Conditional visibility

What conditional visibility does

Show or hide entire tasks based on form field values. Someone fills out a field, Tallyfy checks your IF-THEN rules¹, and tasks appear or stay hidden. You can combine conditions with AND/OR logic.

This works at the task level only - you can’t show or hide individual form fields within a task.

Key limitations

• Tasks only - you can’t conditionally show/hide individual form fields, just whole tasks
• One-way visibility - once a task appears, it stays visible unless someone manually hides it
• Hidden tasks stay incomplete - hidden tasks get an “auto-skipped” status and can’t trigger completion-based automations
• Cross-step references allowed - you can reference kick-off form fields, step completion status, or form fields from any step in your conditions

Form field conditional logic not supported

Tallyfy’s conditional logic works at the task/step level, not within forms. You can’t make form fields appear/disappear based on other field selections in the same form. Instead, use conditional task visibility to show different tasks with different form fields based on earlier selections.

Setting up conditional visibility

You’ll need a Pro plan (or active trial), plus a template with form fields and automation rules.

1. Create your form fields - add fields in your kick-off form² or early tasks that’ll trigger conditions

2. Add all possible tasks - create every task that might appear in the workflow

3. Configure visibility rules - open the template editor, go to Automations > Add Rule, select a visibility action, set your IF conditions, then choose THEN Show this task or Hide this task

4. Test - launch test processes to verify all condition paths work

Practical examples

Simple Yes/No branching

Kick-off form field: "Shipping Type" (Dropdown: Domestic, International)

Conditional task: "Customs Documentation"
Rule: IF "Shipping Type" equals "International" THEN show this task

Multiple AND conditions

Form fields:
- "Purchase Amount" (Number)
- "Vendor Status" (Dropdown: New, Existing)

Conditional task: "Manager Approval Required"
Rule: IF "Purchase Amount" is greater than 5000
      AND "Vendor Status" equals "New"
      THEN show this task

Don’t create two separate rules here. Use one rule with both conditions joined by AND.

OR conditions

Form field: "Document Type" (Dropdown)
Options: Contract, NDA, Partnership Agreement, Invoice, Purchase Order

Conditional task: "Legal Review"
Rule: IF "Document Type" equals "Contract"
      OR "Document Type" equals "NDA"
      OR "Document Type" equals "Partnership Agreement"
      THEN show this task

Decision-tree quotation workflow

Step 1 - Kick-off form:
- "Industry Type" (Dropdown: Manufacturing, Services, Retail)
- "Company Size" (Radio: Small, Medium, Large)

Step 2 - Manufacturing Questions (conditional):
Rule: IF "Industry Type" equals "Manufacturing" THEN show this task

Step 3 - Services Questions (conditional):
Rule: IF "Industry Type" equals "Services" THEN show this task

Step 4 - Small Business Package (conditional):
Rule: IF "Company Size" equals "Small"
      AND "Industry Type" equals "Manufacturing"
      THEN show this task

Step 5 - Enterprise Solution (conditional):
Rule: IF "Company Size" equals "Large"
      OR "Production Volume" greater than 10000
      THEN show this task

The process reveals only relevant questions based on previous answers.

Using kick-off fields for process branching

Use kick-off form fields to control your entire process flow instead of maintaining multiple templates:

1. Add dropdowns/radio buttons to your kick-off form for key decisions
2. Reference these fields in automation rules throughout the template
3. Show/hide entire task groups based on kick-off selections

Example: Instead of “Onboarding - US” and “Onboarding - EU” templates, use one template with a “Region” kick-off field that controls which compliance steps appear.

Troubleshooting

Tasks from previous selections still visible

User selects “Corporation”, sees corporate tasks, then changes to “LLC” - but corporate tasks remain.

