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Conditional visibility

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What conditional visibility does

Section titled “What conditional visibility does”

Show or hide entire tasks based on form field values. Someone fills out a field, Tallyfy checks the conditions you set1, and tasks appear or stay hidden. You can combine conditions with AND/OR logic.

This works at the task level only - you can’t show or hide individual form fields within a task.

Types of automations

Visibility
IF this THEN show/hide that step
Assignment
IF this THEN assign someone
Deadline
IF this THEN shift the deadline
Status
IF this THEN re-open a task

Key limitations

Section titled “Key limitations”
  • Tasks only - you can’t conditionally show/hide individual form fields, just whole tasks
  • One-way visibility - once a task appears, it stays visible unless someone manually hides it
  • Hidden tasks stay incomplete - hidden tasks get an “auto-skipped” status and can’t trigger completion-based automations
  • Cross-step references allowed - you can reference kick-off form fields, step completion status, or form fields from any step in your conditions

Setting up conditional visibility

Section titled “Setting up conditional visibility”

You’ll need a Pro plan (or active trial), plus a template with form fields and automations.

  1. Create your form fields - add fields in your kick-off form2 or early tasks that’ll trigger conditions

  2. Add all possible tasks - create every task that might appear in the workflow

  3. Set up the visibility - open the template editor, go to Automations > Add Automation, select a visibility action, set your IF conditions, then choose THEN Show this task or Hide this task

  4. Test - launch test processes to verify all condition paths work

Practical examples

Section titled “Practical examples”

Simple Yes/No branching

Section titled “Simple Yes/No branching”

A kick-off form field called “Shipping Type” offers “Domestic” or “International” as choices. This automation shows the “Customs Documentation” task only for “International” orders:

If

  • Shipping Type is International

Then

  • Show step
    Apply to
    Customs Documentation

Multiple AND conditions

Section titled “Multiple AND conditions”

Two kick-off form fields decide whether “Manager Approval Required” appears: “Purchase Amount” (a number) and “Vendor Status” (a dropdown with “New” or “Existing”). Join both conditions in one automation with AND:

If

  • Purchase Amount is greater than 5000
  • AndVendor Status is New

Then

  • Show step
    Apply to
    Manager Approval Required

Don’t create two separate automations here. Use one automation with both conditions joined by AND.

OR conditions

Section titled “OR conditions”

A dropdown field called “Document Type” offers “Contract”, “NDA”, “Partnership Agreement”, “Invoice” or “Purchase Order” as choices. This automation sends “Legal Review” to whoever handles contracts, NDAs or partnership agreements:

If

  • Document Type is Contract
  • OrDocument Type is NDA
  • OrDocument Type is Partnership Agreement

Then

  • Show step
    Apply to
    Legal Review

Decision-tree quotation workflow

Section titled “Decision-tree quotation workflow”

A kick-off form collects “Industry Type” (“Manufacturing”, “Services” or “Retail”) and “Company Size” (“Small”, “Medium” or “Large”). Four automations show the matching step based on those answers:

If

  • Industry Type is Manufacturing

Then

  • Show step
    Apply to
    Manufacturing Questions

If

  • Industry Type is Services

Then

  • Show step
    Apply to
    Services Questions

If

  • Company Size is Small
  • AndIndustry Type is Manufacturing

Then

  • Show step
    Apply to
    Small Business Package

If

  • Company Size is Large
  • OrProduction Volume is greater than 10000

Then

  • Show step
    Apply to
    Enterprise Solution

The process reveals only relevant questions based on previous answers.

Troubleshooting

Section titled “Troubleshooting”

Tasks from previous selections still visible

Section titled “Tasks from previous selections still visible”

User selects “Corporation”, sees corporate tasks, then changes to “LLC” - but corporate tasks remain.

Tallyfy doesn’t auto-hide previously shown tasks. Three workarounds:

  1. Add “step is complete” as an extra condition so tasks only appear after the selection step is finished
  2. Train users to manually hide tasks that aren’t relevant
  3. Use separate templates for very different paths

Conditions not triggering

Section titled “Conditions not triggering”
  • Timing - the form field must be completed before the conditional task’s position in the workflow
  • Field references - double-check you’re referencing the correct field (case matters)
  • Logic errors - AND requires all conditions to be true, OR requires just one
  • Data types - number comparisons (greater than, less than) need numeric field validation on text fields

Hidden steps blocking completion-based automations

Section titled “Hidden steps blocking completion-based automations”

Hidden tasks have “auto-skipped” status. They can’t be completed, so any rule checking “IF Step X is complete” won’t trigger if Step X is hidden. Design your workflow so completion checks only target visible steps, or use the original condition that would’ve shown the step instead.

Too many conditional paths

Section titled “Too many conditional paths”

If you’ve got 20+ conditional branches, consider grouping related tasks under shared conditions, launching sub-processes for complex branches, or splitting into multiple simpler templates.

Best practices

Section titled “Best practices”
  • Plan first - map out all paths before building. Identify which tasks are always needed vs. conditional, and group related ones together.
  • Name clearly - use names like “Corporate Filing Tasks (if Corporation selected)” so it’s obvious when tasks appear.
  • Test every path - launch test processes for each condition combination. Verify tasks appear in the right order.
  • Add context for users - include notes in conditional tasks explaining why they appeared. Train users on manually hiding tasks if needed.
  • Keep it simple - avoid conditions on conditional tasks. Use binary choices when possible.

Advanced patterns

Section titled “Advanced patterns”

Sequential conditional tasks

Section titled “Sequential conditional tasks”

Reveal tasks one at a time instead of all at once:

Task A: "Select Option"
Task B: Shows if Option = X AND Task A is complete
Task C: Shows if Task B is complete AND [additional condition]

Conditional task groups

Section titled “Conditional task groups”

Apply the same condition to related tasks:

If

  • Department is HR

Then

  • Show step
    Apply to
    Task 1: Collect employee information
  • Show step
    Apply to
    Task 2: Background check
  • Show step
    Apply to
    Task 3: Equipment requisition
  • Show step
    Apply to
    Task 4: IT account setup

Enterprise playbook filtering

Section titled “Enterprise playbook filtering”

For managing 12+ variations (e.g. by delivery model, service type, and region) without separate templates:

  1. Create a master template with all variations included

  2. Add kick-off form dropdowns for Delivery Model, Service Type, Region

  3. Name task groups clearly - e.g. “[Principal] Fleet Operations - North America”

  4. Set up the visibility, combining multiple conditions:

    IF Delivery Model = "Principal"
    AND Service Type = "Fleet"
    AND Region = "North America"
    THEN show: Principal Fleet NA task group

  5. Test all combinations systematically

Use snippets for content that repeats across variations.

Default paths

Section titled “Default paths”

Always include a fallback for when no conditions match:

If Type = A: Show Task Set A
If Type = B: Show Task Set B
If Type = anything else: Show Task Set C (default)

When to avoid conditional visibility

Section titled “When to avoid conditional visibility”

Consider alternatives when:

  • You have more than 5-6 major conditional branches
  • Users frequently change their initial selections
  • Different teams handle entirely different branches

Better options: multiple specialized templates, API-launched sub-processes, or webhook integrations to external routing logic.

Future - slides with conditional logic

Section titled “Future - slides with conditional logic”
Section titled “Related articles”

Automations > Conditionals

Tallyfy’s conditional logic lets workflows make automatic decisions using simple “IF X happens”…

Footnotes

Section titled “Footnotes”

  1. Automation logic format used throughout Tallyfy: IF conditions are met, THEN actions execute ↩

  2. Initial form presented before a process launches, capturing key data to route workflow decisions ↩

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