Effivity Features Summary

Posted By Effivity Team

on Aug 26, 2026

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Effivity Software Features

01. Purpose

This document explains the features of Effivity software in a simple text-based format.

02. Complete Standards Coverage

Quality Management System (QMS): Provides 100% compliance with all 7 clauses and 28 subclauses of ISO 9001:2015.

Environmental Management System (EMS): Provides 100% compliance with all 7 clauses and 22 subclauses of ISO 14001:2015.

Occupational Health and Safety Management System (OHSMS): Provides 100% compliance with all 7 clauses and 23 subclauses of ISO 45001:2018.

Food Safety Management System (FSMS): Provides 100% compliance with all 7 clauses and 30 subclauses of ISO 22000:2018.

Information Security Management System (ISMS): Provides 100% compliance with all 7 clauses and 22 subclauses of ISO 27001:2018.

03. User-Friendly Help

Effivity provides three levels of help:

Global Help

Screen-Level Help

Field-Level Help using tooltips

Global Help

Figure: Global Help

Screen-Level Help

Figure: Screen-Level Help

Field-Level Help using Tooltips

Figure: Field-Level Help using Tooltips

04. Consistent User Interface

All modules follow a consistent layout, giving users a simplified and familiar interface across the system.

Consistent Layout - Context of Organization

Figure: Consistent Layout - Context of Organization

Consistent Layout - Risk and Opportunity

Figure: Consistent Layout - Risk and Opportunity

05. Mobile Access with Offline Capabilities

Native iOS and Android apps provide fast access to data. Offline capability allows users to continue working when internet access is unavailable.

06. Fully Customizable

Effivity can be customized across forms, workflows, dashboards, reports, print layouts, menus, logos, themes, notifications, reminders, and the organization structure.

Forms. Effivity includes more than 100 pre-built forms that can be adapted to the business. Users can also build new forms for online data entry, analysis, reporting, and audit-ready record management.

Access more than 100 pre-built forms based on global best practices and workflows.

Customize pre-built forms to align with business requirements.

Design new forms using the drag-and-drop Form Builder.

Replace paper forms and spreadsheets with online, audit-ready records.

Workflows. The drag-and-drop Workflow Builder uses Business Process Model and Notation (BPMN) to represent business processes in a form that both business and technical users can understand.

Define processes using graphical flowchart notation.

Represent simple and complex process logic.

Use a standard notation that business stakeholders can understand.

Reports. Effivity generates PDF and Excel reports, including complex multi-page reports. Reports can be produced on demand or scheduled for automatic generation.

Branding. Organizations can upload their company logo and apply their own branding.

Menu. Menus can be customized to suit organization-specific requirements.

Theme. Users can customize the application theme using their preferred colors.

Drag-and-Drop Form Builder

Figure: Drag-and-Drop Form Builder

Drag-and-Drop Workflow Builder

Figure: Drag-and-Drop Workflow Builder

Data-Rich Report - Chart

Figure: Data-Rich Report - Chart

Data-Rich Report - Table

Figure: Data-Rich Report - Table

Company Logo Settings

Figure: Company Logo Settings

Customizable Menu

Figure: Customizable Menu

Theme Settings

Figure: Theme Settings

07. AI-Driven Chatbot

Users can interact with the system through a single chatbot interface and ask questions about Effivity. The chatbot uses machine learning to adapt to conversational patterns and provide relevant answers.

AI-Enabled Chatbot

Figure: AI-Enabled Chatbot

08. Integration Ready

Ready integrations include Office 365, Google Drive, Azure AD, and Oracle Aconex. Effivity can also integrate with third-party applications that support REST APIs.

09. Search

Basic Search: Quickly filter data using a simple search window.

Advanced Search: Search using multiple combinations of AND and OR conditions.

File Search: Search content inside files attached to records. Supported formats include Microsoft Word, Excel, PowerPoint, PDF, and text files.

Basic Search

Figure: Basic Search

Advanced Search

Figure: Advanced Search

File Search Menu

Figure: File Search Menu

File Search Results

Figure: File Search Results

10. Multi-Company and Multi-Site

A single Effivity account can be configured for multiple companies and multiple sites. Users can select or clear the organization units they need to access.

Multi-Company and Multi-Site Organization Tree

Figure: Multi-Company and Multi-Site Organization Tree

Organization Unit Selection

Figure: Organization Unit Selection

11. External Link and External Access

External stakeholders can participate in workflows without a separate license. They can enter data and upload files through external access.

12. Active Directory Integration and Single Sign-On

Active Directory integration provides a seamless sign-in experience.

Effivity supports Active Directory Domain Services (AD DS) and Active Directory Federation Services (AD FS).

Users can sign in to Effivity with their Microsoft credentials.

Microsoft Sign-In and Single Sign-On

Figure: Microsoft Sign-In and Single Sign-On

13. Unlimited Dashboards

Users can create, clone, and share unlimited dashboards. Dashboard access can be controlled by role or individual user.

