Edit Templates > Understanding assignment types
Tallyfy templates allow you to assign tasks to specific people groups job titles or guests with options for automation rules to dynamically change assignments based on process conditions.
Complete guide to task assignment options
Strategic task assignment forms the foundation of efficient workflow management in Tallyfy, ensuring optimal resource allocation and timely work completion.
This comprehensive guide explains all available task assignment options and provides proven best practices for ensuring appropriate people receive relevant tasks at optimal timing. Effective task assignment directly impacts team productivity, process completion rates, and organizational efficiency.
Tallyfy provides multiple sophisticated task assignment methods designed to accommodate diverse organizational structures and workflow requirements:
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
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
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)
Effective task assignment ensures workflows run smoothly and everyone knows exactly what they need to do, improving overall productivity and process outcomes.
Guests > Complete guide to guest user management
Complete guide to managing guest users in Tallyfy, including inviting guests, setting permissions, tracking their tasks, and resolving common guest access issues.
Groups > Create and assign groups
Tallyfy allows administrators and standard members to create groups for efficient task assignment by adding new groups through Settings then assigning these groups to tasks in process templates with options to control maximum assignees and automatic assignment rules.
Tallyfy enables unlimited external collaboration through guest access where outside individuals receive unique email links to complete specific workflow tasks without requiring full accounts while maintaining security through controlled visibility and mandatory internal oversight.
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