Step types

Types of tasks in Tallyfy

Tallyfy has two categories of tasks - process tasks and one-off tasks - each supporting five step types.

Process steps vs one-off tasks

• Process Steps/Tasks: These are defined within a template as “Steps,” and they become “Tasks” when the process runs.
• One-Off Tasks: Standalone to-dos that aren’t linked to any template.
  • Create one-off tasks individually
  • Add them to a running process as ad-hoc tasks
  • Link a one-off task to a specific template or process

Adding ad-hoc tasks to active processes

You can add ad-hoc tasks to a running process without modifying the original template.

Template creators control this via the “Can people add one-off tasks to this process?” toggle in the template editor (default is “Yes”). If it’s set to “No,” ad-hoc tasks are blocked entirely for that process.

Five step/task types

Type	Main Button(s)	Must be completed?	Description
Task	COMPLETE	Yes	Standard to-do for most actions (data entry, reviews).
Approve/Reject	APPROVE / REJECT	Yes	For decisions and approvals. Can trigger Automations.
Expiring	ACKNOWLEDGE	No (optional)	Auto-completes at deadline if not acknowledged. Prevents overdue task build-up.
Email Draft	SEND	Yes	Email draft for assignee review/edit before manual send.
Email Auto-Send	SEND RIGHT NOW / (Auto)	Yes	Sends email automatically at deadline, or earlier via SEND RIGHT NOW.

Task type

The standard type. The assignee clicks COMPLETE to finish it.

Approve/Reject type

Shows two buttons - APPROVE and REJECT. Use Automations to trigger different actions based on the choice.

Restricting approvals

You can restrict completion to assigned users only by enabling “Only assigned members can complete…” in the task’s Advanced tab. Admins can always override this setting.

Expiring type

If nobody clicks ACKNOWLEDGE by the deadline, the task auto-completes and disappears from active task lists. Great for information sharing without creating task debt.

Common uses:

• FYI updates that don’t require action
• Optional resources or training materials
• Weekly status reports for awareness
• Non-critical announcements

Team members get notified and can engage if they want, but the task won’t pile up if they don’t.

Email types

• Email Auto-Send: Write the email in the template. It sends automatically at the deadline unless someone clicks SEND RIGHT NOW earlier.
• Email Draft: Write a draft in the template. The assignee reviews/edits and clicks SEND manually.
• Send Chromeless: Both email types can send without Tallyfy branding. Enable the “Send Chromeless” option to send plain emails without the Tallyfy logo, header, and footer - useful when emails should look like standard messages rather than workflow notifications.
• Email Copies: Assignees receive a copy of sent emails unless they’ve disabled 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

Tallyfy organizes all work into two types of tasks: process tasks that run inside repeatable…

Tasks > Create a one-off task

Tallyfy lets you create standalone one-off tasks with a deadline and assignee by clicking +…

Edit Templates > Edit steps

Edit template steps in Tallyfy by adding new ones or modifying details like descriptions…

How To > Ensure task completion

Tallyfy keeps tasks and approvals on track with automated reminders, clear deadlines, and…

Was this helpful?

YesNo