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Create an automation

Tutorial: Creating an automation example

This tutorial provides a simple example of creating an automation rule in Tallyfy.

Basic concepts

Automation rules in Tallyfy use “IF… THEN…” logic:

  • IF a specific event occurs (the Condition), like a task completion or a specific form field value…
  • THEN Tallyfy automatically performs an action (the Action), such as showing a hidden step, assigning a task, or changing a deadline.

You can create rules based on various conditions, including task completion, form field answers, and approval decisions (from Approve/Reject steps).

Example scenario: In an Employee Onboarding process, you want to display different steps based on whether the new hire is a “Field worker” or an “Office worker”.

Form field example setup

Follow these steps to set up the automation for the example scenario:

  1. Create the template: Start building your “Employee Onboarding” template. Step 1 should collect basic information. Make Step 2 “Field Training” and Step 3 “Office Orientation”.
  2. Add the form field: In Step 1, add a form field asking for the employee’s role. Use the Radio Button type with two options: “Field worker” and “Office worker”. Radio button field for role selection
  3. Hide steps initially: In the template editor, configure both Step 2 (“Field Training”) and Step 3 (“Office Orientation”) to be hidden by default when the process starts.
  4. Create automation rule 1 (for Field Worker):
    • Navigate to the Automations section within the template editor.
    • Create a new rule.
    • Set the IF condition: Check if the “Role” form field (from Step 1) Is “Field worker”.
    • Set the THEN action: Use a Visibility action to SHOW Step 2 (“Field Training”).
    • Name the rule clearly, e.g., “Show Field Training if Role is Field Worker”. Automation rule for Field Worker
  5. Create automation rule 2 (for Office Worker):
    • Create another new rule.
    • Set the IF condition: Check if the “Role” form field (from Step 1) Is “Office worker”.
    • Set the THEN action: Use a Visibility action to SHOW Step 3 (“Office Orientation”).
    • Name it clearly, e.g., “Show Office Orientation if Role is Office Worker”.
  6. Launch the process: When you launch this process:
    • Only Step 1 will be visible at the start.
    • After the user selects the role in Step 1 and completes it, the automation rules trigger, showing only the relevant follow-up step (either Step 2 or Step 3).

Once the process is launched:

  • Only Step 1 will be assigned and visible at first.
  • After the employee selects their role in Step 1, the relevant step (2 or 3) will be assigned and shown. The assigned person(s) will be notified accordingly.
  • The assignee(s) can click on the task link in their email to complete the assigned step.

Examples > Exclusive choice

A workflow automation system using radio button form fields and separate automation rules enables processes to automatically follow a single path based on exclusive user selections.

Templates > Automations

Smart automation rules in Tallyfy watch process activities and automatically perform actions based on predefined conditions to streamline workflows and reduce manual work.

Actions > Automate hiding or showing tasks

Visibility actions enable dynamic workflow customization by automatically showing or hiding specific process steps based on predefined conditions and task completion status.

Automations > Conditionals

Conditional logic enables automated decision-making in processes by using simple IF-THEN rules based on specific criteria like form responses task statuses user roles and time triggers.