Edit Templates > Assign steps in the Tallyfy template builder
Task assignment options
Tallyfy gives you several ways to assign tasks that work for different types of organizations and workflows:
Assign tasks directly to specific members of your organization:
- Individual assignment: Assign to a specific person by name
- Multiple assignees: Assign to multiple people who all need to complete the task
- Sequential assignment: Set primary and backup assignees in order
Assign tasks to roles instead of specific individuals:
- Job title assignment: Assign to a job title (e.g., “HR Manager”)
- Dynamic role assignment: Assign based on who completed a previous task
- Group-based assignment: Assign to members of a specific group
Assign tasks to people outside your organization:
- Email-based assignment: Assign to any email address
- Guest link sharing: Create a link that anyone can use to complete a task
- Guest form submission: Allow guests to submit forms without having an account
When creating or editing a template:
- Select a step in your template
- Click on the Assignment tab
- Choose the assignment type from the dropdown menu
- Select specific assignees or roles as needed
- Configure additional options like due dates or notifications
Who can reassign tasks depends on your role and the specific task. Administrators: Can reassign any task to anyone. To reassign a task (if you have permission):
- Navigate to the task in the active process
- Click the Reassign button
- Select the new assignee
- Add a comment explaining the reassignment if needed
- Click Save to confirm
If you need a task reassigned but don’t have permission, add a comment to the task requesting reassignment and tag an administrator or HR team member
Tallyfy offers advanced assignment capabilities for complex workflows:
Set up rules to automatically assign tasks based on specific conditions:
- Assign based on form field values
- Change assignees based on process variables
- Route tasks dynamically based on business rules
Manage assignments for multiple tasks at once:
- Reassign all tasks from one person to another
- Update assignments across multiple processes
- Manage team workloads efficiently
Configure how assignees are notified:
- Email notifications when tasks are assigned
- Custom notification messages
- Reminder settings for upcoming and overdue tasks
Follow these practices to make the most of Tallyfy’s assignment capabilities:
- Be specific: Clearly define who needs to do what
- Use role-based assignments when possible to make templates more flexible
- Set reasonable deadlines for task completion
- Include clear instructions so assignees understand what’s expected
- Avoid overloading individuals with too many concurrent tasks
- Consider expertise and workload when assigning tasks
- Use backup assignees for critical tasks to prevent bottlenecks
- Review and adjust assignments based on performance data
Issue | Solution |
---|---|
Unassigned tasks | Set default assignees in templates or use required assignments |
Reassignment needed | Enable task reassignment permissions for team leads |
Assignee unavailable | Set up backup assignees or use role-based assignment |
Unclear responsibilities | Use detailed task descriptions and clear assignment labels |
Too many notifications | Configure notification settings to reduce email volume |
Guest can’t access task | Check guest permissions and resend invitation if needed |
Here are some real-world examples of effective task assignment strategies:
Example 1: Approval workflow
- Initial submission: Assigned to department members (role-based)
- First approval: Assigned to department manager (job title)
- Final approval: Assigned to specific executive (direct assignment)
Example 2: Customer onboarding
- Document collection: Assigned to the customer (guest assignment)
- Document verification: Assigned to onboarding specialist (direct assignment)
- Account setup: Assigned to IT department (group assignment)
- Welcome call: Assigned to the sales representative who won the account (dynamic assignment)
Edit Templates > Understanding assignment types
Guests > Assign tasks to guests
Groups > Create and assign groups
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