Separate task lists

Each approval action such as Assign a task action creates an associated item in the task list it is set to use. More than 2000 task list items may cause a decline in performance. Therefore, it is important to consider the number of tasks being generated by each workflow and how many workflow executions are being run per day/week/month. By default, workflows in a single site use the same default “Workflow Tasks” list.

Large task lists can also lead to a ‘task locked’ issue. For more information, see Task Lock - Task is locked by a running workflow and cannot be edited.

Best practices

Have a separate task list for each workflow. You can create a task list in SharePoint and then set the workflow to use that task list in workflow settings. By default, workflows in a single site use the same default “Workflow Tasks” list.