Step types

Understanding task and step types

One-off tasks vs. process steps/tasks

In Tallyfy, a task is a piece of work. There are two main kinds:

• 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 creating a step in a template or a one-off task, Tallyfy offers five types:

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.

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.

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