When to read this
Someone sent for approval and you are next—or you received a user task for offline follow-up. You need to find the row, read context, approve/reject/complete, and handle e-signature if prompted.
Where tasks come from
| Type | Created how | You finish by |
|---|---|---|
| Workflow task | Engine at a workflow step | Approve/Reject (reason on reject) |
| User task | Assignment by admin, job, or app | Complete after real work |
Different underlying objects, same My Tasks / Tasks list UI.
Open the task page
| Situation | Entry |
|---|---|
| No Vault AI or no AI permission | Home → Tasks |
| With Vault AI | Tasks alongside Vault AI |
| From record | Related area may link open tasks |
Use views/filters (open, assigned to me, overdue, required). Empty list: check filters, completion, or whether you are a participant.
Common columns
| Column | Purpose |
|---|---|
| Name / type | Approval vs review vs reminder |
| Parent link | Business context |
| Due date | May highlight overdue |
| Required / optional | Optional steps may not block |
| Assignee / status | Open vs complete |
Workflow task (step by step)
- Open the task; follow parent link for fields and children.
- Confirm you are an assignee, not only a viewer on the record.
- Choose outcome:
- Approve: engine advances; may create next task or update parent state.
- Reject: often requires rejection reason on configured fields; parent may revert.
- Reject: often requires rejection reason on configured fields; parent may revert.
- If e-signature appears: step-up auth, pick Capacity, confirm. See E-signature and audit.
- Task leaves open list; refresh parent state if needed.
Parallel tasks: all must approve vs any approve depends on workflow definition—check timeline if state stalls.
No signing for others: use the assigned account unless vault policy explicitly allows delegation.
User tasks
- Open assigned user task; read description and related record.
- Do the offline or on-page work (platform only records completion).
- Complete; completion timestamp is set and the task closes.
Due rules and notifications depend on job configuration.
Reassign, notify, admin view
| Who | Can |
|---|---|
| Participant | Complete own tasks |
| Owner / workflow admins | May reassign or nudge (PermissionSet) |
| Business admin | Business Admin → Objects → Activity Tasks for vault-wide mirror |
Do not assume email always fires on send for approval.
Application context
| App | On top of platform tasks |
|---|---|
| QMS | QA sign-off; no state-menu bypass in approval → Workflow approval |
| QualityDocs | Document review; then training or change-control wait states |
| eTMF | Review tasks before TMF progression |
| Validation | Activity approval tasks |
Same task UI; parent object type defines fields and next states.
FAQ
| Symptom | Try |
|---|---|
| Empty task list | Filters; confirm you were chosen at send |
| Approved but still In approval | Others’ tasks or next step pending |
| Reason not on record | Enter on reject dialog, not free text elsewhere |
| Quality detail | QMS workflow approval |
Next
- Send for approval vs state menu → Lifecycles and user actions
- Audit columns → E-signature and audit