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Notify the requestor when process completes

Automatically notify the process requestor upon completion

Send automatic notifications to the person who originally launched a process when it reaches completion. This ensures requestors receive confirmations, results, or final documentation without manual intervention.

Common use cases

This automation pattern works well for:

  • Service requests: Notify employees when their IT, HR, or facilities requests are complete
  • Approval workflows: Inform requestors of final approval decisions
  • Order processing: Send confirmation when orders are fulfilled
  • Document processing: Deliver completed documents to the original submitter
  • Onboarding: Confirm when new employee setup is complete

Prerequisites

  • Administrator or Standard user role to edit templates
  • Understanding of form fields
  • Basic knowledge of automations

Setting up requestor notification

  1. Capture the requestor identity

    Add an Assignee Picker field to your kick-off form:

    • Label it clearly (e.g., “Select your name” or “Who is requesting this?”)
    • Make the field required
    • Position it prominently in the kick-off form

  2. Create the notification task

    Add a final task in your template for the completion notification:

    • Task type: Choose “Email - Auto Send” for automatic delivery
    • Task name: “Notify Requestor of Completion”
    • Content: Include relevant completion details and any attachments
    • Timing: Set to trigger after the last operational task completes

  3. Configure the automation rule

    In the template’s Automations tab:

    • Click Add Automation
    • Name it “Assign completion notification to requestor”
    • IF condition: Select your assignee picker field and “is not empty”
    • THEN action: Choose “Replace assignee(s)”
    • Target: Select your notification task
    • Replace with: Select the same assignee picker field

  4. Add completion details using variables

    Enhance your notification email with process data:

    Hello `{{kick_off_form_requestor_name}}`,
    

    Your request submitted on `{{process_launched_date}}` has been completed.
    

    Summary:
    - Request type: `{{kick_off_form_request_type}}`
    - Completed by: `{{step_5_completed_by}}`
    - Completion date: `{{current_date}}`
    

    Attached files: `{{step_4_uploaded_documents}}`

Alternative approaches

Using multiple notification recipients

To notify both the requestor and others:

  1. Add multiple assignee picker fields (e.g., “Requestor” and “CC Recipients”)
  2. Create separate notification tasks for each audience
  3. Use automation rules to assign each notification appropriately

Conditional notifications based on outcomes

Send different notifications based on process results:

  1. Add a selection field for process outcome (e.g., “Approved”, “Rejected”, “Pending”)
  2. Create multiple notification tasks with outcome-specific content
  3. Use conditional visibility to show only the relevant notification

Using webhooks for advanced notifications

For complex notification requirements:

  1. Set up a webhook on the final task completion
  2. Use middleware (Zapier, Make, Power Automate) to:
    • Send formatted HTML emails
    • Include attachments from external systems
    • Send SMS or Slack notifications
    • Update external systems

Best practices

  • Clear labeling: Name your assignee picker field clearly so users understand its purpose
  • Test thoroughly: Launch test processes to verify notifications work correctly
  • Include context: Add process details using variables so recipients have full context
  • Set appropriate timing: Consider adding a delay if final data needs processing time
  • Provide next steps: Include what the requestor should do after receiving the notification

Troubleshooting

Notification not sending:

  • Verify the assignee picker field has a value
  • Check that the automation rule is active
  • Ensure the task type is set to “Email - Auto Send”
  • Confirm the task deadline has passed (for auto-send emails)

Wrong recipient:

  • Verify the correct field is selected in the automation rule
  • Check that users are selecting the right person in the assignee picker
  • Consider making the field read-only after initial selection

Missing process data:

  • Ensure variables reference the correct fields
  • Check that referenced fields are completed before the notification task
  • Test with sample data to verify variable substitution

Example: IT service request completion

Here’s a complete example for an IT service request process:

  1. Kick-off form includes:

    • Assignee picker: “Select your name”
    • Request type dropdown
    • Description field

  2. Process steps:

    • IT reviews request
    • IT completes work
    • IT uploads completion documentation

  3. Final notification task:

    • Type: Email - Auto Send
    • Timing: 30 minutes after “Upload documentation” completes
    • Content includes request details and attached documentation
    • Automation assigns to original requestor

This pattern ensures every service request closes the loop with the person who initiated it.

Actions > Automate task assignments

Assignment actions in Tallyfy automatically modify task assignments through three methods - adding assignees replacing all assignees or clearing assignments entirely - based on conditional logic that can target specific people groups or form field selections to streamline workflow management.

Automations > Examples

Complete catalog of automation examples showing practical patterns for assignment rules visibility controls deadline management approval workflows and other common business scenarios.

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.
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