Automations

What are automations?

Tallyfy automations are IF-THEN rules you add to a template. They make each process adapt based on what users enter in form fields and what happens to tasks. No manual routing needed. For AI-powered task completion, see BYO AI integration.

Think of automations like a thermostat

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

Tallyfy automations work the same way:

• IF something happens in your process (a form answer is “Urgent”, a task gets approved, or a step expires)
• THEN Tallyfy fires an action (assign a task to a manager, show a hidden step, or trigger a webhook)

Automations are like “choose your own adventure”

A customer selects “Complaint” as a support ticket type - the automation routes it to a specialized team. They pick “Feature Request” instead - it goes to the product backlog. One template handles multiple scenarios, guiding each process down the right path.

Types of automations

Visibility

IF this THEN show/hide that step

Assignment

IF this THEN assign someone

Deadline

IF this THEN shift the deadline

Status

IF this THEN re-open a task

Rule components

Every automation rule has two parts: conditions and actions.

Conditions (the “IF” part)

Conditions tell the automation when to fire. Two categories:

Step conditions - based on what happens to a task:

• Task completed, reopened, approved, rejected, acknowledged, or expired
• Task not assigned

Form field conditions - based on data entered in step form fields or kick-off form fields:

• Contains / doesn’t contain a value
• Equals / doesn’t equal a value
• Equals any of several values
• Greater than / less than (for numbers)
• Is empty / isn’t empty

You can combine multiple conditions with AND/OR logic.

Actions (the “THEN” part)

When conditions are met, Tallyfy fires one or more actions on a target step:

• Visibility - show or hide a step
• Assignment - assign, unassign, replace assignees, or clear all assignees on a task
• Deadline - set a deadline before or after the trigger point, in minutes, hours, days, weeks, or months
• Status - reopen a completed task (useful for approval loops)
• Webhook - send an HTTP request to an external URL when conditions are met

Note

Visibility and deadline actions can only target each step once within a single automation rule.

Naming your rules

Good names save time when debugging. Be specific:

• “Show steps for USA customers only” beats “Customer rule”
• “Assign to manager if urgent” beats “Rule 1”

Getting started

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

Browse automation examples for common patterns like service-level routing, approval loops, and dynamic assignment.

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