Automations

Understanding process automations

Tallyfy automations transform static workflows into intelligent processes that adapt in real-time based on user input. Create IF-THEN rules that automatically route tasks, adjust deadlines, and show or hide steps - ensuring each process instance follows the right path for its specific situation.

How automations work

Automations in Tallyfy create smart processes that:

• Ask for user input through form fields and then modify the workflow based on responses
• Watch what’s happening in a process (like data entered or tasks completed)
• Automatically perform actions when certain conditions are met
• Make intelligent decisions based on information captured in the process
• Direct tasks to the right people based on user input
• Dynamically show or hide steps based on conditions you define

Think of Automations like a Thermostat

Your home thermostat follows a simple rule: IF the temperature goes below a set point, THEN turn on the heat.

Tallyfy automations use the same simple “if-this-then-that” idea:

• IF something specific happens in your process (like a form answer is ‘Urgent’, a task gets approved, or a deadline is missed).
• THEN Tallyfy automatically does an action you set up (like assign a task to a manager, show a hidden step, or send an email).

This lets you build workflows that adapt automatically to each unique situation.

Automations: Like a “Choose Your Own Adventure” Story

Another way to think about automations is like a “choose your own adventure” story.

• Just like in those stories where your choices determine the plot, your smart process asks for user input and modifies the flow based on that input
• For example, if a customer selects ‘Complaint’ as a support ticket type (the user input), the automation can route the ticket to a specialized team and trigger a high-priority notification (the modified flow). If they select ‘Feature Request’, it might go to a product team backlog
• This means one template handles multiple scenarios automatically, guiding each process down the right path based on real-time user responses

Automation rule components

Every automation rule has two main parts:

Conditions (the “IF” part)

This is the trigger that tells the automation when to run. Conditions check user input and other factors like:

• Answers given in form fields (user input)
• Whether a task is completed or approved
• If a certain amount of time has passed
• Actions users take (or don’t take)
• A mix of different user inputs combined

Actions (the “THEN” part)

This defines what Tallyfy automatically does when conditions are met. Common actions include:

• Assignment Actions: Change who a task is assigned to based on user responses
• Deadline Actions: Set or change task deadlines based on user input or dates in form fields
• Status Actions: Re-open a completed task (often used for approvals)
• Visibility Actions: Show or hide steps based on user input (creating smart processes that adapt to different paths)

Naming automation rules

Give your automation rules clear names so everyone understands what they do:

• Be specific: Name the rule after its purpose (e.g., “Show steps for USA customers only” is better than “Customer rule”).
• Hint at the condition: Include the main trigger in the name if possible (e.g., “Assign to manager if urgent”).
• Write for others: Name rules so team members understand them instantly.
• Avoid vague names: Skip generic labels like “Rule 1” or “Automation for step 5”.

Clear naming helps your team understand, update, and troubleshoot automations quickly.

Benefits of using automations

• Smart adaptation: Build workflows that collect user input and adjust their path accordingly
• Consistency: Every process instance follows the same logic automatically
• Efficiency: Save hours by automating routing decisions based on user data
• Handle complexity: Manage sophisticated business rules without manual work
• Fewer errors: Eliminate routing mistakes with automatic condition-based assignment
• Dynamic workflows: Create processes that adapt in real-time to each scenario

Getting started

Explore the following sections to learn how to implement automations in Tallyfy:

• Actions
• Conditionals
• Examples
• Logic operations explained

Quick examples by use case

• Need to assign tasks based on customer tier? → Service level-based assignment
• Want approval chains with rejection handling? → Multi-level approval loops
• Setting deadlines before important dates? → Countdown deadline automation
• Letting launchers pick team members? → Dynamic member assignment
• Conditional steps with smart deadlines? → Combined visibility and deadline rules

Related articles

Tutorials > Create an automation

Tallyfy automates processes through intelligent if-this-then-that conditional logic that dynamically adapts workflows based on specific conditions like form field values task completions and approval decisions eliminating manual adjustments and reducing administrative overhead.

Automations > Conditionals

Conditional logic in Tallyfy enables automated decision-making within processes through simple IF-THEN rules that respond to form answers step completions user roles time triggers and other conditions to create adaptive workflows while reducing manual work and ensuring consistency.

Automations > Actions

Automation actions in Tallyfy serve as the “THEN” component of conditional rules that automatically execute specific behaviors like task assignments deadline modifications status changes and step visibility when predefined conditions are met to streamline workflows and eliminate manual interventions.

Automations > Logic operations explained

Tallyfy’s automation logic uses simple IF-THEN rules that evaluate user inputs and process conditions to automatically modify workflows and adapt processes to different scenarios without requiring technical expertise.