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Why Upload Evidence

Evidence serves as proof that work was completed correctly. It’s the digital paper trail that:

Protects You

Documents that you completed the work if questions arise later

Informs Your Team

Shows teammates exactly what was done and how

Enables Audits

Provides documentation for compliance and quality reviews

Builds Knowledge

Creates a reference library for future similar work
Learn more about why evidence matters

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Types of Evidence

Different tasks require different types of evidence:

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Documents

Best For

Contracts, forms, reports, spreadsheets, presentations
Examples:
  • Signed offer letter (PDF)
  • Completed vendor contract
  • Financial analysis spreadsheet
  • Meeting agenda and notes
  • Compliance checklist
File Types: PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), Text (.txt)

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Screenshots

Best For

Software configurations, email confirmations, system statuses, online forms
Examples:
  • Email confirmation showing message was sent
  • System dashboard showing configuration completed
  • Order confirmation from vendor website
  • Software license activation screen
  • Calendar invite showing meeting scheduled
File Types: PNG, JPG, GIF
PNG format is better than JPG for screenshots because it preserves text clarity.

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Photos

Best For

Physical installations, equipment, facilities, in-person events
Examples:
  • Photo of installed equipment
  • Picture of organized workspace
  • Facility inspection images
  • Team photo from first meeting
  • Before/after renovation photos
File Types: JPG, PNG, HEIC (from mobile)

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Screen Recordings

Best For

Complex processes, software demonstrations, training sessions
Examples:
  • Video walkthrough of system configuration
  • Recording of training session
  • Demo of new feature
  • Process demonstration
File Types: MP4, MOV, AVI
Video files are large. Only upload videos when screenshots or documents can’t adequately capture what was done.

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How to Upload Evidence

1

Open the Task

Navigate to the task you want to add evidence to (e.g., from your Tasks & Work > My Tasks page) and click to open its details.
2

Find the Evidence Section

Scroll to the Evidence or Attachments section of the task detail panel.This is usually below the task description and above the comments section.
3

Click 'Add Evidence' or 'Upload Files'

Click the button to open the file upload dialog.
4

Select Files from Your Computer

Your computer’s file browser opens. Select the file(s) you want to upload:
  • You can select multiple files at once
  • Hold Ctrl (Windows) or Cmd (Mac) to select multiple
  • Or drag and drop files directly into the upload area
5

Wait for Upload to Complete

Files upload to the system. You’ll see:
  • Upload progress bar for each file
  • File name and size
  • Completion checkmark when done
Don’t close the browser window or navigate away until all uploads complete.
6

Add Description to Each File

For each uploaded file, add a descriptive caption:Good Descriptions:
  • “Signed offer letter - John Smith - Start date June 1, 2025”
  • “Screenshot of sent email to vendor - Order confirmation #12345”
  • “Photo of installed network equipment in server room”
Bad Descriptions:
  • “document.pdf”
  • “screenshot”
  • “IMG_1234.jpg”
Write descriptions as if someone who wasn’t there will review this evidence in 6 months. What context do they need?
7

Verify Evidence Appears

Confirm your evidence files are listed in the task with:
  • Correct file names
  • Clear descriptions
  • Preview thumbnails (for images)
  • File size and upload date

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Taking Good Screenshots

Screenshots are the most common evidence type. Here’s how to take effective ones:

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On Windows

1

Capture Specific Area

Press Windows + Shift + S to open Snipping ToolClick and drag to select the area you want to capture
2

Capture Full Screen

Press Print Screen key to capture entire screenImage is copied to clipboard
3

Paste and Save

Open Paint or any image editorPress Ctrl + V to pasteSave as PNG file

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On Mac

1

Capture Specific Area

Press Cmd + Shift + 4Click and drag to select areaScreenshot saves to Desktop
2

Capture Full Screen

Press Cmd + Shift + 3Screenshot saves to Desktop
3

Capture Specific Window

Press Cmd + Shift + 4, then press SpaceClick the window you want to capture

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Screenshot Best Practices

Don’t screenshot your entire screen if only one part matters. Use area capture to focus on relevant content.
If timing matters, make sure timestamps or dates are visible in the screenshot.Example: Screenshot of email should show the sent date/time.
Zoom in if needed before capturing so text is clear and legible.Test: Can you read all text in the screenshot without zooming? If not, recapture.
Before uploading, redact:
  • Social security numbers
  • Full credit card numbers
  • Passwords or API keys
  • Personal health information
  • Other confidential data not needed for the task
Use a rectangle tool to black out sensitive areas.
Add arrows, circles, or text to highlight important parts of the screenshot.Tools:
  • Windows: Snip & Sketch
  • Mac: Preview > Markup
  • Browser extension: Awesome Screenshot

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Adding Comments to Evidence

You can add comments or notes to evidence files to provide context:
1

Click on the Evidence File

After uploading, click the evidence file in the task.
2

Click 'Add Comment'

Find the comment option for that specific piece of evidence.
3

Write Your Comment

Explain anything important about this evidence:Examples:
  • “Note the start date changed from May 15 to June 1 per candidate request”
  • “System shows ‘active’ status which confirms configuration is complete”
  • “Vendor confirmed 3-5 business days for delivery”
4

Save Comment

Comment appears with the evidence for future reference.

