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Dynamic member assignment from kick-off forms

Full-seat members

Assignee picker fields in kick-off forms1 let the person launching a process choose who handles specific tasks. A Tallyfy automation2 then assigns those chosen people when the process launches, so you don’t have to set fixed assignees on those steps in the template.

When to use this

Section titled “When to use this”
  • A coordinator launches client onboarding and picks which account manager handles that client
  • A manager starts a new hire process and selects the right HR specialist (Sarah for tech hires, Mike for sales)
  • Someone requests a purchase approval and picks their assistant to gather documentation

Setting it up

Section titled “Setting it up”

  1. Add assignee picker fields to your kick-off form

    Open your template’s kick-off form. Add Assignee Picker fields for each role you want assigned dynamically:

    • “Select primary agent”
    • “Choose project assistant (optional)”
    • “Assign technical reviewer”

    Write clear labels - the launcher needs to know exactly who they’re picking and why.

  2. Create an automation for each assignment

    Each assignee picker field needs its own automation. Tallyfy supports three assignment verbs: Add Assignees (keeps existing ones), Replace Assignees (swaps them out), and Clear assignees (removes all).

    Each action applies to one step, so an automation that covers several steps has one action per step.

    Example 1: Replace assignees on multiple steps

    Primary agent takes steps 1 to 3

    If

    • Select primary agent is not empty

    Then

    • Replace assignees
      Apply to
      Step 1
      Assignees
      whoever is in Select primary agent
    • Replace assignees
      Apply to
      Step 2
      Assignees
      whoever is in Select primary agent
    • Replace assignees
      Apply to
      Step 3
      Assignees
      whoever is in Select primary agent

    Example 2: Add an assistant to specific steps

    Assistant joins steps 4 to 10

    If

    • Choose project assistant (optional) is not empty

    Then

    • Add assignees
      Apply to
      Step 4
      Assignees
      whoever is in Choose project assistant (optional)
    • Add assignees
      Apply to
      Step 5
      Assignees
      whoever is in Choose project assistant (optional)

    Add one more action like these for each further step, up to step 10.

  3. Use groups as fallback assignments

    If the launcher leaves a picker empty, an automation can assign a group to those steps instead:

    If

    • Technical Reviewer is empty

    Then

    • Add assignees
      Apply to
      Technical Review
      Assignees
      Technical Review Team (group)

Advanced patterns

Section titled “Advanced patterns”

Combining with other conditions

Section titled “Combining with other conditions”

Mix assignee pickers with other form field conditions using AND/OR logic:

If

  • Priority is Urgent
  • AndSenior Manager is not empty

Then

  • Replace assignees
    Apply to
    Final Approval
    Assignees
    whoever is in Senior Manager

Urgent requests go to the senior manager you picked. For any other priority, or when nobody was picked, the automation doesn’t run and Final Approval keeps the assignees set on that step in the template.

Multiple pickers for different stages

Section titled “Multiple pickers for different stages”

Give each stage its own assignee picker field and its own automation, which targets only that stage’s steps. For example, a “Project Lead” picker can cover the first steps, a “Technical Expert” picker the middle steps, and a “Quality Reviewer” picker the final steps.

Section titled “Related concepts”
Section titled “Related articles”

Footnotes

Section titled “Footnotes”

  1. Pre-launch form that collects data before a process starts, configurable per template ↩

  2. IF-THEN logic that executes actions based on form data or process conditions ↩

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