Users can modify various template elements by accessing the Edit view through clicking the edit button which opens an interface for making comprehensive changes.
Edit steps
Editing steps is fairly straightforward, we will take a look at how to add and edit existing steps into a template.
To add a new step to a template, simply scroll down through the step list until you find the Add Step option. Just name your new step and that’s it!
To edit any step, we’ll have to start by getting to the edit view in our template.
- From the sidebar, select the Templates option.
- Once there, select the Edit option in the template you want to modify or add a step.
With that out of the way, let’s explore what can we change in a template’s steps.
The description in any step is a representation of the task that needs to be completed. It can include images, files, URLs, tables, and videos, as well as any variable or snippet of your choice. To start adding a description to your step:
- Click on the specific step you want to edit and select the Description option.
- You’ll be greeted with a rich text editor that allows you to format your text in any way you want.
- Your changes will be saved automatically.
Tallyfy allows you to assign either a coworker, a group of people, or even a guest to any step by default. Simply follow the next steps:
- Click on the specific step you want to edit and select the Assign option.
- You can then add or remove any assignee of your choice by simply typing its name or email in the case of assigning a guest.
- You can check the “enforce a maximum number of assignees?” to establish a maximum number of assignees in a step
To change the type of a step:
- Click on the specific step you want to edit and simply click on Type, this will drop a menu where you can select the type of task you want that step to be.
You can change or add a form field by following these steps:
- Click on the specific step and then select the Form fields options.
- You can then select the form field you want to edit, or click on Add field to add a new form field to your step.
For a detailed explanation of form fields and how can they be useful for your processes, go to this article.
To allow you full control over a step deadline, you can set up how many time before/after launch or before/after a specific step has been completed.
- Click on your step, and then select the Timings section.
- In this menu, you can set up the deadline as you wish to. By default, every step’s deadline is relative to when you launch a process, however, you can set it up so that the deadline for a task is calculated once another step has been completed by selecting TIME > after > ANOTHER STEP.
- You can specify if you want to advise but not enforce that the assignees should start working on a step after a specific time, rather than immediately. This is done by using the toggle “Start On-time” or “Start Anytime”. The default is “Start Anytime” which means “Start doing this task anytime you like - no need to wait”.
Tallyfy allows for advanced customization in your steps. Here’s a brief explanation of every option we provide.
- Launch another process when this task is complete: By selecting this option, you can launch a process when the step is completed. Once selected, you may specify the process you want to launch that Doesn’t have a REQUIRED kick-off form, whether or not you want to inject(add) the tasks of the selected template to be launched into the current process, or not, and if you want to specify the name of the process or not. (By default, it will be the date and time, and the name of the template). We have a dedicated article on this process, just follow this link.
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All assignees must complete this task: This will ensure that the task won’t be considered as complete until every assignee completes it.
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Task is mandatory and cannot be removed at launch: If selected, it will make the task unable to be removed from the process and it will be mandatory to complete.
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Only assigned members can complete this task: If selected, only assigned members will be able to complete the task. (This will exclude administrator users too)
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Prevent guests from making or seeing comments: If selected, any guest assigned to a task won’t be able to comment on it.
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Tags: This is an optional field, where you can select a series of tags to better organize your templates and processes.
Edit Templates > Add a description to a template
Adding descriptions to templates involves accessing the Edit view and entering text in the Description drawer which automatically saves while template changes only impact future processes.
Templates > Configure your template
Template settings enable comprehensive customization of workflow behavior including duplication archiving permissions activity tracking folder organization webhooks and access controls while allowing users to add descriptions videos tags and special instructions for process management.
Edit Templates > Change a template's status
The template status feature enables tracking progress through four stages from Started to Published while allowing different user roles to modify the status either through the Templates library or Template Editor settings.
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