Accessing Administration Artifacts in Effivity

Posted By Effivity Team

on Aug 26, 2026

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Accessing Administration Artifacts in Effivity

User Guide | Administration Navigation and Sandbox Process Artifacts

ABSTRACT

This guide explains how administrators and process owners locate process artifacts in Effivity, open workflow diagrams and form layouts, and save, test and publish configuration changes through Sandbox. Normal record entry and task completion use the main account.

Screenshot examples. This revision reuses saved screenshots from the KB updates. Figure A shows the previous menu. Figures 4–6 retain the supplied editor and preview examples; their surrounding controls may differ in Sandbox. Figures 1–3 and 7–8 show the saved Sandbox-era interface. These are existing captures, not a new live verification.

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

The earlier Administration panel listed tools such as Form Builder, Workflow Builder, Workflow Master, Master Builder, Notification Builder, Print Builder, Reminder Builder, Script Scheduler, Report Builder and Dashboard Builder separately (Figure A). Process-related artifacts are now accessed within the relevant process. Other administrative areas have their own navigation and permissions.

Process-related tools are accessed through the relevant process. Available sections and editing actions depend on permissions. Roles, Users, Menu and Settings use their own administrative screens; do not assume that all administration tools follow process publication.

Figure A: Previous Administration menu retained for comparison with the current Process route

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

How the process works

1. Open the Admin module from the top navigation bar.

2. Open Process under Administration.

3. Switch to Sandbox, confirm the SANDBOX banner, and open the required process through its row action menu.

4. Review the available process information and Documentation, or open a Workflow.

5. Open a Form. After making configuration changes, save, reopen, test, publish, and verify the result in the main account.

Administration and artifact editing require the relevant permissions and Sandbox access. If Admin, Process, Edit or Switch to Sandbox is unavailable, contact your Effivity administrator.

Step 1: Open the Administration module

1. Log in to Effivity.

2. Click Admin in the top navigation bar.

3. The Administration panel shows the items available to your account and permissions, such as Process, Menu, Roles, Users, Languages, Audit logs, Mail Logs, Subscription, Visual Settings and Settings. Not every account or user sees every item.

Figure 1: Administration > Process in the main account with the Switch to Sandbox control

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.
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 recorded outbound email attempts and available status details. A logged successful send does not establish that the recipient read the message.
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

1. In the Administration left panel, click Process.

2. The Process list shows the processes available to your administrator account. Use the search control to find the required process.

3. Published indicates whether a process has a published configuration. Access in QMS, HSE and other modules also depends on menu mappings and permissions. A published process may have separate Sandbox changes; the Published and Draft Exists indicators do not replace checking the published result.

4. To create or edit process artifacts, click Switch to Sandbox and confirm the SANDBOX banner. Then locate the process in the Sandbox list and open its row action menu as shown in Figure 2. If Sandbox is unavailable, contact your administrator to arrange the required access before proceeding.

Figure 2: Process row action menu in Sandbox showing Edit

TIP: Use the search icon in the top - right corner to quickly locate a process by name when the list is long.

Step 3: Open the Artifacts for a process

1. In Sandbox, find the required process and click its row action icon (≡).

2. Click Edit.

3. The Artifacts panel opens. Expand Workflow or Form and select the artifact you need. Documentation, Master, Email Notification, Print Template, Report, Dashboard and Process Configuration may also be available. The sections depend on the process and permissions.

Figure 3: Sandbox Artifacts panel with a workflow diagram, additional process tools, and testing and publishing controls; Report is highlighted as another artifact example

NOTE: The screen title shows the process name, for example Non Conformance. The main panel displays the Workflow diagram or Form fields of whichever item is currently selected in the left panel.

Understanding the Artifacts panel

Each section of the Artifacts panel contains the following:

Section	What you'll find there
Summary	Where provided, Summary shows process information. In the Sandbox interface, process properties may instead be available under Process Configuration > Process Settings or the process Edit link. Confirm the process name before changing an artifact.
Documentation	Reference material linked to the process, such as SOPs, guidelines, or supporting files for end users and auditors.
Workflow	Workflow definitions containing tasks, decisions, assignments, status changes and notifications. A process may have a primary workflow plus other definitions for editing, follow-up, corrective action or closure. Select the intended definition before editing.
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.

Each Workflow or Form entry is a separate artifact. Workflows may reference forms and other shared artifacts, so assess those dependencies before making a change. The displayed version belongs to the selected artifact.

Step 4: View or edit a Workflow

1. In Sandbox, expand Workflow and select the required workflow name, for example Non Conformance – 1.0.

2. Its diagram opens in the main panel.

3. Click Edit beside the diagram title to open the Workflow Editor. Confirm the workflow name and version before changing its steps, assignments, conditions or notifications.

Figure 4: Retained Workflow Editor example showing the diagram toolbar and Process properties; Sandbox controls are shown separately in Figures 3 and 7

A Workflow entry is a workflow definition, not necessarily a single process stage. Its diagram can contain several tasks, decisions and status changes. Edit, follow-up or closure workflows may be separate definitions.

Step 5: View or edit a Form

1. In Sandbox, expand Form and select the required form, for example Non Conformance.

2. Review its layout and required-field markers. A configuration preview illustrates the form; visibility, default values, access rules and workflow behaviour must also be checked using representative records in Start Testing.

3. Click Edit beside the form title to open the Form Builder. Confirm the form name, code and field keys before making changes.

Figure 5: Retained form-preview example with the Form item and Edit link highlighted

4. Use the component palette to add fields, or adjust the existing fields and layout. Preserve field keys, form codes and workflow mappings unless an approved change requires updating them.

5. Save any changed component settings, then click Save for the whole form. Reopen it to confirm that the changes persisted. Cancel discards unsaved edits; saving in Sandbox alone does not apply the change to the main account.

Figure 6: Retained Form Builder example with the component palette and Save control

1. Save the changed artifact and reopen it to confirm the intended settings. Choose Start Testing and check the actual workflow or form in Sandbox using representative records. Verify required fields, visibility, assignments and the paths affected by the change. A preview alone does not prove the workflow is correct.

Figure 7: Start Testing and Publish controls in Sandbox; a report preview is shown as an example of the shared process controls

2. After successful testing, return to the process editor and choose Publish. Wait for the Process Publish Wizard to load. Review its access selections and retain the intended existing access unless an approved change requires otherwise. Click Publish Now and confirm Yes when prompted.

Figure 8: Process Publish Wizard showing access selections and Publish Now

3. Select Back to Main Account, reopen the affected process and verify the published form or workflow with an appropriate user. Confirm that the intended changes are present and usable. Saving, testing and publishing are separate actions; a Published or Draft Exists value alone does not establish that the change reached the main account.

For questions related to process, workflow, or form, please reach out to us at techsupport@effivity.com for assistance.

Keep configuration changes focused on the intended process, and verify the published result before asking end users to rely on it.

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