Completing and submitting tasks in Effivity

Posted By Effivity Team

on Jun 19, 2026

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Opening and Completing Tasks in Effivity

ABSTRACT

Frequently Asked Questionsuser’s complete workflow actions by filling required fields, saving drafts, or submitting records.

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Task Types in Effivity

Effivity provides two types of tasks based on how the workflow step is assigned: Individual Tasks, which are assigned directly to a specific user, and Group Tasks, which are assigned to a role or department group. Individual tasks allow users to directly proceed with the action using the Complete option, whereas Group tasks provide options such as Claim and Complete Now, allowing one user from the group to take ownership before completing the task.

Preview

Figure 1: Individual vs Group task options

Section 1: Opening a Task

Method 1: Opening a Task within Effivity

Tasks can be accessed from the notification icons in the top-right navigation bar. Selecting a task opens the associated record where the workflow action needs to be performed. Individual tasks open directly for completion, whereas Group tasks may first require claiming before proceeding.

Figure 2: Opening task from notification within Effivity

Method 2: Opening a Task from Email Notification (Click Here Link)

When a task is assigned in Effivity, the system sends an email notification to the user based on the flow configurations. Each email contains
“Click here” link that allows quick access to the assigned task.

Clicking the “Click here” link will:Directly navigate the user to the specific task notification page inside Effivity if the user is already logged in.If the user is not logged in, the link will first take them to the Effivity login page.

After entering valid credentials:The system automatically redirects the user to the respective task notification page, where the assigned task can be viewed and actioned.

This method provides a quick and efficient way for users to access tasks directly from their email without manually navigating through the application.

Figure 3: Opening task from email notification

Section 2: Claiming a Group Task

For tasks assigned to a group, users must first claim the task to take ownership. The Claim or Complete Now option assigns the task to the current user, preventing multiple users from viewing it in their Group task list. Once claimed, the task can be completed similar to an individual task.

Figure 4: Claim or Complete Now button

Section 3: Accessing the Task Form

After selecting Complete (for Individual tasks) or Claim/Complete Now (for Group tasks), the system opens the associated record form where the required action must be performed.

Figure 5: Task form view

Section 4: Filling Required Fields

The form includes mandatory fields that must be completed before submission. These are indicated with visual markers such as an asterisk. Users must ensure all required information is entered accurately before proceeding.

Figure 6: Mandatory fields in form

Section 5: Saving as Draft

Users can save their progress using the Save as Draft option. This allows partial completion of the form while keeping the task in a pending state and does not advance the workflow.

Figure 7: Save as draft option

Section 6: Submitting the Task

Once all required fields are completed and verified, users can submit the task using the Submit option. This finalizes the action and progresses the workflow to the next step.

Figure 8: Submit button

Section 7: Task Completion and Confirmation

After submission, the task status changes from PENDING to COMPLETED. The task is removed from pending notifications, and the workflow proceeds to the next step. Users can verify completion through confirmation messages or status updates.

Figure 9: Confirmation message

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