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Actions

Action types in automations

Actions are the “THEN” part of Tallyfy’s “IF-THEN” automation rules. They define what Tallyfy automatically does when the conditions you set are met.

What you need

  • To understand the basic “IF-THEN” logic of automations.
  • Permission to edit template automations.
  • Basic understanding of how your workflows operate.

Why use automation actions?

  • Less manual work: Stop doing repetitive tasks like assigning or hiding steps.
  • Consistency: Make sure your processes follow the same rules every time.
  • Fewer errors: Reduce mistakes made during routine decisions.
  • Faster processes: Avoid delays caused by waiting for someone to manually act.
  • Enforce rules: Make sure business rules are followed automatically.

The four types of actions

Tallyfy offers four main types of actions you can use in your automations:

Assignment actions

These actions change who is responsible for tasks.

  • Add assignees: Add people to a task without removing current assignees.
  • Replace assignees: Remove everyone currently assigned and add new people.
  • Clear assignees: Remove everyone currently assigned.
  • Can use an “Assignee Picker” form field to decide who to assign.

Example: IF (Office Location) is "Toronto" THEN assign task "Mentor Meeting" to "Jane Doe"

Learn more about assignment actions

Deadline actions

These actions automatically adjust task due dates.

  • Set or change deadlines based on conditions.
  • Move deadlines earlier or later.
  • Base deadlines on dates from other steps or form fields.

Example: IF (Package Purchased) is "Premium" THEN shift deadline -3 days for "Send First Draft"

Learn more about deadline actions

Status actions

These actions change the status of a task.

  • Mainly used to re-open a task that was already completed.
  • Useful for approval loops where changes are needed.
  • Only works on tasks that are currently marked as complete.

Example: IF (Decision) is "Requires changes" THEN re-open task "Make changes for next draft"

Learn more about status actions

Visibility actions

These actions control whether steps are shown or hidden (this is the most common action type).

  • Show or hide tasks based on answers in forms.
  • Create different paths through a process based on conditions.
  • Make processes adapt automatically to different situations.

Example: IF (Purchase Amount) is ">$10,000" THEN SHOW "Approval by CFO" step

Learn more about visibility actions

Actions > Automate task assignments

Assignment actions in Tallyfy automatically modify task responsibility by adding replacing or clearing assignees based on specified conditions and can utilize both specific people/groups and form field selections for dynamic task allocation.

Templates > Automations

Smart automation rules in Tallyfy watch process activities and automatically perform actions based on predefined conditions to streamline workflows and reduce manual work.

Actions > Automate hiding or showing tasks

Visibility actions enable dynamic workflow customization by automatically showing or hiding specific process steps based on predefined conditions and task completion status.

Tutorials > Create an automation

A workflow automation tutorial demonstrates how to create conditional visibility rules in an employee onboarding process that displays different training steps based on the new hire’s selected role.