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

This guide explains Individual and Group workflow tasks in Effivity. It shows how to open and claim a task, review the associated form, complete required fields, save a draft, submit a workflow step, and check its status. The Training Attendance task for ISO 9001:2015 Internal Audit Techniques is the current example.

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Task Types in Effivity

Effivity shows Individual tasks assigned to a user and Group tasks available to members of an assigned group. The list icon in the top-right header opens Workflow Notifications for individual tasks. The people icon opens Workflow Group Notifications. Claiming a Group task moves it to the claimant’s individual pending list; it does not complete the step.

Figure 1: Individual and Group notification icons on the dashboard.

Section 1: Opening a Task

Method 1: Opening a Task within Effivity

Select the list icon for an Individual task or the people icon for a Group task. In the notification popover, check the process, workflow step, and record details. Select Pending Notification to open the full list of individual tasks. The Training Attendance example appears under Workflow Notifications after it is claimed.

Figure 2: Workflow Notifications showing the claimed Training Attendance task and Pending Notification link.

Method 2: Opening a Task from Email Notification

When email notifications are configured for a workflow, open the task link in the received message. Delivery and link wording depend on that workflow’s configuration.

Check the process and record named in the message before opening its link.If already signed in, the link can take the user to the associated task in Effivity.If a login page appears, sign in with the assigned account.
After sign-in:Check the destination task and record. If the task is not displayed directly, open Workflow Notifications and locate it in Pending Notification.

The retained email in Figure 3 is an example for a Non Conformance task. It illustrates the email entry point; the remaining figures use the current Training task in Effivity.

Figure 3: Example task email with its Click here link (retained from the source guide).

Section 2: Claiming a Group Task

In Workflow Group Notifications, open the row Actions menu and select Claim Task. Confirm the claim. Effivity then offers Complete now to open the form or Do it later to return to the pending list. The claimed task appears in individual Workflow Notifications. Claiming it does not submit the workflow step.

Figure 4: Claim Task for Training Attendance, followed by the post-claim completion choice.

Section 3: Accessing the Task Form

For an Individual task, open its row Actions menu and select Complete Step. For a newly claimed Group task, select Complete now. The form opens with the process title, workflow stage, existing record information, and fields for the current step.

Figure 5: Training Attendance form with the workflow stage and Training Additional Details section.

Section 4: Filling Required Fields

Enter the fields marked with an asterisk before submission. In this Training Attendance example, Actual Trainer, Proposed Evaluation Date, Actual Date, Proposed Evaluation Methodology, and Evaluators are required. The trainee details below the section can contain additional required fields. Use verified information from the training record.

Figure 6: Required fields in the Training Attendance step.

Section 5: Saving as Draft

Select Save As Draft to retain entered information for later completion. On this current Training Attendance form, the action checks the required fields and shows validation errors when they are blank. Resolve those errors and verify the task remains in Pending Notification before relying on a saved draft; saving does not advance the workflow.

Figure 7: Save As Draft control on the Training Attendance form.

Section 6: Submitting the Task

After checking the entered training details and completing required fields, select Submit to finish this workflow step. Submission progresses the record according to its configured workflow. Do not use the creation-step status as proof that the Attendance step is complete.

Figure 8: Submit control on the Training Attendance form.

Section 7: Task Completion and Confirmation

After submission, check the confirmation and open Completed Notification to verify that the submitted step shows COMPLETED. Figure 9 shows the earlier Create Training step for this same Training process as a completed example. The Training Attendance step captured in Figures 2–8 was still PENDING; its actual completion was not recorded in this guide. Another workflow step may remain pending after one step is completed.

Figure 9: Completed Notification showing the earlier Create Training step as COMPLETED.

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