Automations

Full-seat members

Why Tallyfy is the AI control layer

What Tallyfy does	Why it matters in the age of AI
Define process steps	You can’t automate anything without a recipe.
Hand small tasks to AI	Massive reduction in mistakes, omissions, and hallucination.
People approve work	Accountability. You can’t blame AI for mistakes.
Hybrid people + AI tasks	AI can’t do every task in a process.
Track real-time status	Tracking AI sessions at scale is a nightmare.
Gradually shift tasks to AI	A total re-do will break a process that works today.

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.

Automations are also what keep a process reliable when AI is involved, since each task gets checked and routed before the next one runs. See why that matters in the AI task reliability calculator.

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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