Configure your template

Configure your template settings

When editing a template, clicking the Settings button (sometimes shown as Config) opens options to customize how your template works, who can use it, and how it’s organized.

Who can change template settings?

Only Members with the “Administrator” role, or “Standard” members who have been given permission to edit the specific template, can change these settings. “Light” members cannot edit templates or change their settings.

The main areas you can configure are general actions (like copying or archiving), summary details (like descriptions and videos), organization (folders and tags), and access rules (permissions).

General settings

These are basic actions for managing the template.

Duplicate

Makes an exact copy of this template. You can then change the copy without affecting the original. Give the copy a new name, or it will be called “COPY OF - [original template name]”.

What doesn’t get copied

When you duplicate a template, any tags or webhook settings from the original template are not copied over to the new one.

Archive

Moves the template out of your main library into an archive. Archived templates aren’t deleted and can be brought back (restored) later.

Print

Creates a version of the template that’s easy to print or save as a PDF. See Print, Download, and Export Templates for more details.

Folderize

Lets you move the template into a specific folder to keep your library organized. Read more at Organize Templates into Folders.

Summary settings

This section lets you add details and set options for the template.

• Description: Add notes explaining what the template is for.
• Status: Set a status like “Published” or “In Progress” to show if the template is ready to use. This status shows up in the main template library.
• Internal explanation video URL: Add a link (URL) to a video explaining the template. If you add a URL, a video icon appears next to the template in the library for others to click.
• General information: Shows who created the template, when it was last updated, etc.
• Force launcher to folderize process?: Turn this ON to make users choose or create a folder before they can start a process from this template. This helps keep running processes organized. You can also pick a default folder.
• Force launcher to tag process?: Turn this ON to make users add at least one tag (new or existing) to a process before they can start it. This helps categorize running processes so they are easier to find later.
• Original document: Upload the original file (like a Word doc or PDF) that this template was based on, for reference.
• Template tags: Add tags to this template itself to help organize your template library.
• Special instructions: Add notes that people will see right before they launch a process from this template. Use this for important reminders or instructions.
• Webhook settings: Set up automatic notifications to other apps when tasks in this template are completed.

What are webhooks?

Webhooks are a way for Tallyfy to automatically send information to other web applications when something happens (like a task getting completed).

Activity tracking

The Activity tab shows a history of all changes made to the template, including who made the change and when.

Permission settings

This is where you control who can use this template.

Public visibility

Make the template public so anyone in the world can see it in the public library.

Template permissions

Control who can edit, view, or duplicate this specific template. You can allow everyone in your organization or choose specific people or groups.

Process launch permissions

Control who can start new processes using this template. You can also control who can see the running processes created from this template. You can allow everyone or choose specific people or groups.

One-off task settings

Decide if people using this template can add extra, unplanned tasks to a running process. Look for the setting “Can people add one-off tasks to this process?”

• Yes (Default): Anyone involved can add extra tasks to processes launched from this template.
• No: Only Administrators can add extra tasks. Standard and Light members cannot.

Setting this to No is useful for processes where you need to strictly follow the defined steps, like for compliance or safety rules.

Export options

This section shows the IDs needed to identify this specific template.

• Org ID: Your organization’s unique ID.
• Template ID: This template’s unique ID.

You might need these IDs when:

• Contacting Tallyfy support.
• Setting up integrations with other tools.
• Copying this template to a different Tallyfy organization using the Template Importing feature.

This feature is particularly useful for consultants who build templates in one organization for deployment in another.

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