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Notify the requestor when process completes

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Notify the requestor when a process completes

Section titled “Notify the requestor when a process completes”

Capture who launched a process using an Assignee Picker field, then use an automation to send them a notification when it’s done.

Use it to tell employees their IT, HR or facilities request is done, tell requestors whether they were approved or rejected, confirm an order once everything ships, or send finished documents back to whoever submitted them.

Prerequisites

Section titled “Prerequisites”

Setting up requestor notification

Section titled “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’s requesting this?”
    • Make the field required
    • Place it at the top of the form

  2. Create the notification step

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

    • Step type: Pick “Email Auto-Send” (it sends by itself at the step’s deadline)
    • Step name: Something like “Notify Requestor of Completion”
    • Content: Include completion details, attachments, and next steps
    • Deadline: Set it a short gap after your last real step, and longer if that step’s data needs processing before the email goes out

  3. Configure the automation

    Go to the template’s Automations tab:

    • Click Add Automation
    • Name it descriptively - e.g. “Assign completion notification to requestor”
    • IF condition: Pick your Assignee Picker field and “is not empty”
    • THEN action: Choose “Replace Assignees”
    • Target: Select your notification step
    • Source: Select the same Assignee Picker field

  4. Add completion details using variables

    In the step’s content, insert each form field you want with the { } button rather than typing it, so the variable stays linked to its field. Each one shows as the field’s alias wrapped in {{ }}:

    Hello {{kick_off_form_requestor_name}},
    

    Your request has been completed.
    

    Summary:
    - Request type: {{kick_off_form_request_type}}
    - Completed by: {{step_5_completed_by}}
    

    Attached files: {{step_4_uploaded_documents}}

Before going live, launch a test process and pick yourself in the Assignee Picker, so the notification comes to you.

Alternative approaches

Section titled “Alternative approaches”

Multiple notification recipients

Section titled “Multiple notification recipients”
  1. Add multiple Assignee Picker fields (e.g. “Requestor” and “CC Recipients”)
  2. Create separate notification steps for each group
  3. Add a Replace Assignees automation for each notification step, with that group’s Assignee Picker field as the source

Conditional notifications based on outcomes

Section titled “Conditional notifications based on outcomes”
  1. Add a dropdown field for process outcome (“Approved”, “Rejected”, “Pending”)
  2. Create a notification step per outcome
  3. Add one automation per outcome that shows the matching step. A step that a Show action targets starts hidden, so only that notification goes out

Webhooks for advanced notifications

Section titled “Webhooks for advanced notifications”
  1. In the final step’s settings, turn on Emit a webhook when this task is completed? and enter your middleware’s address. Tallyfy then sends a webhook (a message to a web address you choose) when that step is completed
  2. Connect it to middleware (Zapier, Make, Power Automate) to:
    • Send formatted HTML emails
    • Pull attachments from other systems
    • Trigger SMS or Slack messages

Troubleshooting

Section titled “Troubleshooting”

Notification not sending?

  • Check the Assignee Picker field has someone selected
  • Check your organization isn’t on a free plan whose trial has ended, because automations don’t run then
  • Confirm the step type is “Email Auto-Send” - it shouldn’t be a regular task
  • An Email Auto-Send step waits for its deadline, so check the deadline has come, or click SEND RIGHT NOW to send it before then

Wrong person getting notified?

  • Double-check you selected the right Assignee Picker field in the automation
  • Verify what users are selecting in the form

Missing data in the notification?

  • Check that your variable aliases match the actual form field aliases. A variable that shows as raw {{ }} text has lost its link, so delete it and insert it again with the { } button
  • A variable whose field is still empty when the email sends shows nothing, so make those fields required, or put them on steps that finish before the email’s deadline

Example: IT service request completion

Section titled “Example: IT service request completion”

  1. Kick-off form - three fields:

    • Assignee Picker: “Select your name”
    • Request type dropdown
    • Description text area

  2. Process steps:

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

  3. Final notification step:

    • Type: Email Auto-Send
    • Deadline: 30 minutes after “Upload documentation” completes
    • Content: request details plus attached docs
    • Automation: replaces the step’s assignees with whoever was picked in “Select your name”
Section titled “Related articles”

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