Process lifecycle management

Process lifecycle in Tallyfy

Processes in Tallyfy follow five phases: create, launch, execute, monitor, and complete.

Process lifecycle phases

A process moves through Tallyfy in these phases:

1. Creation - You build the template (like designing the train route)
2. Launch - You start a new instance (the train leaves the station)
3. Execution - Tasks get completed one by one (passengers board at each stop)
4. Monitoring - You track progress in real-time (watching the train’s location)
5. Completion - Everything wraps up and you analyze results (reaching the destination)

Creating templates

Key elements:

• Organize logically: Put steps in the order people actually work - not how the org chart says they should
• Add detailed instructions: Write them like you’re explaining to someone on their first day (because someday, you will be)
• Set proper assignments: Match tasks to job titles, not just people. New hire? They’ll automatically get the right work
• Include form fields: Capture the data you need when you need it - no chasing people for missing info
• Configure automations: Let Tallyfy handle the boring stuff. Auto-assign tasks, set deadlines, send reminders

Launching processes

Steps:

• Customize for the specific instance: Every client onboarding is different - adjust deadlines and assignments to match reality
• Provide context: Add launch notes to explain the specific situation
• Send notifications: Alert assignees about their new tasks
• Verify settings: Double-check assignments and deadlines before launch

Monitoring active processes

The tracker view shows all active processes:

• Use the Tracker view: See which processes are humming along and which need attention. Green means go, red means investigate
• Check process health: That task stuck for 3 days? Time to nudge someone or reassign it
• Review comments: The real story often lives in task comments - questions, blockers, “waiting on vendor” updates
• Monitor form data: Spot incomplete submissions before they mess up your reporting
• Handle exceptions: When the unexpected happens (and it will), you’ll see it here first

Process tracking best practices

Effective tracking habits:

• Regular check-ins: Monday morning dashboard review, Thursday afternoon deep dive - pick a rhythm and stick to it
• Dashboard utilization: View patterns across all processes - multiple items stuck at the same step indicates a bottleneck
• Notification management: Configure alerts for critical events only
• Deadline tracking: Check for tasks turning yellow (due soon) before they go red (overdue)
• Issue resolution: Answer questions in comments quickly to prevent blockers

Process completion

Checklist:

• Verify all tasks are complete: Check for any forgotten approvals or signatures
• Review captured data: Confirm all required fields have values
• Export data if needed: Extract data for reports or audits
• Archive for reference: Store completed processes for future reference
• Learn and improve: Identify consistently late or skipped steps to adjust the template

Common challenges and solutions

Challenge	Solution
Bottlenecks	Check who’s overloaded - if Sarah has 15 tasks and Tom has 2, time to rebalance
Missed deadlines	Build in buffer time. If it really takes 3 days, don’t set a 2-day deadline
Incomplete data	Make critical fields required. Can’t proceed without a PO number? Make it mandatory
Process abandonment	Set up a 48-hour reminder rule - gentle nudge before things go stale
Unclear responsibility	Name names. “Marketing team” is vague. “Content Manager” is clear
Missed steps	Every task appears in someone’s queue - Tallyfy won’t let steps vanish
Downstream problems	Daily tracker check catches issues while they’re still small

Analyzing processes

After 10-20 runs:

• Review completion times: Check actual vs. expected durations. For accurate effort measurement, see how to track time spent on tasks
• Identify patterns: When three different processes stall at legal review, you’ve found your bottleneck
• Collect feedback: Ask team members for specific pain points
• Implement changes: Adjust one element at a time and test
• Monitor improvements: Check metrics after 5-10 runs to verify changes worked

Related articles

Tracking And Tasks > An overview of processes

A process in Tallyfy is a running instance of a template that transforms your workflow blueprint into actual trackable work with unique naming audit trails and the ability to add one-off tasks while maintaining independence from template updates.

Launching > Launch manually

Manual process launching in Tallyfy allows you to initiate workflow instances from templates with complete control over timing and customization by selecting a template naming the instance and clicking launch to create an active trackable process.

Pro > Launching

Tallyfy’s process launching feature transforms reusable workflow templates into active trackable instances with specific assignments and deadlines that operate independently through multiple launch methods including manual API webhooks forms email triggers and magic links while allowing customization during launch and protecting running processes from template changes.

Process Improvement > Understand process flow without flowcharts

Tallyfy templates provide an intuitive alternative to traditional flowcharts by allowing you to define sequential processes visualize real-time workflow status through tracker views identify bottlenecks using analytics and easily optimize flow through step reordering conditional logic and parallel processing capabilities.