Accessing Administration Artifacts in Effivity

Posted By Effivity Team

on Aug 26, 2026

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End User Guide | Admin Navigation, Process Artifacts, Workflow, and Form Builder

ABSTRACT

This guide explains how to locate the Administration artifacts in Effivity - a process record's Summary, Documentation, Workflow, and Form - from the Admin module. It is intended for administrators and process owners who need to access the workflow diagrams and form layouts associated with a process.

What's changed: standalone admin tools are now managed within Process

The Administration panel previously listed several tools individually, including Form Builder, Workflow Builder, Workflow Master, Master Builder, Notification Builder, Print Builder, Reminder Builder, Script Scheduler, Report Builder, and Dashboard Builder (Figure A).

Figure A: The previous Administration panel, listing tools such as Form Builder, Workflow Builder, and Workflow Master individually

Step 2 onward in this guide shows how to open Process and locate these artifacts.

How the process works

Open the Admin module from the top navigation bar.
Open Process under Administration.
Open a process record to view its Artifacts panel.
Review the process Summary and Documentation, or view/edit its Workflow.
View or edit a Form.

Step 1: Open the Administration module

Log in to Effivity.
Click Admin in the top navigation bar.
The Administration left panel opens, listing Process, Menu, Roles, Users, Languages, Audit logs, Mail Logs, Subscription, Visual Settings, and Settings.

Figure 1: The Admin tab and the Process option in the Administration left panel

Quick reference - what each item in the Administration left panel is for:

Item	What it's for
Process	Define and manage processes, along with each process's Workflow, Form and other artifacts - the focus of this guide.
Menu	Control which modules and menu items appear in the top navigation bar.

Item	What it's for
Roles	Define role- based permission sets that determine what each type of user can view or edit.
Users	Manage user accounts, including access rights, assigned roles, and active/inactive status.
Languages	Manage the languages available in the interface and translate labels.
Audit logs	Review a history of who changed what, and when, across the system.
Mail Logs	Review outbound notification emails sent by the system and their delivery status.
Subscription	View your organization's plan, user count, and renewal details.
Visual Settings	Customize branding elements such as the logo and colour theme.
Settings	Company Information, Appearance etc.

Step 2: Open Process

In the Administration left panel, click Process.
The Process listing screen displays every configured process.
The Published column shows whether a process is currently live for end users (Yes) or still unpublished (No). Only published processes are available to end users in the QMS, HSE, and other modules.

Figure 2: Process listing screen with the row action menu and Edit option

Step 3: Open the Artifacts for a process

Click the row action icon (≡) to the left of the required process.
Click Edit.
The Artifacts screen opens for that process. Summary, Documentation, Workflow, Form, and other administration tools are listed in the left panel.

Figure 3: Artifacts screen - Workflow and other admin sections in the left panel

Understanding the Artifacts panel

Each section of the Artifacts panel contains the following:

Section	What you'll find there
Summary	A read- only overview of the process record - its S No and key properties. Use it to confirm you have the right process open before making changes.
Documentation	Reference material linked to the process, such as SOPs, guidelines, or supporting files for end users and auditors.
Workflow	One or more workflow diagrams that define the automated steps, statuses, and email notifications for the process. Most processes have a primary workflow (for example, Non Conformance – 1.0) plus supporting workflows for specific actions - edits, follow- ups, corrective actions, and closure - each one triggered at a different point in the record's lifecycle.
Form	One or more forms that define the fields users complete at each stage. Alongside the main data- entry form, a process can include supporting forms such as Access Control or Support Files.

Step 4: View or edit a Workflow

In the left panel, under Workflow, click any workflow name (for example, Non Conformance –

1.0).

Its diagram opens in the main panel.
Click Edit next to the diagram title to open the Workflow Editor.

Figure 4: Workflow Editor with the toolbar and Process properties panel

Step 5: View or edit a Form

In the left panel, under Form, click any form name (for example, Non Conformance).
Its fields are displayed in the main panel exactly as they appear to end users, including which fields are required - marked with a red asterisk (*).
Click Edit next to the form title to open the Form Builder.

Figure 5: Form preview with the Form section and Edit link highlighted

Fields can be added, removed, or rearranged using the component palette on the left.
Click Save to apply changes or Cancel to discard them.

Figure 6: Form Builder with the drag- and- drop component palette

For questions related to process, workflow, or form, please reach out to us at

techsupport@effivity.com for assistance.

We hope you find this document helpful!

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