crisis management.

​
Communicating Progress to Stakeholders

When providing workflow updates to managers or stakeholders:

​
What to Include

1

Overall Status

“We’re 65% complete with 13 of 20 tasks finished.”
2

Timeline Status

“On track to complete by June 15th as planned.”OR“2 days behind schedule due to vendor delay.”
3

Key Accomplishments

“This week we completed all Phase 2 tasks including equipment setup and account creation.”
4

Current Focus

“Now working on Phase 3: Week 1 training and orientation.”
5

Blockers or Risks

“One task is blocked waiting for budget approval from Finance. Escalated to CFO.”
6

Next Milestones

“Next major milestone is completing all training by June 10th.”

​
Update Templates

Workflow: [Name] Overall Progress: [X%] ([Y] of [Z] tasks complete) Status: [On Track / At Risk / Behind]Completed This Week:[Task 1][Task 2][Task 3]In Progress:[Task 4] - [Person Name] - [Expected completion date]Blockers:[Description of any blocked tasks]Next Week:[Planned tasks]
[Workflow Name] Update:Completed [X] tasks today[Y] tasks in progress[Z] tasks available for tomorrow[Any blockers or issues]

​
Best Practices for Progress Tracking

Make it a daily habit to:
  • Review your workflows
  • Check for newly available tasks
  • Identify and address blockers
  • Update task statuses
Spend 5-10 minutes each morning reviewing progress.
Mark tasks complete as you finish them. Don’t batch updates at end of day or week.Real-time updates provide:
  • Accurate progress for stakeholders
  • Immediate unlocking of dependent tasks
  • Better timeline projections
When you encounter a blocker:
  • Mark the task as blocked right away
  • Document why it’s blocked
  • Notify relevant people
  • Don’t wait for someone to ask
Fast blocker resolution = faster workflows.
When you complete a major phase or reach a milestone:
  • Acknowledge the accomplishment
  • Thank team members who contributed
  • Share the progress with stakeholders
Recognition maintains momentum and motivation.

​
Next Steps

Complete Tasks

Learn how to complete tasks and mark them as done

Upload Evidence

Provide documentation for completed work

Use My Tasks

View all your tasks across all workflows in one place

Organize Tasks

Use tags, priorities, and categories effectively