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Dynamic member assignment from kick-off forms

Assignee picker fields in kick-off forms1 let the person launching a process choose who handles specific tasks. Tallyfy’s automation rules2 then assign those chosen people automatically - no hard-coded assignments needed.

When to use this

  • A coordinator launches client onboarding and picks which account manager handles that client
  • A manager starts a new hire process and selects the right HR specialist (Sarah for tech hires, Mike for sales)
  • Someone requests a purchase approval and picks their assistant to gather documentation

Task assignment stays flexible. The launcher decides who gets what.

Setting it up

  1. Add assignee picker fields to your kick-off form

    Open your template’s kick-off form. Add Assignee Picker fields for each role you want assigned dynamically:

    • “Select primary agent”
    • “Choose project assistant (optional)”
    • “Assign technical reviewer”

    Write clear labels - the launcher needs to know exactly who they’re picking and why.

  2. Create an automation rule for each assignment

    Each assignee picker field needs its own rule. Tallyfy supports three assignment verbs: Add Assignees (keeps existing ones), Replace Assignees (swaps them out), and Clear assignees (removes all).

    Example 1: Replace assignees on multiple steps

    IF (Primary Agent field) is not empty
    THEN Replace assignee(s) for steps 1, 2, and 3 with (Primary Agent field)

    Example 2: Add an assistant to specific steps

    IF (Project Assistant field) is not empty
    THEN Add assignee (Project Assistant field) to steps 4 through 10

  3. Use groups as fallback assignments

    If someone doesn’t pick anyone, you still need those tasks covered:

    IF (Technical Reviewer field) is empty
    THEN Assign "Technical Review Team" group to step "Technical Review"

Advanced patterns

Combining with other conditions

Mix assignee pickers with other form field conditions using AND/OR logic:

IF (Priority field) is "Urgent"
AND (Senior Manager field) is not empty
THEN Replace assignee(s) for "Final Approval" with (Senior Manager field)

Urgent requests go to the senior manager you picked. Regular ones follow the normal approval chain.

Multiple pickers for different stages

Use separate assignee picker fields when different process stages need different people:

  • Initial stages: Assigned to the “Project Lead” picker selection
  • Middle stages: Handed to the “Technical Expert” picker selection
  • Final stages: Goes to the “Quality Reviewer” picker selection

Each picker controls its own set of steps independently.

Actions > Automate task assignments

Assignment actions automatically route tasks to the right people - add to existing assignees, replace all current assignees, or clear assignees entirely.

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.

Edit Templates > Understanding assignment types

Tallyfy lets you assign each process step using Fixed mode for specific people or groups Dynamic mode for role-based job titles decided at launch or Guest mode for external collaborators and also supports automation rules that add replace or clear assignees based on form field responses during a running process.

Footnotes

  1. Pre-launch form that collects data before a process starts, configurable per template ↩

  2. IF-THEN logic that executes actions based on form data or process conditions ↩

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