How do I master task assignment options in Tallyfy?
Getting task assignment right is crucial for efficient Tallyfy workflow management - it ensures the right people get the right work at the right time.
This guide covers all your task assignment options and shares best practices for making sure the right people get the right tasks when they need them. Good task assignment makes a huge difference for team productivity and getting work done efficiently.
What task assignment types does Tallyfy support?
Tallyfy gives you several ways to assign tasks that work for different types of organizations and workflows:
How does direct assignment to specific members work?
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
How does role-based assignment work?
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
How does guest assignment work?
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 can I assign tasks in Tallyfy?
How do I assign 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
How do I reassign 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
What advanced assignment features are available?
Tallyfy offers advanced assignment capabilities for complex workflows:
How do conditional assignments work?
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
How can I use 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
How do assignment notifications work?
Configure how assignees are notified:
Email notifications when tasks are assigned
Custom notification messages
Reminder settings for upcoming and overdue tasks
What are 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
How do I troubleshoot 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
What are examples of effective task assignment strategies?
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.
Tallyfy enables step assignment through multiple methods including specific members groups job titles guests or leaving steps unassigned with options for automation rules to dynamically adjust assignments based on process conditions and workflow requirements.
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.
This comprehensive guide explains how to effectively use Tallyfy’s guest user system to include external participants in workflows through secure email-based access without requiring paid accounts while maintaining proper security and process control.
This guide explains how administrators and standard members can assign workflow tasks to external guest users by entering their email addresses either when building process templates during active processes or through comment mentions with guests receiving email links to complete tasks without needing full Tallyfy accounts.
