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Automate task assignments

Assignment actions explained

Assignment actions change who’s responsible for a task when conditions are met in your workflow. You’ve got three options:

  • Add assignees - keeps everyone already assigned and adds new people
  • Replace assignees - clears current assignees and sets only the people you specify
  • Clear assignees - removes everyone, leaving the task unassigned

You can assign specific members, guests, or groups. You can also use an Assignee Picker1 form field so someone picks the assignee while filling out the form. If the picker field is empty, Tallyfy falls back to any manually specified assignees in the same action.

Watch out for unintended assignees

Tasks without assignees default to the process launcher2 unless the step’s auto-assign launcher setting is turned off. If your automation uses Add assignees, the launcher stays assigned alongside your new people. Use Replace assignees to assign only who you want.

Examples

Example 1: Assign based on location

IF (Office Location field) is "Toronto"
THEN Add assignee "Jane Doe" to task "Mentor Meeting"

Jane gets added when someone selects Toronto. The original assignee stays on too.

Example 2: Replace assignees by department

IF (Department field) is "Legal"
THEN Replace all assignees for task "Contract Review" with "Legal Team" group

This completely replaces whoever was assigned. Only the Legal Team handles contract reviews for legal requests.

Example 3: Using an Assignee Picker field

IF (Project Type field) is "Urgent"
THEN Replace all assignees for task "Approval" with (Project Manager field)

Someone picks the project manager in a form field. For urgent projects, that person becomes the sole approver.

Example 4: Fixing unintended launcher assignment

Problem: Task has no assignees → launcher gets it → automation adds Kassie → both assigned
Solution: Use "Replace assignees" instead of "Add assignees" to assign only Kassie

Unassigned tasks default to the launcher. “Add” keeps the launcher; “Replace” removes them.

Assignment automation action interface with fallback assignees field

Every assignment action needs the Apply to setting - it tells Tallyfy which step should get the new assignments. Assignment actions won’t apply to already-completed tasks.

Automations > Actions

Tallyfy’s automation actions are the “THEN” part of IF-THEN rules that automatically assign tasks to the right people adjust deadlines reopen completed steps for approval loops show or hide steps based on form answers and fire webhooks to external systems — eliminating manual work and ensuring processes run consistently every time.

Tasks > Task assignment options

Tallyfy lets you assign tasks to individual members or groups within your organization and to external guests via email and supports dynamic reassignment through automation rules based on form field values or step completion status.

Edit Templates > Assign steps in the Tallyfy template builder

Tallyfy lets you assign template steps to specific members or groups or job titles or guests through the Assign tab and also supports unassigned steps with dynamic automation rules that route tasks based on form answers or conditions like dollar amounts or priority levels.

Footnotes

  1. A special form field type allowing dynamic selection of task assignees during process execution rather than pre-defining them ↩

  2. The user who initially starts a process run from a template; automatically becomes default assignee for unassigned tasks ↩

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