Document templates in Tallyfy provide standardized layouts for organizational policies and reference materials that maintain consistent formatting while allowing customization through editable fields unlike procedure templates which are designed for sequential workflows.
Add fields to document templates
Document templates in Tallyfy work like smart forms - you fill in specific blanks while keeping the rest unchanged. This approach maintains perfect consistency across all your documents while saving hours of formatting time.
- You need edit permissions for document templates.
- You should identify which parts of your document need to be editable fields.
You can add three main types of editable fields to document templates:
- Short text - Perfect for names, titles, or reference numbers.
- Long text - Use this for paragraphs, detailed descriptions, or comments.
- Date - Let users pick specific dates like deadlines or start dates.
To add a new editable field to your document template:
- Open the document template you want to edit.
- Click where you want the field to go.
- Click New Field in the toolbar above the document.
- Choose the type of field you need (Short text, Long text, or Date).
- Give the field a clear name so people know what to enter.
- Click Add to put the field in the document.
If you need to use the same field in several places in your document:
- Click where you want to add the existing field.
- Click Existing fields in the toolbar.
- Find the field you want to use again in the list.
- Drag that field into the spot you chose in the document.
When someone launches a document template with fields, Tallyfy makes it simple:
- They’ll fill in the editable fields first.
- Any field used multiple times gets filled automatically - enter it once, and it appears everywhere.
- Everything else stays locked to maintain consistency.
- Your final documents keep their professional look and structure every single time.
- Name your fields clearly - “Customer Name” beats “Name” every time. Clear naming prevents 90% of user errors.
- Consider text length needs: use short fields for titles, long fields for detailed explanations.
- Group related fields together for better user experience.
- Keep it simple—too many fields overwhelm users.
- Always test your document template by launching it yourself first.
Tallyfy enables users to replace document cloning with smart templates that combine unchangeable standard text with customizable fill-in-the-blank fields snippets for reusable content blocks and variables that automatically pull in previously collected data to streamline document creation and reduce errors.
Tallyfy transforms static business process documentation into dynamic executable workflows through three specialized template types - Procedure Templates for complex multi-step processes Document Templates for standardized policy materials and Form Templates for streamlined data collection - enabling organizations to maintain consistency while providing real-time tracking and continuous improvement capabilities.
Tasks > Set default content for form fields
Default content in Tallyfy form fields automatically pre-fills values when tasks or kick-off forms open saving time reducing errors and ensuring consistency across processes while supporting text fields selection fields and date fields through static text dynamic variables or system-generated values that users can still modify as needed.
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