Tallyfy offers four automation action types - assignment deadline status and visibility - that enable automatic task management through IF-THEN rules to streamline workflows and reduce manual work.
Automate task assignments
Assignment actions automatically change who is responsible for a task when certain conditions in your process are met. You have three choices for how to change the assignment:
- Add assignees: Adds the person(s) you choose to the task. Anyone already assigned stays assigned.
- Replace assignees: Removes everyone currently assigned and assigns only the person(s) you choose.
- Clear assignees: Removes everyone currently assigned, leaving the task unassigned.
You can choose specific people/groups for the action, or you can tell Tallyfy to use the person selected in an “Assignee Picker” type form field. You can also combine these (e.g., assign to the person picked in a field plus always assign to a specific manager).
Example 1: Assign based on location
IF (Office Location field) is "Toronto"THEN Add assignee "Jane Doe" to task "Mentor Meeting"(If the office is Toronto, Jane Doe is added as an assignee for the meeting.)
Example 2: Replace assignees based on department
IF (Department field) is "Legal"THEN Replace all assignees for task "Contract Review" with "Legal Team" group(If the department is Legal, only the Legal Team group will be assigned to review the contract, removing anyone else previously assigned.)
Example 3: Using an Assignee Picker field
IF (Project Type field) is "Urgent"THEN Replace all assignees for task "Approval" with (Project Manager field)(If the project is urgent, the task is assigned only to whoever was selected in the “Project Manager” form field.)
Remember to use the “Apply To” setting within the automation rule to select exactly which task step this assignment action should affect.
Smart automation rules in Tallyfy watch process activities and automatically perform actions based on predefined conditions to streamline workflows and reduce manual work.
Edit Templates > Understanding assignment types
Task assignments in templates can be handled through fixed assignments to specific people or groups dynamic job title assignments guest user assignments or automated rules based on process conditions.
Examples > Automatically assign a step to the original process requestor
A workflow system enables automatic assignment of the original requestor to later process steps by capturing their identity in an initial form field and using automation rules to assign them specific tasks like final notification emails.
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