Tallyfy doesn’t auto-hide previously shown tasks. Three workarounds:

1. Add “step is complete” as an extra condition so tasks only appear after the selection step is finished
2. Train users to manually hide tasks that aren’t relevant
3. Use separate templates for very different paths

Conditions not triggering

• Timing - the form field must be completed before the conditional task’s position in the workflow
• Field references - double-check you’re referencing the correct field (case matters)
• Logic errors - AND requires all conditions to be true, OR requires just one
• Data types - number comparisons (greater than, less than) need numeric field validation on text fields

Hidden steps blocking completion-based automations

Hidden tasks have “auto-skipped” status. They can’t be completed, so any rule checking “IF Step X is complete” won’t trigger if Step X is hidden. Design your workflow so completion checks only target visible steps, or use the original condition that would’ve shown the step instead.

Too many conditional paths

If you’ve got 20+ conditional branches, consider grouping related tasks under shared conditions, launching sub-processes for complex branches, or splitting into multiple simpler templates.

Best practices

• Plan first - map out all paths before building. Identify which tasks are always needed vs. conditional, and group related ones together.
• Name clearly - use names like “Corporate Filing Tasks (if Corporation selected)” so it’s obvious when tasks appear.
• Test every path - launch test processes for each condition combination. Verify tasks appear in the right order.
• Add context for users - include notes in conditional tasks explaining why they appeared. Train users on manually hiding tasks if needed.
• Keep it simple - avoid conditions on conditional tasks. Use binary choices when possible.

Advanced patterns

Sequential conditional tasks

Reveal tasks one at a time instead of all at once:

Task A: "Select Option"
Task B: Shows if Option = X AND Task A is complete
Task C: Shows if Task B is complete AND [additional condition]

Conditional task groups

Apply the same condition to related tasks:

If "Department" = "HR" then show:
- Task 1: Collect employee information
- Task 2: Background check
- Task 3: Equipment requisition
- Task 4: IT account setup

Enterprise playbook filtering

For managing 12+ variations (e.g. by delivery model, service type, and region) without separate templates:

1. Create a master template with all variations included

2. Add kick-off form dropdowns for Delivery Model, Service Type, Region

3. Name task groups clearly - e.g. “[Principal] Fleet Operations - North America”

4. Configure visibility rules combining multiple conditions:

   IF Delivery Model = "Principal"
   AND Service Type = "Fleet"
   AND Region = "North America"
   THEN show: Principal Fleet NA task group

5. Test all combinations systematically

Use snippets for content that repeats across variations.

Default paths

Always include a fallback for when no conditions match:

If Type = A: Show Task Set A
If Type = B: Show Task Set B
If Type = anything else: Show Task Set C (default)

When to avoid conditional visibility

Consider alternatives when:

• You have more than 5-6 major conditional branches
• Users frequently change their initial selections
• Different teams handle entirely different branches

Better options: multiple specialized templates, API-launched sub-processes, or webhook integrations to external routing logic.

Future - Slides with conditional logic

Coming soon

A slides feature will let you create slide-based playbooks where entire slides appear based on user selections - instead of showing/hiding individual tasks.

How it’ll work:

• Create slides with your content
• Set IF-THEN rules at the slide level
• Users answer questions at the start
• Only relevant slides appear in their playbook

Good for: enterprise playbooks with many variations, role-based training materials, region-specific compliance procedures.

Related articles

Actions > Automate hiding or showing tasks

Tallyfy’s visibility actions let you dynamically show or hide specific process steps based on conditions like form field values or task completion status so users only see relevant steps and you can enforce sequential task order by hiding steps by default and revealing them through IF-THEN automation rules.

Tutorials > Create an automation

Tallyfy’s automation rules use simple IF-THEN logic to dynamically adapt workflows at runtime — such as hiding and revealing onboarding steps based on a new hire’s role selection in a form field — so processes self-adjust without any manual intervention.

Automations > Conditionals

Tallyfy’s conditional logic lets workflows make automatic decisions using simple “IF X happens” rules based on form field answers and step statuses so processes adapt in real time without manual intervention or complex flowcharts.

Templates > Automations

Tallyfy automations are IF-THEN rules added to templates that automatically adapt running processes based on form field entries and task events by showing or hiding steps and assigning tasks and setting deadlines without any manual routing.

Footnotes

1. Automation logic format used throughout Tallyfy: IF conditions are met, THEN actions execute ↩

2. Initial form presented before a process launches, capturing key data to route workflow decisions ↩

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