Automate task assignments

Assignment actions explained

Want tasks to automatically route to the right people? That’s what assignment actions do - they change who’s responsible for a task when certain conditions happen in your workflow. Simple.

You’ve got three options:

• Add assignees: Keeps everyone who’s already assigned and adds new people to the mix
• Replace assignees: Clears out current assignees and starts fresh with only the people you specify
• Clear assignees: Removes everyone (yes, the task becomes unassigned until someone picks it up)

Here’s where it gets interesting. You can assign to specific people or groups, or you can use an “Assignee Picker” form field to let someone choose the assignee when they’re filling out the form. Want both? No problem - assign the person from the field plus add their manager automatically.

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"

What happens? When someone selects Toronto as their office, Jane automatically gets added to mentor them. The original assignee stays on too.

Example 2: Replace assignees based on department

IF (Department field) is "Legal"
THEN Replace all assignees for task "Contract Review" with "Legal Team" group

This one’s different - it completely replaces whoever was assigned before. Now only the Legal Team handles contract reviews for legal department requests.

Example 3: Using an Assignee Picker field

IF (Project Type field) is "Urgent"
THEN Replace all assignees for task "Approval" with (Project Manager field)

Here you’re letting someone pick the project manager in a form field. For urgent projects, that chosen person becomes the sole approver.

Important: Don’t forget the “Apply To” setting - it tells Tallyfy exactly which task step should get these new assignments. Otherwise your automation won’t know where to apply the changes.

Related articles

Automations > Actions

Automation actions in Tallyfy serve as the “THEN” component of conditional rules that automatically execute specific behaviors like task assignments deadline modifications status changes and step visibility when predefined conditions are met to streamline workflows and eliminate manual interventions.

Templates > Automations

Tallyfy automations enable intelligent workflow adaptation through conditional IF-THEN rules that automatically modify processes based on user input form responses task completions and other triggers to create dynamic workflows that route tasks assign responsibilities and show or hide steps without manual intervention.

Examples > Dynamic member assignment from kick-off forms

This automation enables dynamic task assignment by using assignee picker fields in kick-off forms to let process launchers select specific team members for different roles which then automatically assigns tasks to the chosen people through conditional automation rules.

Edit Templates > Understanding assignment types

Tallyfy templates allow you to assign tasks to specific people groups job titles or guests with options for automation rules to dynamically change assignments based on process conditions.