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Template changes and running processes

Why template edits don’t reach a running process

Section titled “Why template edits don’t reach a running process”

When you edit a template, the change only applies to processes you launch after that. Every process that’s already running keeps the version of the template it started with.

This works the same way on every plan, including the free trial.

Why it works this way

Section titled “Why it works this way”

When you launch a process, Tallyfy saves the template exactly as it was at that moment. Your next edit to the template creates a new version, and only new launches use it.

Changing running processes automatically would cause problems. A new step could land before tasks people have already finished, and a step you deleted might hold data someone already entered. Some changes also won’t fit a process that started under different conditions.

Snippets work differently. If a step’s description uses a snippet, edits to that snippet show up in running processes the next time someone opens the task.

What to do instead

Section titled “What to do instead”

The process is new, or it’s a test. Launch a fresh process from the updated template, then archive the old one. This works best when little work has been done yet.

One process is already underway. Add the missing step to that process by hand:

  1. Open the running process.
  2. Scroll to the bottom of the task list.
  3. Type the task name in the box that says Type in the task.
  4. Click Add Task.
  5. Click the new task to set its assignees, deadline and description.

A task you add this way is a one-off task. It belongs to that process only, and it doesn’t bring along the form fields or automations from the template step. If Can people add one-off tasks to this process? was turned off in the template’s settings when the process launched, the Add Task box is turned off for that process. Turning it on later only affects processes you launch after that. Add tasks to active processes has more detail.

Many processes are running. Each process still gets updated on its own, but you don’t have to click through them yourself. Connect an AI assistant such as Claude to Tallyfy through the MCP server. Then ask it to add a task to every active process launched from a template, or to change deadlines and assignees across them. Developers can do the same with the Tallyfy API.

What you can change in a running process

Section titled “What you can change in a running process”

Inside a running process you can:

  • Add one-off tasks
  • Change a task’s name, assignees, deadline and form field values
  • Rename the process
  • Archive the process when you no longer need it

You can’t push a template edit into every running process at once.

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