--- title: "From Task to Evidence: How the Evidence Collection Workflow Works" description: "From Task to Evidence: How the Evidence Collection Workflow Works" --- [Skip to content](https://support.futurefeed.co/knowledge-base/from-task-to-evidence-how-the-evidence-collection-workflow-works#main-content) [![FutureFeed-White-Green-SupportCenter](https://support.futurefeed.co/hs-fs/hubfs/FutureFeed-White-Green-SupportCenter.png?width=400&height=99&name=FutureFeed-White-Green-SupportCenter.png)](https://support.futurefeed.co/?hsLang=en) - [HawkAI™ Support Home](https://support.futurefeed.co/) - [Knowledge Base](https://support.futurefeed.co/knowledge-base) - [Submit Ticket](https://support.futurefeed.co/support-forms) - [My Tickets](https://support.futurefeed.co/support?status=all&view=my_tickets&offset=0) Open main navigation Close main navigation - [HawkAI™ Support Home](https://support.futurefeed.co/) - [Knowledge Base](https://support.futurefeed.co/knowledge-base) - [Submit Ticket](https://support.futurefeed.co/support-forms) - [My Tickets](https://support.futurefeed.co/support?status=all&view=my_tickets&offset=0) FutureFeed's Knowledge Base - There are no suggestions because the search field is empty. 1. [FutureFeed Support](https://support.futurefeed.co/knowledge-base?hsLang=en) 2. [How-to's](https://support.futurefeed.co/knowledge-base/how-tos?hsLang=en) # From Task to Evidence: How the Evidence Collection Workflow Works ### Overview FutureFeed uses a structured workflow to collect, verify, and store compliance evidence for your documents and tools. The process follows three stages: 1. **Task Assignment** — An administrator creates a task and assigns it to a team member 2. **Task Completion** — The assignee completes the task and signs it, creating an artifact 3. **Review** — A reviewer verifies the accuracy of the artifact and once approved, it becomes evidence This ensures that all evidence is properly collected, signed, and reviewed before it counts toward your compliance posture. ![evidence-workflow-diagram](https://support.futurefeed.co/hubfs/evidence-workflow-diagram.svg)   --- ### Stage 1 - Creating a Task Assignment **Who performs this step:** An administrator or manager 1. Navigate to the document or tool that needs evidence collected. - For **documents**: Go to **Documentation** and find the document in the appropriate category (e.g., Policies, Plans, Procedures). - For **tools**: Go to **Tools and Services** and find the tool in your inventory. 2. Open the item by clicking the **Edit** icon next to it. 3. In the item detail dialog, click the **Task Assignments** tab. 4. Click the **Assign New Task** button. 5. Fill in the task details: - **Customize Evidence Title** — Enter a descriptive title for what evidence needs to be collected. - **Notes** — Add any instructions or context to help the assignee understand what is needed. - **Assignee** — Click the **Assignee** dropdown and select the team member responsible for providing the evidence. - **Recurrence** — Click the recurrence dropdown (labeled “Don’t Repeat” by default) and choose how often this task should repeat, if applicable. Options include Weekly, Monthly, Yearly, and others. 6. Click **Submit** to create the task. Once submitted, the task will appear in the Task Assignments tab. If the task is set to recur, future occurrences will be generated automatically.   --- ### Stage 2 - Finding and Completing an Assigned Task **Who performs this step:** The assigned team member   #### Finding Your Tasks You can access your assigned tasks in two ways: **From the Dashboard:** 1. Click the **FutureFeed logo** in the top navigation to return to the Dashboard. 2. Click **User Dashboard** in the left navigation panel. 3. Click **User Tasks** to see all tasks assigned to you. **From the Document or Tool directly:** 1. Navigate to the document or tool that the task is associated with. 2. Open the item and click the **Task Assignments** tab. 3. Find your task in the list. #### Completing a Task 1. Click on the task name to open it. 2. **Select an evidence type.** Choose the format that best fits the evidence you are providing: - **Linked Document** — Provide a URL to an external document or resource. Enter the full URL in the **URL** field that appears. - **Attachment** — Upload a file (PDF, image, spreadsheet, etc.) as evidence. - **Live Document** — Write or paste content directly into FutureFeed’s built-in editor. - **New Document** — Create a new document within FutureFeed as your evidence. 3. After entering your evidence content, click the **Save** button. 