Automatically track and run complex approval workflows
How to automatically track and run complex approval workflows
Complex approval workflows often become organizational bottlenecks, with stakeholders confused about status, requirements, and next steps. Tallyfy transforms these chaotic processes into streamlined, trackable workflows with clear visibility and accountability at every stage.
Design effective kick-off forms for initial information gathering
The foundation of any effective approval workflow is collecting the right information up front:
Identify critical initial data - Determine what information is absolutely necessary before the approval process can begin
Use appropriate field types - Select the right form field types for each piece of information (dropdown lists for preset options, file uploads for supporting documents, etc.)
Include clear field guidance - Add helpful instructions to each field explaining what information is needed and why
Consider validation rules - Apply field validation to ensure data quality and completeness
Break down the approval process into distinct steps
Complex approvals become manageable when divided into clear, logical steps:
Map the full process - Identify every step required from submission to final approval
Define the approval sequence - Establish the order in which approvals must occur
Identify stakeholders - Determine who needs to provide input or approval at each stage
Document policy requirements - Incorporate organizational policies into step descriptions and requirements
Consider parallel and sequential approvals - Determine which approvals can happen simultaneously and which must follow a strict sequence
Each step in Tallyfy can be configured as a standard task or as an approve/reject task with specific action buttons that clarify the expected action.
Implement visibility automation for conditional pathways
Not all steps apply to every approval scenario. Use conditional rules to show only relevant tasks:
Identify decision points - Determine where the process may branch based on specific conditions
Set visibility conditions - Configure visibility actions to show or hide steps based on specific conditions
Create dynamic approval paths - Ensure only relevant approvers see tasks based on submission criteria
For example, you might create rules like:
IF (Purchase Amount) is greater than $10,000
THEN SHOW "CFO Approval"
This approach ensures stakeholders only see tasks relevant to the specific scenario, creating a cleaner, more focused experience.
Configure dynamic assignment rules
Ensure tasks are automatically routed to the right approvers with assignment automation:
Identify role-based assignments - Determine which roles should handle each approval step
Create variable assignments - Use assignment actions to dynamically assign tasks based on form inputs
Implement conditional routing - Route approvals to different people based on departments, amounts, or other factors
Set up backup assignments - Ensure coverage for absences by assigning to groups or multiple individuals
For example, you might create assignment rules like:
IF (Purchase Category) is "Software"
THEN assign "Vendor Privacy Review" to "Jane Doe"
Dynamic assignment ensures the right experts review each request without requiring manual routing decisions.
Leverage real-time tracking for approval status visibility
The most critical aspect of complex approval workflows is maintaining visibility into status and progress:
Central tracking dashboard - Monitor all approval processes in the Tracker view
Real-time status updates - See exactly which approval step is active and who’s responsible
Deadline monitoring - Track approaching and overdue approvals with color-coded indicators
Progress visualization - View completion percentages and remaining steps at a glance
Detailed activity logs - Access comprehensive activity history showing every action taken
This eliminates the constant “where is this?” and “what’s the status?” questions that plague traditional approval processes, giving everyone clear visibility into exactly where things stand.
Implement automated reminders for timely completion
Keep approvals moving forward with systematic follow-up:
Scheduled email digests - Configure automatic reminders to notify approvers of pending tasks
Escalation pathways - Set up automation rules to notify managers if approvals are delayed
Custom notification schedules - Allow users to customize their reminder frequency while ensuring minimum coverage
Manual reminder options - Enable process owners to send immediate reminders for urgent approvals
This “set and forget” reminder system ensures approvals don’t stall due to missed notifications or competing priorities.
Enable contextual communication within the workflow
Approval decisions often require clarification or additional information. Tallyfy’s commenting system keeps this communication in context:
Step-specific comments - Provide feedback or ask questions directly within specific approval steps
@mentions - Tag relevant stakeholders in comments to ensure they’re notified
Embedded context - Eliminate the need to re-explain the entire approval context with each question
Conditional approvals - Facilitate more nuanced responses like “I will approve this if you can provide X”
Comment history - Maintain a complete record of all discussions for future reference
This approach transforms approvals from binary yes/no decisions into collaborative problem-solving that addresses concerns while keeping the process moving forward.
Organize and archive completed approvals
Maintain order and facilitate easy reference to past approvals:
Tagging system - Require initial submitters to tag or categorize the approval request
Retention policies - Implement systematic archiving based on organizational requirements
This organizational approach ensures completed approvals remain accessible for reference, audits, or pattern analysis without cluttering active process views.
Go beyond traditional flowchart thinking
Complex approval workflows challenge traditional flowchart models, which struggle to represent human judgment, exceptions, and communication:
Human-centered design - Build workflows that accommodate real-world decision complexity
Flexible pathways - Allow for deviations and exceptions that rigid flowcharts can’t handle
Continuous improvement - Learn from each approval cycle to refine the process
Contextual collaboration - Facilitate discussion and negotiation that approval decisions often require
Adaptable framework - Create approval processes that evolve with your organization
Tallyfy’s approach recognizes that complex approvals are collaborative human processes, not just mechanical routing of requests through a predetermined path.
Best practices for approval workflow implementation
Start simple - Begin with core steps and add complexity gradually as the process matures
Involve stakeholders - Get input from approvers when designing the workflow
Test thoroughly - Run pilot approval workflows before full deployment
Document guidelines - Create clear criteria for approval decisions
Review regularly - Analyze completed approvals to identify bottlenecks or improvement opportunities
Train participants - Ensure all stakeholders understand how to use the system effectively
Measure performance - Track key metrics like approval cycle time, bottlenecks, and completion rates
By following these principles and leveraging Tallyfy’s powerful workflow management capabilities, you can transform chaotic, opaque approval processes into streamlined, transparent operations that drive efficiency and accountability throughout your organization.
Try Tallyfy now ↗ to experience how it can transform your approval workflows, or schedule a call ↗ to discuss your specific approval management challenges.
Tallyfy’s form-building approach integrates data collection with process execution by enabling trackable workflows email verification field customization progressive steps conditional branching validation features communication tools and automated document generation.
The process of modifying templates involves adding new steps naming them editing descriptions assigning members setting deadlines adjusting step types and configuring advanced settings through the template edit interface.
Tallyfy offers diverse form field types including short text long text dropdown lists checklists radio buttons date selectors file uploads tables and assignee pickers each designed with specific settings validation options and best practices for effective data collection in business processes.
Kick-off forms in Tallyfy enable structured data collection at process initiation with multiple field types verification features and public sharing capabilities while maintaining visibility throughout the workflow lifecycle.
