Automation actions in Tallyfy execute the “THEN” portion of if-this-then-that rules and include four types: assignment actions for changing task responsibility deadline actions for adjusting due dates status actions for reopening completed tasks and visibility actions for showing or hiding steps based on conditions.
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.
Tallyfy process automations are smart IF-THEN rules that automatically perform actions like task assignments deadline changes and step visibility based on defined conditions to reduce manual work and ensure consistent process execution.
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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