Understanding tasks in Effivity

Posted By Effivity Team

on Jun 19, 2026

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Understanding Tasks and Notifications in Effivity

ABSTRACT

This guide explains the difference between a module record and a workflow task, where to find Individual and Group notifications, how to inspect pending task details, and what PENDING and COMPLETED mean. The screenshots show the current Effivity interface with genuine Documents, Non Conformance, and Resource Planning examples.

For support, contact: techsupport@effivity.com

Section 1: What is a Task in Effivity?

A task in Effivity is a specific action that has been assigned to a user or a group of users as part of a workflow process. Tasks are generated automatically by the system when a workflow step requires someone to review, approve, update, or complete something before the workflow can progress to the next stage.

Examples of tasks in Effivity include:

Reviewing a Non Conformance record at the NC Follow Up step
Reviewing the Documents Change Request for the Procedure for Internal Audits at its Reviewal step

Figure 1: Individual and Group task notification icons and pending counts in the header.

Section 2: Difference Between a Task and a Record

What is a Record?

A record is a data entry stored in a module. Records are the core data objects in Effivity — they store the factual information that your organisation captures. For example:

A Non Conformance record stores details such as its serial number, NC Date, Department, Management System Type, NC Details, and current stage.
A Documents record can store the Document Name, Document Number, Department, Management System Type, and Revision Number.

Records remain in their respective modules and can be viewed, edited, or searched according to the user’s permissions.

What is a Task?

A task is a workflow action generated from a record. When a record reaches a workflow step that requires human action, the system creates a task and assigns it to the relevant user or role. The task acts as a prompt: it tells the assignee “This record needs your attention at this specific step."

	Record	Task
What it is	Data saved in a module	An action step in a workflow
Created by	A user entering data	The system automatically
Where to find	Module navigation and record search	Header notification icon and task page
Example	Documents PLAN1002, revision 1	Reviewal — PENDING

Section 3: Where to Find Your Assigned Tasks

Effivity provides four entry points for finding assigned tasks: the two header icons and their full Individual and Group pages.

Method 1: Individual Notification Icon (Top-Right)

The list icon in the top-right header opens Workflow Notifications for tasks assigned to you individually. Its red badge shows the pending count. The dropdown previews tasks and their associated record details. From the dropdown:

Select Pending Notification to open the full pending Workflow Notifications page.
Select Completed Notification to review completed individual task notifications.

Figure 2: Individual notification dropdown with the Documents Change Request Reviewal task and page links.

Method 2: Group Notification Icon (Top-Right)

The people icon beside the individual icon opens Workflow Group Notifications for tasks available to a configured group. Its red badge shows the pending count. The dropdown previews each task and its record details. From the dropdown:

Select View all to open the Workflow Group Notifications page.

Figure 3: Group notification dropdown showing a Resource Planning Change Request Approval task and View all.

Method 3: Workflow Notifications Page (Individual Tasks)

Open Pending Notification from the individual icon to see the pending tasks assigned to you. Completed Notification is a separate page. The pending page displays these columns:

Process Name — the process or module, such as Documents
Workflow Name — the active workflow, such as Documents Change Request
Step Name — the action awaiting you, such as Reviewal
Status — PENDING for the current task
Created On — the relative age of the task

Expand a row with its arrow to see record details. The Documents example shows serial number 2, Procedure for Internal Audits, document number PLAN1002, and revision 1. Use Search to filter Process Name to Documents if you need to locate this example.

Figure 4: Workflow Notifications with the Documents Reviewal task and expanded record details.

Method 4: Workflow Group Notifications Page (Group Tasks)

Select View all from the group icon to see pending tasks available to your assigned group. The page uses the same Process Name, Workflow Name, Step Name, Status, and Created On columns. A user with the relevant group assignment can claim or act on a task as permitted by its workflow.

Figure 5: Workflow Group Notifications showing pending Resource Planning approval tasks.

Section 4: Task Statuses in Effivity

Every task in Effivity has a Status that indicates where it currently sits in its lifecycle. The Status column is visible on both the Workflow Notifications page (individual tasks) and the Workflow Group Notifications page (group tasks).

Effivity uses the following task statuses:

PENDING

A PENDING task is waiting for an authorised assignee to act. Individual and Group badges show counts of pending notifications in their respective lists. Claiming a group task transfers it to the claimant’s individual list but does not complete the task.

COMPLETED

A COMPLETED task has had its required workflow action submitted. It leaves the pending count and can be reviewed through Completed Notification for individual tasks. Completion of one step can create another PENDING task; it does not necessarily mean the whole record workflow has ended.

Understanding Status Transitions

The task moves from PENDING to COMPLETED after the assignee submits the required action. Effivity then evaluates the configured workflow and may create a separate PENDING task for the next step.

PENDING → COMPLETED: the assignee submits the required action for the current step
New PENDING task: the configured next step creates another task for its assignee, if applicable
No further task: the workflow ends when its configured steps are fulfilled

Section 5: Individual vs Group Notifications — Quick Reference

The two notification icons in the top-right serve different purposes depending on how the workflow step was configured:

Individual Notification (list icon): assigned directly to the signed-in user and listed under Workflow Notifications.
Group Notification (people icon): available to users in the configured group and listed under Workflow Group Notifications until claimed or actioned.

Both header icons show pending counts. Their dropdowns preview current tasks and provide a route to the corresponding full task page.

Figure 6: Individual and Group notification icons identified in the header.

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