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Edit steps

Editing steps in templates

You can add new steps and modify existing ones directly in Tallyfy templates.

Adding new steps

To add a step, open your template in Edit mode, scroll to the bottom of the steps list, click Add Step, type a name for your new step, and press Enter. That’s it.

Modifying existing steps

To modify a step:

  • Navigate to the Templates library interface
  • Locate your target template and click the Edit icon (pencil symbol)
Template library interface showing the Edit pencil icon to open a template in edit mode

Once you’re in edit mode, click any step to open its details panel on the right. You can edit everything about the step from here:

Step description

Write the instructions for the task. You can add text, formatting, images, files, links, tables, videos, variables, and snippets.

  1. Click on the step you want to edit.
  2. Click into the Description area in the details panel. Step details panel showing the Description area where you can add instructions and formatting
  3. Use the toolbar to format text, add links, images, etc. See Insert Media for details.
  4. Tallyfy saves changes automatically.

Assignment

  1. Click on the step you want to assign.
  2. Go to the Assign tab in the details panel.
  3. Choose how to assign:
    • Specific Person/Group: Pick members or groups from the list.
    • Job Title: Assign based on role (e.g., “Account Manager”).
    • Guest: Assign to someone outside your company using their email.
    • Nobody right now: Leave it unassigned initially. (See note below).
  • If you choose “Nobody right now”: What happens when the process runs depends on the Assign launcher automatically setting (in the Advanced tab). If ON, the person starting the process gets assigned. If OFF, the task stays unassigned.
  • Assigning Groups: You need to create the group first in Tallyfy before you can assign a task to it.
Assignment tab showing options to assign to specific people, groups, or job titles

Step type

Different step types behave differently (e.g., Approve/Reject steps have different buttons). See Step Types Explained for details.

  1. Click on the step you want to change.
  2. Click the Type dropdown in the details panel and choose the new type.

Form fields

  1. Click on the step.
  2. Go to the Form fields tab in the details panel.
  3. Click Add field to add a new one, or click an existing field to edit it.

See Types of Form Fields for more details.

Deadlines and timings

  1. Click on the step.
  2. Go to the Timings tab.
  3. Set the deadline (when work should be complete) relative to:
    • Process Launch: Due X time after the process starts (default).
    • Another Step: Due X time after another specific step is completed.
    • Future Step Completion: Due X time before a later step in the process is due to be completed. This is useful for working backward from a final deadline (e.g., “Draft due 3 weeks before Publish Date”). Timings tab showing deadline configuration options relative to process launch or other steps Setting deadline relative to a future step
  4. Choose Start On-Time or Start Anytime to control when work should begin:
    • Start On-Time: Suggests a specific start time when work should begin on the task. This provides guidance about when to start working, but doesn’t force it.
    • Start Anytime: No suggested start time - work can begin at any time (default).

Advanced settings

  • Launch another process when this task is complete: Set to “Yes” to automatically start another process (from a different template) when this task finishes. You can choose to add the new tasks into the current process or start a completely separate one. See Launch another process guide.
  • All assignees must complete this task: If “Yes”, the task isn’t done until everyone assigned has marked it complete.
  • Assign launcher automatically: If a step has no assignees set, turning this ON means the person who starts the process will automatically be assigned. If OFF, it remains unassigned.
  • Task is mandatory…: If “Yes”, this step cannot be removed when someone starts the process.
  • Only assigned members can complete or edit…: If “Yes”, only people directly assigned can work on or complete the task (except Administrators, who can always access it).
  • Emit webhook when completed: If “Yes”, Tallyfy sends an automatic notification to another web service (via a webhook) when this task is done.
  • Prevent guests from making or seeing comments: If “Yes”, any guests assigned won’t see or be able to add comments on this task.
  • Unique Step Alias: An internal ID for this specific step, mostly used for technical integrations via webhooks or the API.
  • Tags: Add organizational tags to this step.

Tasks > Advanced tab

Advanced task options in templates provide sophisticated workflow control including automatic process launching upon completion requiring all assignees to individually complete tasks before marking as done automatic launcher assignment for unassigned tasks restricting completion rights to assigned members webhook notifications guest comment restrictions unique step identification and task-specific tagging for enhanced organization and automation.

Edit Templates > Assign steps in the Tallyfy template builder

Tallyfy enables step assignment through multiple methods including specific members groups job titles guests or leaving steps unassigned with options for automation rules to dynamically adjust assignments based on process conditions and workflow requirements.

Templates > Template tools

Template Tools provide batch processing capabilities for Tallyfy templates allowing users to perform bulk operations like step creation assignment deadline adjustments and template favoriting that transform hours of manual editing into seconds of automated changes.

Launching > Launch manually

Manual process launching in Tallyfy allows you to initiate workflow instances from templates with complete control over timing and customization by selecting a template naming the instance and clicking launch to create an active trackable process.