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 how tasks and notifications work in the Effivity platform. It covers what a task is, how it differs from a record, where to find tasks assigned to, the different task statuses, and how Individual and Group notifications keep you informed about pending workflow actions. Both notification types are accessible from the top-right navigation bar and ensure no assigned action goes unnoticed.

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:

Approving a Non-Conformance record (e.g. Step: NC Follow Up)
Reviewing an Internal Issue before it is closed (e.g. Step: Approval Request)

Preview

[Figure 1: Top-right navigation bar showing Individual (list icon) and Group (people icon) notification icons — each badge indicates pending tasks]

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 the S No, NC Date, Department, Management System Type, NC Details, and Approval Status
An Internal Issue record stores how an issue affects the organisation, its Issue Type, and Management System Type

Records exist in their respective modules (e.g. Non-Conformance, Internal Audit, Risk and Opportunity) and can be viewed, edited, and searched at any time by authorised users.

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	Left-hand menu (module list)	Top-right notification icon
Example	Non Conformance #3, HSE dept	NC Follow Up — PENDING

Section 3: Where to Find Your Assigned Tasks

Effivity provides Two ways to find and access tasks that have been assigned to you:

Method 1: Individual Notification Icon (Top-Right)

The list icon in the top-right navigation bar shows tasks assigned directly to you as an individual user. A red badge displays the number of pending tasks. Clicking the icon opens a dropdown panel showing a preview of your most recent pending task. From the dropdown:

Click “See Pending Notifications” to go to the full Workflow Notifications
Click “See Completed Notifications” to view tasks you have already actioned

[Figure 2: Individual Notification dropdown showing "1 Workflow Notifications" with a pending NC Follow Up task]

Method 2: Group Notification Icon (Top-Right)

The people icon (second icon in the top-right) shows tasks assigned to your role or department group. These are tasks where the workflow step is configured for role-based assignment rather than a specific individual. Clicking the icon opens a dropdown panel. From the dropdown:

Click “See all Workflow group notifications” to go to the Workflow Group Notifications

[Figure 3: Group Notification dropdown showing "1 Workflow Group Notifications" with a pending Internal Issues Approval Request]

Method 3: Workflow Notifications Page (Individual Tasks)

Navigate directly to see all pending and completed workflow tasks assigned to you individually. The page displays a table with the following columns:

Workflow Master Name — the module the task belongs to (e.g. Non Conformance)
Workflow Name — the specific record within the module
Step Name — the workflow step awaiting your action (e.g. NC Follow Up)
Status — current state of the task (see Section 4 for all statuses)
Created On — how long ago the task was generated

Each row can be expanded by clicking the arrow to reveal additional record details such as S No, Management System Type, NC Date, Department, and NC Details.

[Figure 4: Workflow Notifications page showing individual tasks with columns: Workflow Master Name, Workflow Name, Step Name, Status, Created On]

Method 4: Workflow Group Notifications Page (Group Tasks)

Navigate directly to grouptasks to see all pending workflow tasks assigned to your role(s). The layout is identical to the individual tasks page and shows the same columns. Any user who holds the relevant role can view and action these tasks.

[Figure 5: Workflow Group Notifications page showing group tasks with PENDING status assigned to the QMS role]

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

The task has been assigned and is waiting for the assignee to take action. This is the default status when a workflow step becomes active and a task is created. A PENDING task means the assignee has not yet acted on it. The notification icon badge counts all PENDING tasks.

COMPLETED

The task has been actioned by the assignee. The required workflow step has been fulfilled, and the workflow has moved forward. Completed tasks are no longer shown in the PENDING count on the notification badge and can be reviewed by clicking “See Completed Notifications” in the individual notification dropdown.

Understanding Status Transitions

A task moves from PENDING to COMPLETED when the user opens the linked record from the notification and performs the required action (such as approving, rejecting, or submitting the step). Once completed, the workflow engine evaluates the next step and may generate a new PENDING task for the next person in the workflow chain.

PENDING → COMPLETED: Assignee actions the task by completing the workflow step on the record
New PENDING task: Automatically created for the next step assignee once the previous step is completed
No further tasks: The workflow is complete when all steps have been 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): The workflow step was assigned to a specific named user. Only that user sees the task. The task appears on the Workflow Notifications page (/WebApp/app/tasks).
Group Notification (people icon): The workflow step was assigned to a role or department. All users holding that role see the task. The task appears on the Workflow Group Notifications page (/WebApp/app/grouptasks).

Both icons display a red badge with the count of pending tasks. Both notification dropdowns show a preview of the most recent task and provide links to the full task pages.

[Figure 6: Both notification icons highlighted: Individual (list) and Group (people) in the top-right navigation bar]

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