Chart formats. Bar, line, pie, doughnut, area, polar area, spline, and area spline.

Dashboard and analytics types. Summary, chart, list, matrix, drill-down chart, comparison, clustered, advanced clustered, aggregation, quick links, advanced drill-down, logins, tasks, active process list, My Tasks, completed process, step-wise completed process, risk matrix, KPI list, and KPI target versus actual.

Example analytics include active processes, monthly logins, risk matrices, risk drill-downs, completed processes, process-step performance, and pending approvals.

Powerful Analytics - Chart View

Figure: Powerful Analytics - Chart View

Powerful Analytics - Trend View

Figure: Powerful Analytics - Trend View

Getting Started and Summary Dashboard

Figure: Getting Started and Summary Dashboard

Active Processes Dashboard

Figure: Active Processes Dashboard

Monthly Login Chart

Figure: Monthly Login Chart

Risk Matrix

Figure: Risk Matrix

Risk Drill-Down List

Figure: Risk Drill-Down List

Risk by Type Chart

Figure: Risk by Type Chart

Completed Processes Chart

Figure: Completed Processes Chart

Process Breakdown

Figure: Process Breakdown

Approvals Pending by Step

Figure: Approvals Pending by Step

14. Excel Import and Export

Excel import shortens onboarding time by allowing users to load historical data.

Excel export supports offline access and further analysis in Excel or other business intelligence tools.

15. Role-Based Access

Roles can be changed without affecting active workflow instances.

Role changes update access across the system.

Roles can also provide record-level access.

16. Notifications

The system can generate notifications for roles or individual users. Notification content can be customized to meet organization-specific requirements.

17. Reminders

Effivity can send reminders before a process starts and escalations when a task is overdue. Reminders can also be sent to department heads, board members, or other responsible authorities.

18. Views

Data can be displayed in different formats. All views follow role-based access controls and can use additional filter conditions, such as showing a user's tasks or department tasks.

List View

Grouped List View

Organization Chart View: Creates an organization chart from employee data.

Survey Statistics View

Calendar View with Events and Status

Report View

Gantt View

Kanban View

Calendar View with Tasks

Customized Print View

Draft View: Allows users to save an incomplete record and submit it later.

History View

List View

Figure: List View

Grouped List View

Figure: Grouped List View

Organization Chart View

Figure: Organization Chart View

Survey Statistics View

Figure: Survey Statistics View

Calendar View with Events and Status

Figure: Calendar View with Events and Status

Report View

Figure: Report View

Gantt View

Figure: Gantt View

Kanban View

Figure: Kanban View

Task Calendar View

Figure: Task Calendar View

Customized Print View

Figure: Customized Print View

Draft View

Figure: Draft View

History View

Figure: History View

19. Reassign Task (Delegation)

Work can be reassigned to another active employee when a user is on leave, on vacation, or no longer with the company. This supports continuity and reduces delays.

Reassign Task

Figure: Reassign Task

20. Abort Task

Users can cancel a task when requirements change or when the task was created in error.

Abort: Cancel a task that is no longer required.

Abort and Archive: Set the task status to Aborted and move the record to the archived list.

Custom Template: Select an existing abort template or create a new one.

Abort Reason

Figure: Abort Reason

Abort Template

Figure: Abort Template

Abort and Archive

Figure: Abort and Archive

21. Mail Logs

Mail Logs show the status of emails sent from Effivity, including successful and failed messages and the number of emails sent.

Mail Logs

Figure: Mail Logs

22. Bulk Update

Bulk Update allows users to update multiple records at once. Records can be filtered by category before the update. For example, records assigned to a departing employee can be reassigned to another employee.

Bulk Update

Figure: Bulk Update

23. Export Data

Export to Excel exports all records in a module.

Advanced Export to Excel exports data after applying filter conditions.

Export to Excel

Figure: Export to Excel

Advanced Export to Excel

Figure: Advanced Export to Excel

24. Bulk Approval

Bulk Approval allows a user to approve multiple tasks in one action.

Select all tasks or the required tasks.

Complete the approval form.

Submit the form to update the approval details and status for all selected tasks.

Bulk Approval - Selected Records

Figure: Bulk Approval - Selected Records

Bulk Approval - Filtered Records

Figure: Bulk Approval - Filtered Records

Bulk Approval Form

Figure: Bulk Approval Form

25. Enable Data in Mail

A mail notification can display details from a record in table format. This can be configured in the Notification Builder.

Record Data in Email

Figure: Record Data in Email

26. Attachments in Mail

Images and files uploaded in Supporting Files can be included in mail notifications. Record details can also be attached to the email as a PDF.

Supporting Files and PDF Attachments in Email

Figure: Supporting Files and PDF Attachments in Email

27. Meeting Invite in Mail

Users can define a meeting date and time in the Notification Builder. Effivity generates an Outlook meeting invitation link when the notification is triggered. The invitation link can also be sent in a separate email.

