Variables

Understanding variables in Tallyfy

Variables are like placeholders that automatically pull information from one step in a process and display it in another. This helps information flow through your process and allows you to customize content automatically.

Variables = Mail Carriers or Sticky Notes

Think about variables like this:

• Mail Carrier: Imagine someone enters important info, like a Customer Name, early in a process. A variable acts like a mail carrier that picks up that name and automatically delivers it to later steps where it’s needed (like in a task title or an email).

• Sticky Note: Or, think of writing the Customer Name on a sticky note at the start. That note (the variable) travels with the workflow, so everyone later on sees the right name without asking.

This automatic carrying of information saves time and prevents errors.

Why use Variables?

Variables help you:

• Pass data: Move information collected in one step to later steps.
• Show live info: Automatically update text based on what users enter.
• Personalize: Make task instructions specific to the current situation (e.g., use the client’s name).
• Drive automation: Use the variable’s value in automation rules (e.g., IF Customer Type variable is “VIP” THEN…).
• Keep consistent: Ensure the same value (like an order number) appears correctly in multiple places.

How Variables work

1. Origin: Variables come from the data entered into form fields within your tasks.
2. Insert: You insert a variable (which looks like {{fieldName}}) into the title or description of a later step using the button.
3. Fill: When a user fills in the form field in the earlier step, Tallyfy stores that value.
4. Display: When the process gets to the later step, Tallyfy replaces the variable placeholder with the actual stored value.

Variable sources

Variables are created based on the form fields you add to your template steps, such as:

• Text fields (short or long)
• Date fields
• Number fields
• Dropdown, radio button, or checklist selections
• Fields where users pick other users (Assignee Picker)

Common ways to use variables

• Show the client’s name in multiple task titles.
• Use a project due date entered early on in later step descriptions.
• Refer back to specific answers given in previous steps during an approval task.
• Customize standard document templates with information specific to this process run.
• Use the value selected in a dropdown field to trigger different automation rules.

• Insert variables

Related articles

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Variables can be inserted into step titles and descriptions to automatically display information from earlier form fields which helps maintain consistency personalize workflows and reduce manual data entry errors throughout a process.

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