Step types

What types of tasks can I create with Tallyfy?

What’s the difference between one-off tasks and process steps?

Tallyfy handles different types of tasks depending on whether they’re part of a workflow or standalone items.

Here’s how it breaks down:

• Process Steps/Tasks: Defined within a template as ‘Steps’, becoming ‘Tasks’ when the process runs. They are part of a larger workflow.
• One-Off Tasks: Standalone to-dos not linked to a template. Use them for quick actions or unique situations.
  • You can create one-off tasks individually.
  • You can add them to a running process (ad-hoc tasks).
  • You can link a one-off task to a specific template or process if needed.

Adding ad-hoc tasks to active processes

You aren’t limited to the tasks included when a process launched. You can add ad-hoc tasks to handle unique situations without modifying the original template.

Template creators can control this via Settings > Permissions in the template editor using the “Can people add one-off tasks to this process?” setting (default is “Yes”). If set to “No”, only Admins can add ad-hoc tasks, useful for compliance-critical processes.

Tallyfy step/task types

Whether you’re creating a step in a template or a one-off task, you’ve got five types to choose from:

Type	Main Button(s)	Must be Completed?	Description & Common Uses
Task	COMPLETE	Yes	Standard to-do. Use for most actions (data entry, reviews).
Approve/Reject	APPROVE / REJECT	Yes	For decisions. Use for approvals (finance, design). Can trigger Automations.
Expiring	COMPLETE	No (Optional)	Auto-completes at deadline if not done. Use for optional reminders/updates (e.g., weekly reports). Prevents overdue task build-up.
Email Draft	SEND	Yes	Creates email draft for assignee review/edit before manual send. Use for updates needing human checks.
Email Auto-Send	SEND NOW / (Auto)	Yes	Sends pre-written email automatically at deadline (or earlier via SEND NOW). Use for scheduled reminders/notifications.

Task type

This is the standard type, requiring the assignee to click COMPLETE.

Approve/Reject type

This type shows two buttons. Use Automations to trigger different actions based on the APPROVE or REJECT choice.

Restricting approvals

You can ensure only assigned users approve/reject by enabling “Only assigned members can complete…” in the task’s Advanced tab (Admins can always override).

Expiring type

Useful for tasks that are helpful but not critical if missed. They complete automatically at the deadline, preventing your task list from filling with old, non-essential overdue items.

Perfect for information sharing without creating task debt. Use expiring tasks to:

• Share FYI updates that don’t require action
• Distribute optional resources or training materials
• Send weekly status reports for awareness
• Provide non-critical announcements

Team members get notified and can engage if they want, but the task won’t pile up if they don’t. This respects that not everything needs active completion - sometimes you just need to make information available.

Email types

• Email Auto-Send: Write the email in the template. It sends automatically at the deadline unless someone clicks SEND NOW earlier.
• Email Draft: Write a draft in the template. The assignee reviews/edits and clicks SEND manually.
• Email Copies: The sender (or Tallyfy for auto-send) usually gets a copy, unless they disabled specific email notifications.

Receiving email copies

Receiving copies depends on the “Receive emails when I’m assigned” setting under Settings > My Profile > Email Notifications. See Manage Email Notifications.

Related articles

Tracking And Tasks > More about tasks

Tasks in Tallyfy are fundamental work units that come in two types - process tasks that are part of workflow templates and one-off tasks that function as standalone to-dos with steps in templates becoming tasks when processes are launched.

Tasks > Create a one-off task

One-off tasks in Tallyfy are standalone action items that can be quickly created outside of templates by clicking the Create button, filling in task details like name, assignee, and deadline, then clicking Create Task to generate flexible workflow items for urgent or non-standardized work.

How To > Ensure task completion

Tallyfy ensures task and approval completion through automated reminders clear task definitions escalation paths bundling related work comment-based follow-ups personal communication context explanations and recognition strategies to prevent delays and maintain workflow accountability.

Edit Templates > Edit steps

Tallyfy enables comprehensive step editing in templates through adding new steps with simple naming and modifying existing ones via description editing assignment configuration step type selection form field management deadline timing controls and advanced settings including process launching completion requirements and webhook integration.