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Organizing Multiple Evidence Files

If you need to upload many files for one task, organize them clearly:

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Use Clear File Names

Before uploading, rename files to be descriptive: Good File Names:
  • 01-signed-contract-acme-corp.pdf
  • 02-invoice-payment-confirmation.pdf
  • 03-delivery-receipt.pdf
Bad File Names:
  • document.pdf
  • scan0001.pdf
  • IMG_5432.jpg

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Number Files if Order Matters

Use leading numbers to show sequence:
  • 01-before-photo.jpg
  • 02-during-installation.jpg
  • 03-after-completion.jpg
Upload related evidence together, then add a comment explaining how they’re related: Example: Uploading 3 files for vendor onboarding: Signed W-9 form Certificate of Insurance Banking information form All forms collected and verified per checklist.

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Evidence File Size Limits

Most systems have file size limits for uploads:
File TypeTypical LimitBest Practice
Documents10 MBCompress PDFs if needed
Screenshots5 MBUse PNG, crop to relevant area
Photos10 MBResize large photos before upload
Videos100 MBCompress or link to cloud storage
If your file exceeds the limit:
  • Compress it using online tools (for PDFs/images)
  • Split into multiple smaller files
  • Upload to Google Drive/Dropbox and paste the link in comments

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Viewing Uploaded Evidence

After evidence is uploaded, you and others can view it:
1

Open the Task

Navigate to the task with evidence.
2

Scroll to Evidence Section

Find the Evidence or Attachments area.
3

Click a File to Preview

Click any evidence file to preview it:
  • Images open in preview viewer
  • PDFs open in browser or download
  • Other files download to your computer
4

Download if Needed

Click Download to save a copy to your computer.

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Editing or Deleting Evidence

Sometimes you need to update evidence after uploading:

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Adding More Evidence

  1. Open the task
  2. Click Add Evidence again
  3. Upload new files
  4. Previous evidence remains; new files are added
You can add as many evidence files as needed.

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Replacing Evidence

  1. Upload the corrected file
  2. Add a comment: “Replacing previous file - this version is correct”
  3. Delete the old file (if permissions allow)
  4. Or add comment to old file: “Replaced by [new filename]“

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Deleting Evidence

  1. Click the evidence file
  2. Click Delete or trash icon
  3. Confirm deletion
Some systems don’t allow evidence deletion after a task is marked complete. This is for audit trail purposes.

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Evidence Requirements by Task

Some tasks have specific evidence requirements:

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Required Evidence

The task details will specify exactly what evidence is needed:Example: Evidence Required:Screenshot of sent email (showing recipient and timestamp)Copy of the signed form (PDF)You cannot mark the task complete until required evidence is uploaded.

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Optional Evidence

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No Evidence Required

Simple, low-risk tasks may not require evidence:
  • Internal team meetings
  • Simple status updates
  • Quick review tasks
Even for these, consider uploading evidence to maintain a complete record.

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Evidence Best Practices

Don’t wait. Upload evidence as soon as you complete the work:
  • Right after completing: Details are fresh, files are ready
  • Days later: You’ll forget details, have to recreate evidence, or lose files
When in doubt, upload it. Extra evidence is never a problem; missing evidence causes issues.Example: If you took 3 screenshots during a process, upload all 3 even if only 1 is required.
Upload and describe evidence as if someone unfamiliar with the task will need to understand what happened.Ask yourself: “Could someone 6 months from now understand what I did based on this evidence?”
Before marking a task complete, verify:
  • Evidence clearly shows task completion
  • All required evidence is present
  • Files are readable/viewable
  • Descriptions are clear
Be mindful of what you upload:
  • Redact personal/confidential information
  • Don’t upload passwords or credentials
  • Follow your company’s data security policies

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Troubleshooting Evidence Upload Issues

Possible Causes:
  • File too large
  • Internet connection interrupted
  • File type not supported
  • Browser issue
Solutions:
  • Compress the file and try again
  • Check your internet connection
  • Try a different browser
  • Refresh the page and re-upload
Possible Causes:
  • Upload interrupted
  • File was already corrupted
Solutions:
  • Delete and re-upload
  • Verify original file opens correctly on your computer
  • Try converting to a different format (e.g., PDF instead of Word)
Possible Causes:
  • Wrong section of the page
  • Browser zoom level affecting layout
  • Permissions issue
Solutions:
  • Look for “Evidence”, “Attachments”, or “Files” section
  • Try zooming out in browser (Ctrl/Cmd + minus)
  • Verify you have permission to edit the task
Solutions:
  • Delete the incorrect file (if allowed)
  • Upload the correct file
  • Add comment explaining the replacement

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Next Steps

Complete Tasks

Step-by-step guide to completing tasks with evidence

Track Progress

Monitor your workflow and task completion progress

Evidence & Accountability

Learn why evidence creates accountability

Task Best Practices

Advanced tips for managing tasks effectively