I want clarification for the "Mark as done" option behavior | Community
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A
ArunachalamElangovan
Level 2
January 28, 2026
Question

I want clarification for the "Mark as done" option behavior

  • January 28, 2026
  • 3 replies
  • 36 views

Hello,

I have listed for my understanding from the “Mark as done” behavior. Please advice, it’s correct?

“Work on It” and “Mark as Done” options are visible only to users with a Standard access-level license. These options cannot be configured at the access-level or individual user level; they can be configured only at the team level.

 

Example:
Arunachalam has a Standard access license, so she can see both options. However, when he clicks “Work on It” or “Mark as Done,” the task status does not change because the option values are not set or configurable at the individual user level.

When the same user is added to a team where these options are configured, and that team is assigned to a task, the options will be visible and clicking them will update the task status based on the team-level configuration.

    3 replies

    Patrick-antegma
    Patrick-antegma
    Level 4
    January 28, 2026

    Hi ​@ArunachalamElangovan ,

    Pretty simple.

    Only a Standard user can work on task and issues and complete them.

    https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/access-levels/access-level-overview

     

    Contributor access level / Light access level: Can be assigned to work items but can’t complete them

    See here: https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/access-levels/access-level-overview#contributor-access-level

    https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/access-levels/access-level-overview#light-access-level

     

    => If you do for finish work, then you have to have a Standard License.

    There is one exemption: If you add a Light or Contributor as approver, they allowed to approve a task which changes the status to Done.

    A
    ArunachalamElangovanAuthor
    Level 2
    January 28, 2026

    Thank you!

    I want more clarity…
    If I assign a task to a Standard user without adding them to any team, and the user opens the task and clicks the “Mark as Done” option, will the task status change, or will nothing change?

    Patrick-antegma
    Patrick-antegma
    Level 4
    January 28, 2026

    @Patrick-antegma If it’s assigned to your team and you work as the only person:

    • Work on it => Does not change the status, but assigns you to the task.
    • Mark as Done => Changes status to Complete

    If multiple person are assigned to the task and you click on “Mark as Done”, you have to select one of two choices:

    • Done with my part: Does not change the status
    • Complete: Changes status to Complete
    Patrick-antegma
    Patrick-antegma
    Level 4
    January 28, 2026

    There is a hierarchy from top to bottom. Access Level, Permissions, Sharing.

    See here: https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/legacy-access-levels/how-access-levels-permissions-work-together

    Team member ship is not overwriting access level permissions, it’s exact the opposite. Your team permissions on a shared object are limited by you access level. 

    S
    Silviya
    Level 1
    January 28, 2026

    Hi ​@ArunachalamElangovan 
     

    Your understanding is mostly correct, with one clarification.

    “Work on It” and “Mark as Done” are visible to users with the appropriate license and task access. The status change triggered by “Mark as Done” is not configurable at the individual user or access-level, it is controlled only at the team level.

    If the user belongs to a Home Team (or another team) where the Done button is configured, clicking “Mark as Done” will update the task status based on that team’s settings. If no team configuration exists, Workfront applies the default completion behavior (typically setting the task to Complete).

    So, the button visibility is user/license-based, but the behavior of the button depends entirely on team configuration, not the individual user.

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