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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.

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:

TypeMain Button(s)Must be Completed?Description & Common Uses
TaskCOMPLETEYesStandard to-do. Use for most actions (data entry, reviews).
Approve/RejectAPPROVE / REJECTYesFor decisions. Use for approvals (finance, design). Can trigger Automations.
ExpiringCOMPLETENo (Optional)Auto-completes at deadline if not done. Use for optional reminders/updates (e.g., weekly reports). Prevents overdue task build-up.
Email DraftSENDYesCreates email draft for assignee review/edit before manual send. Use for updates needing human checks.
Email Auto-SendSEND NOW / (Auto)YesSends 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.

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.

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 everyone in your team completes an approval or task

Tallyfy helps ensure task completion through automated reminders clear task definitions consolidated approvals comment-based follow-ups personal communication escalation paths and recognition strategies that combine digital tools with effective management practices.

Edit Templates > Edit steps

This guide explains how to add new steps and modify existing steps in Tallyfy templates including editing descriptions changing assignments setting deadlines and configuring advanced settings to customize workflows.