Proper task assignment is crucial for workflow efficiency in Tallyfy. This guide explains all task assignment options and provides best practices to ensure the right people are working on the right tasks at the right time.
Task assignment types
Tallyfy offers several ways to assign tasks to ensure flexibility in your workflows:
1. Direct assignment to specific members
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
2. Role-based assignment
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
3. Guest assignment
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
How to assign tasks
Assigning tasks in templates
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
Reassigning tasks in active processes
To reassign a task in an active process:
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
Advanced assignment features
Tallyfy offers advanced assignment capabilities for complex workflows:
Conditional assignments
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
Bulk assignment
Manage assignments for multiple tasks at once:
Reassign all tasks from one person to another
Update assignments across multiple processes
Manage team workloads efficiently
Assignment notifications
Configure how assignees are notified:
Email notifications when tasks are assigned
Custom notification messages
Reminder settings for upcoming and overdue tasks
Best practices for task assignment
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
Troubleshooting common assignment issues
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
Task assignment examples
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)
Effective task assignment ensures workflows run smoothly and everyone knows exactly what they need to do, improving overall productivity and process outcomes.
Assignment actions in Tallyfy automatically modify task responsibility by adding replacing or clearing assignees based on specified conditions and can utilize both specific people/groups and form field selections for dynamic task allocation.
Task assignments in templates can be handled through fixed assignments to specific people or groups dynamic job title assignments guest user assignments or automated rules based on process conditions.
Administrators can create and manage groups in the settings while assigning tasks to these groups during template creation with options to control maximum assignees and automatic assignments.
Administrators and Standard members can assign tasks to guest users through template building task comments or direct assignment in running processes using their email addresses.
