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Automate task assignments

What are Assignment Actions?

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).

Examples of Assignment Actions

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.)

Assignment example

Remember to use the “Apply To” setting within the automation rule to select exactly which task step this assignment action should affect.

Edit Templates > Understanding assignment types

Tallyfy offers multiple task assignment methods including fixed assignments to specific people or groups dynamic job title-based assignments guest assignments and automation rules for flexible workflow management.

Edit Task > Assign members or guests after launching

Tasks can be assigned to members and guests during template creation process launch or while a process is running with options to restrict task completion and utilize automatic launcher assignment features.

Groups > Create and assign groups

Learn to create groups for team organization and manage group-based task assignments with options for limiting assignees and setting automated assignments in process templates.

Automations > Actions

Tallyfy’s automation system offers four action types - assignment deadline status and visibility - to automatically handle task management based on predefined conditions and rules for streamlined workflow execution.
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