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Automatically assign a step to the original process requestor

Capture who kicked off a process and automatically route a later step back to them - perfect for sending payment confirmations, completed documents, or results to the original requestor.

Use case

You’re running a purchase request process:

  1. Sarah from marketing submits a request for new software.
  2. The request goes through approvals and finance.
  3. Your accountant uploads the payment proof.
  4. Sarah should automatically get that proof - without anyone remembering who started the request.

How do you capture Sarah’s identity at the start and notify her at the end?

Prerequisites

Setting up this automation

  1. Capture the requestor on the kick-off form1 or in any other step

    Edit your template’s kick-off form. Add an Assignee Picker form field and label it something like “Who is making this request?”. Whoever launches the process selects themselves (or someone else if submitting on behalf of a colleague). Make it required so nobody skips it.

  2. Set up the step to be assigned

    Find the step where you want to notify the requestor - usually near the end. If you’re sending an email notification, set the step type to Email Auto-Send2. Configure the email content and use variables like {{step_4_upload_field}} to pull in data collected earlier. Set the timing too (maybe 1 hour after “Upload Proof of Payment” completes).

  3. Create the automation rule

    Go to the Automations tab in your template editor. Click Add Automation and give it a clear name. For the IF condition, pick the assignee picker field from step 1 and set it to is not empty. For the THEN action, choose Assignment Action > Replace Assignees. Select your notification step and for the replacement source, pick that same assignee picker field. Save. That’s it.

How it works at runtime

When someone launches your process:

  1. Sarah fills out the kick-off form and selects herself in the assignee picker field.
  2. The process moves through all its steps - approvals, processing, everything.
  3. Tallyfy evaluates your automation rule and checks whether the assignee picker field was filled in.
  4. Since it’s not empty, the automation fires.
  5. The Replace Assignees action swaps whoever was originally assigned to the final email step with Sarah from the picker field.
  6. Because you set the step type to Email Auto-Send, Tallyfy sends the email automatically on the due date. No manual work needed.

Sarah gets her payment proof without anyone having to remember she started this process three days ago.

Actions > Automate task assignments

Assignment actions automatically route tasks to the right people - add to existing assignees, replace all current assignees, or clear assignees entirely.

Automations > Examples

Ready-to-use Tallyfy automation examples for assignment rules, visibility controls, deadline management, approval workflows and common business scenarios.

Footnotes

  1. Pre-process form that collects initial data before a process launches from a template ↩

  2. Step type that automatically sends an email on the due date and auto-completes itself ↩

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