Meeting Invitation Email

Figure: Meeting Invitation Email

28. Customized Notification Table Colour

The colors used in notification tables can be customized to meet organization requirements.

Customized Notification Table Color

Figure: Customized Notification Table Color

29. Chart Colouring

Users can customize chart colors for individual categories.

Dashboard Chart Colors

Figure: Dashboard Chart Colors

Chart Color Settings

Figure: Chart Color Settings

30. Bubble Map

Bubble Map displays information in a geographical context using bubbles of different sizes and colors.

Bubble Map

Figure: Bubble Map

31. Raise Support Ticket

Users can raise questions and issues as support tickets through the Support option in the application footer.

Support Ticket Option

Figure: Support Ticket Option

32. Module Name Icon Customization

Users can customize module icons to match their preferred style.

Module Icon Settings

Figure: Module Icon Settings

33. Customized Print Header and Footer

Effivity supports customized print header and footer templates, including organization logos. Headers can also show record-level information such as document number, approving authority, and document version. Global settings can apply a common print layout across printable documents.

Customized Print Header and Footer

Figure: Customized Print Header and Footer

34. Watermark in Print Settings

Users can customize watermark text for printed documents. Global settings can apply the same watermark content across printable documents.

Watermark Settings

Figure: Watermark Settings

35. OCR

Optical character recognition (OCR) converts information from printed documents or handwritten text into digital data.

OCR Output

Figure: OCR Output

36. Global Currency

The global currency setting helps organizations manage financial data in a selected currency and review performance across different countries.

Global Currency Selection

Figure: Global Currency Selection

37. Multiple Currency

Users can select a preferred currency within a form.

Multiple Currency Field

Figure: Multiple Currency Field

38. Landing Page

Users can select a relevant module as the landing page displayed after sign-in.

Landing Page Selection

Figure: Landing Page Selection

39. Colouring in the Index or Listing Screen

Colors in listing screens help users recognize and distinguish items or priority tasks.

Listing Screen Colors

Figure: Listing Screen Colors

40. Share Dashboard as an External Link

A dashboard can be shared through an external link. Anyone with the permitted link can view the dashboard.

Share Dashboard as an External Link

Figure: Share Dashboard as an External Link

41. Process Stage

Data modification screens include a Workflow section at the top.

Expanding the Workflow section shows the current stage of the process.

Green indicates completed stages, and blue indicates the current stage in the workflow.

Workflow Section

Figure: Workflow Section

Process Stage View

Figure: Process Stage View

42. Hosted in Microsoft Azure

Microsoft Azure hosting supports reliability, stability, scalability, performance, security, and managed infrastructure.

43. Multi-Language Support

Effivity supports the use of multiple languages.

Language Selection

Figure: Language Selection

44. Impersonation

Authorized administrators can sign in as another user to perform required actions on that user's behalf during an absence.

User Impersonation

Figure: User Impersonation

45. Security

Encryption: Data is protected with 256-bit encryption during transmission and at rest.

OWASP: The application has been tested against the OWASP Top 10 web application security risks.

Password Strength: Organizations can define password-strength rules to meet their IT security requirements.

Two-Factor Authentication: Two-factor authentication is available through email and Google Authenticator.

IP Address White-Listing: Access can be limited to selected IP addresses.

Microsoft Azure Security: Azure provides multilayered security controls, threat intelligence, infrastructure protection, and defenses against threats such as distributed denial-of-service attacks.

Audit Log: Administrators can review detailed logs of actions performed by users.

Dedicated Database: Each paid customer receives a dedicated database to support data privacy and confidentiality.

46. Linked Accounts

Users can manage multiple linked Effivity accounts using one user ID and password.

Linked Accounts

Figure: Linked Accounts

47. Favourites

Users can bookmark frequently accessed modules or records and open them with one click from any supported browser or device.

Favourites

Figure: Favourites

48. Login Audit

Administrators can review company-wide login information and group usage data by department, manager, role, and other parameters.

49. Proximal Deployments

Effivity can be deployed on a nearby server to reduce network latency and improve response time. This also supports organizations that require data to remain in a particular country or geographical region.

50. Free Trial

A free trial allows prospective users to evaluate Effivity before making a decision. Trial extensions may be provided to support further evaluation of advanced capabilities.

51. E-Signatures

An electronic signature component can be embedded in relevant forms.

52. Subdomain

Organizations can use an Effivity subdomain that matches the domain selected during account registration.

53. Archive and Unarchive

Users can archive records so they appear in the Archived view. Archived records can later be restored for active use.

54. Chat

The built-in chat feature allows users from the same company to communicate with colleagues who are online.

55. Effivity Anywhere

Effivity can be installed on premises, in a public cloud, or in a private cloud.

56. One-Stop-Shop

Standards compliance commonly involves gap analysis, software implementation, and certification audits. Effivity provides support across these stages and can support turnkey projects.

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