Edit steps

How can I edit steps in a Tallyfy template?

This comprehensive guide demonstrates adding new steps and modifying existing steps within process templates, enabling precise workflow customization and optimization.

Mastering step editing capabilities allows organizations to continuously refine their process templates, ensuring workflows remain aligned with evolving business requirements and operational improvements.

Who can edit steps?

Members with a “Light” role cannot edit templates or their steps. Only “Standard” members (if allowed by an Admin) or “Administrator” members can edit steps.

How do I add new steps to templates?

Adding new steps to templates expands workflow capabilities and accommodates evolving process requirements through straightforward template modification:

To add a step, access the template in Edit mode, scroll to the bottom of the existing steps list, click Add Step, type a descriptive name for your new step, and press Enter to confirm.

How can I modify existing template steps?

Modifying existing template steps enables workflow refinement and process optimization without requiring complete template recreation.

To begin editing existing steps, first open the template for modification:

• Navigate to the Templates library interface
• Locate your target template and click the Edit icon (pencil symbol)

Once in edit mode, click on any step in the list to open its details panel (usually on the right). Here’s what you can edit:

How do I edit the step description?

This is where you 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.
3. Use the toolbar to format text, add links, images, etc. See Insert Media for details.
4. Changes save automatically.

Use videos for clear instructions

A short video (like a screen recording) can often explain a step better than lots of text. Consider embedding videos for complex tasks.

How do I change who is assigned?

You can set who should do this task.

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 before you can assign a task to it.

How do I change the 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.

How do I add or change form fields?

Add fields to collect information during this step.

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.

How do I change deadlines and timings?

Set when the task should be due.

1. Click on the step.
2. Go to the Timings tab.
3. Set the deadline 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”).
4. Choose Start On-Time (suggests a start time, but doesn’t force it) or Start Anytime (no suggested start time, default).

Understanding overall process deadlines

The longest deadline for any given process is determined by the task that’s set at the latest deadline relative to the launch date. However, this is not true if you set a deadline relative to completing another step - because you never know when that other step will complete, so that deadline will be unpredictable and set at run-time, dynamic and dependent on the other task’s completion state.

What are the advanced step settings?

These options offer more control over how the step works.

• 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.

Outbound Webhooks & Incoming Webhooks

If you’re looking to know more about Webhooks and integrating Tallyfy, check out the [INTEGRATIONS](/products/pro/integrations/) section. You’ll find multiple articles explaining in full detail how to integrate Tallyfy.

Related articles

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 Task > Assign members or guests after launching

Task assignment in Tallyfy can be done during template creation process launch or while processes are running with options to assign specific members groups guests or job titles and includes settings for automatic launcher assignment and completion restrictions.

Templates > Template Tools

Template Tools accelerate template development and management by providing bulk operations for step creation assignment adjustment and favoriting that eliminate time-consuming manual processes and enable efficient workflow automation.

Launching > Launch manually

Manual process launching in Tallyfy allows users to initiate new workflow instances from existing templates with complete control over timing customization and validation before execution begins through accessing the templates library selecting the desired template naming the instance and optionally modifying assignees or deadlines.