Tracking And Tasks > More about processes
A process represents a unique instance of executing a template’s workflow with its own tracking audit trail and flexibility to add tasks while remaining independent from the original template after launch.
Managing the complete process lifecycle
Understanding the full lifecycle of processes in Tallyfy helps you effectively manage your workflows from start to finish. This guide walks you through each phase of the process lifecycle with practical examples and best practices.
A typical process in Tallyfy goes through these key phases:
- Creation - Building your process template
- Launch - Starting a process instance from a template
- Execution - Completing tasks and moving through steps
- Monitoring - Tracking progress and addressing issues
- Completion - Finishing the process and analyzing results
A well-designed template is the foundation of successful process execution:
- Organize logically: Structure your template steps in a clear, sequential order
- Add detailed instructions: Include specific guidance at each step
- Set proper assignments: Assign steps to the right roles or individuals
- Include form fields: Capture necessary data with appropriate field types
- Configure automations: Add rules to streamline workflow and reduce manual effort
When launching a process from a template:
- Customize for the specific instance: Modify due dates, assignments, or other details
- Provide context: Add launch notes to give participants important information
- Send notifications: Ensure participants know a process has started
- Verify settings: Double-check all launch settings before starting
Effective process monitoring keeps workflows on track:
- Use the Tracker view: Get a visual overview of all active processes
- Check process health: Identify bottlenecks or delayed tasks
- Review comments: Stay updated on discussions within the process
- Monitor form data: Review captured information for completeness and accuracy
- Handle exceptions: Address issues or unexpected situations that arise
To effectively track processes:
- Regular check-ins: Review process status at consistent intervals
- Dashboard utilization: Use the dashboard for high-level views of all processes
- Notification management: Configure notifications to stay informed of important events
- Deadline tracking: Monitor approaching and missed deadlines
- Issue resolution: Address reported issues promptly
When a process reaches completion:
- Verify all tasks are complete: Ensure nothing was missed
- Review captured data: Analyze the information collected during the process
- Export data if needed: Download process data for external analysis
- Archive for reference: Keep completed processes accessible for future reference
- Learn and improve: Use insights to refine the template for future runs
| Challenge | Solution |
|---|---|
| Bottlenecks | Identify delayed tasks and reassign or follow up with assignees |
| Missed deadlines | Set earlier deadlines or break tasks into smaller steps |
| Incomplete data | Make important form fields required and provide clear instructions |
| Process abandonment | Use automations and notifications to keep processes moving |
| Unclear responsibility | Ensure every task has a clear owner with defined expectations |
After running processes multiple times:
- Review completion times: Analyze how long processes and individual steps take
- Identify patterns: Look for recurring bottlenecks or issues
- Collect feedback: Ask participants for input on improving the process
- Implement changes: Update your templates based on insights
- Monitor improvements: Track whether changes have positive effects
Use the data and insights gathered from completed processes to continuously refine your workflows, making them more efficient and effective over time.
Process launching transforms static workflow templates into active projects by assigning tasks and deadlines to specific team members while maintaining independence between running processes and offering multiple launch methods including manual API triggers and automated schedules.
Workflow automation platform Tallyfy helps organizations streamline operations by documenting processes tracking tasks in real-time and enabling continuous improvement through AI-powered automation and standardized templates.
A comprehensive guide explaining how to initiate workflows using templates in Tallyfy by selecting launching options setting names assigning tasks and tracking progress through the platform’s interface.
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