Edit steps

How to edit steps in a template

This guide explains how to add new steps and change existing steps within a process template.

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.

Add a new step

To add a step, open the template in Edit mode. Scroll to the bottom of the steps list and click Add Step. Type a name for your new step and press Enter.

Editing an existing step

First, open the template for editing:

• Go to the Templates library.
• Find the template and click the Edit icon (pencil).

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:

Editing 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.

Changing 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.

Changing 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.

Adding or changing 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.

Changing deadlines (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).

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 allow control over process automation task completion requirements assignee management webhook notifications and guest permissions through various toggles and settings in the Advanced tab.

Edit Task > Assign members or guests after launching

Tasks can be assigned to members and guests during template creation process launch or while a process is running with options to restrict task completion and utilize automatic launcher assignment features.

Templates > Template Tools

Template Tools streamline workflow management by enabling bulk creation of steps rapid assignment of tasks quick deadline adjustments and template favoriting for team members through a simple interface in the Settings panel.

Templates > Edit a template

Standard and Administrator members can modify template elements like steps descriptions and settings through the Edit view while Light role members have limited access to template editing functions.