Automations

Understanding process automations

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

How automations work

Here’s what makes Tallyfy automations powerful. They create smart processes that:

• Ask for user input through form fields, then modify the workflow based on responses
• Watch what’s happening in a process (data entered, tasks completed, you name it)
• Perform actions automatically when certain conditions are met
• Make intelligent decisions based on captured information
• Route tasks to the right people based on user input
• Show or hide steps dynamically - your conditions, your rules

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 parts. Simple as that.

Conditions (the “IF” part)

This is your trigger - it tells the automation when to run. Conditions check things like:

• Answers in form fields (what users actually type or select)
• Whether a task gets completed or approved
• Time passing - maybe 3 days since a task started
• What users do (or don’t do)
• Multiple inputs combined - this gets interesting

Actions (the “THEN” part)

Here’s where the magic happens. When conditions are met, Tallyfy automatically:

• Assignment Actions: Switches who a task goes to based on user responses
• Deadline Actions: Sets or adjusts task deadlines using user input or dates from form fields
• Status Actions: Re-opens completed tasks (perfect for approval workflows)
• Visibility Actions: Shows or hides steps based on user input - your process adapts to each situation

Naming automation rules

Your automation names matter - they’re what your team sees every day. Here’s how to nail it:

• Be specific: “Show steps for USA customers only” beats “Customer rule” every time
• Hint at the condition: Include the trigger if you can (“Assign to manager if urgent”)
• Write for others: Your teammates should get it instantly
• Skip the generic stuff: “Rule 1” or “Automation for step 5” won’t help anyone

Good names mean less confusion, faster updates, and easier troubleshooting. Worth the extra thought.

Benefits of using automations

Why bother with automations? Here’s what you gain:

• Smart adaptation: Workflows that actually listen to user input and adjust accordingly
• Rock-solid consistency: Every process follows the same logic. No exceptions.
• Time savings: Those routing decisions that eat up hours? Automated.
• Complexity made simple: Sophisticated business rules run themselves - no manual juggling
• Error reduction: Can’t mis-route a task when the system handles it automatically
• Real-time flexibility: Processes that adapt on the fly to whatever comes their way

Getting started

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

• Actions
• Conditional visibility
• Conditionals
• Examples
• Logic operations explained

Quick examples by use case

Got a specific challenge? We’ve got you covered:

• Customer tiers need different treatment? → Service level-based assignment
• Approval chains driving you crazy? → Multi-level approval loops
• Racing against deadlines? → Countdown deadline automation
• Team members chosen at launch time? → Dynamic member assignment
• Need steps that appear when conditions are right? → 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.

Features > If-this-then-that

Tallyfy uses if-this-then-that automation rules to create intelligent workflows that automatically respond to conditions and trigger actions like task assignments or deadline changes without requiring programming knowledge or complex flowcharts.