4. From the save menu, select **Save - Complete** to indicate that your submission is finished. 5. A **signature area** will appear. Draw your signature using your mouse or touchpad to certify your submission. 6. Once your signature is drawn, the **Mark Complete** button will become active. Click **Mark Complete** to finalize your submission. Your completed task is now an **artifact**. It will move from the Task Assignments tab to the **Evidence** tab and will no longer appear in your User Tasks list on the Dashboard. **💡 Tip:** If you are not ready to complete the task yet, you can click **Save** without selecting “Save - Complete.” This will save your work in progress so you can return to it later.     --- ### Stage 3 Reviewing an Artifact **Who performs this step:** A reviewer (typically a manager, compliance officer, or designated accountable person) 1. Navigate to the document or tool associated with the evidence. 2. Open the item and click the **Evidence** tab. 3. Find the artifact you want to review. Artifacts that have been submitted but not yet reviewed will show a status of **Completed**. 4. Open the artifact and review the submitted evidence for accuracy and completeness. 5. Once satisfied, complete the review process by signing. This transitions the artifact from **Completed** to **Reviewed** status. Once reviewed, the artifact officially becomes **evidence** and contributes to your organization’s compliance scoring and System Security Plan (SSP) progress.   --- ### Understanding Evidence Status Each piece of evidence moves through three statuses during this workflow: | Status | Meaning | | --- | --- | | **In Progress** | The task has been created but the assignee has not yet completed their submission. | | **Completed** | The assignee has submitted and signed their evidence. It is now an artifact awaiting review. | | **Reviewed** | A reviewer has verified and approved the artifact. It is now finalized evidence. | ### Checking Evidence Status From any document or tool overview page, you can click the **Evidence Status** button to see the current state of all evidence items. You can also filter by **Pending Tasks** to see tasks that are still awaiting completion.   --- ### Managing Tasks #### Reassigning a Task An administrator can change the assignee of a task at any time by clicking the current assignee’s name in the Task Assignments tab and selecting a new team member. #### Archiving a Task If a task is no longer needed, an administrator can archive it by clicking the **Archive** button on the Task Assignments tab. Archived tasks are moved to a collapsible “Archived Tasks” section and will no longer appear in the assignee’s User Tasks list. #### Recurring Tasks When a task is set to recur, FutureFeed automatically generates future task occurrences based on the selected frequency. Each occurrence is an independent task that must be completed and reviewed separately, ensuring ongoing evidence collection for continuous compliance.   --- ### Quick Reference | Action | Where | Who | | --- | --- | --- | | Create a task | Document/Tool \> Task Assignments tab \> Assign New Task | Administrator | | View assigned tasks | Dashboard \> User Dashboard \> User Tasks | Assignee | | Complete a task | Document/Tool \> Task Assignments tab \> Click task | Assignee | | Review an artifact | Document/Tool \> Evidence tab \> Click artifact | Reviewer | | Check evidence status | Document/Tool overview \> Evidence Status button | Any authorized user | | Archive a task | Document/Tool \> Task Assignments tab \> Archive button | Administrator | - [CMMC Program - Regulation Guidance](https://support.futurefeed.co/knowledge-base/cmmc-program-regulation-guidance?hsLang=en#main-content) - [CMMC Program](https://support.futurefeed.co/knowledge-base/cmmc-program-regulation-guidance?hsLang=en#cmmc-program) - [Product Information](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#main-content) - [Basic Pricing](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#basic-pricing) - [Advanced and Volume Pricing](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#advanced-and-volume-pricing) - [Features](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#features) - [Additional Details](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#additional-details) - [CMMC Express Pricing](https://support.futurefeed.co/knowledge-base/product-information?hsLang=en#cmmc-express-pricing) - [How-to's](https://support.futurefeed.co/knowledge-base/how-tos?hsLang=en#main-content) - [How-to... 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