Import a template

Import options for templates

Tallyfy offers multiple ways to import templates into your account, making it easy to share processes and convert documents from different formats in minutes.

These import options work with various source formats and organizational needs, helping you migrate templates and standardize workflows across teams.

This flexibility lets you use existing documentation while moving to Tallyfy’s digital workflow platform.

Who can import templates?

Only “Standard” members (if allowed by an Admin) or “Administrator” members can import templates. “Light” members cannot.

AI document conversion

Tallyfy AI automatically converts existing procedure documents (including SOPs) into fully functional Tallyfy templates.

The AI analyzes document structure and content to create optimized workflow templates that keep essential information while improving digital usability:

• Upload your file (Word or PDF format)
• The AI reads the document
• Choose the output type:
  • Document: Creates a simple Tallyfy document, cleaning up the formatting
  • Procedure: Tries to create a step-by-step Tallyfy process template
• Review the template Tallyfy creates and make any needed changes

Time savings example: Converting a 35-slide PowerPoint playbook takes approximately 10 seconds with AI import, compared to 2+ hours of manual copy-paste work. Convert the file to PDF first.

Non-exact Import (Default)

This AI conversion is non-exact. The AI analyzes the document and may modify content, formatting, or structure to create an optimized Tallyfy template. It focuses on creating a functional Tallyfy process over making an exact replica of your source file.

For situations requiring a verbatim copy of your source document (e.g., for compliance), see the Exact import via AI (Manual HTML conversion) method described in the Create a template article.

Migrating PowerPoint playbooks to Tallyfy

Convert your PowerPoint-based playbooks and training materials into dynamic Tallyfy templates. This feature is particularly valuable for enterprises managing dozens or hundreds of PowerPoint files that serve as operational playbooks.

Why PowerPoint users love Tallyfy

The PowerPoint problem: Most enterprises have 100+ similar PowerPoint files (v1, v2, v2_final, v2_final_FINAL) with slight variations for different scenarios. Finding the right version and keeping them all updated is a nightmare.

The Tallyfy solution: One smart template with conditional logic replaces all those PowerPoint versions. What required 12 different files now becomes one dynamic template that shows only relevant content based on user selections.

Quick migration process:

1. Export your PowerPoint as PDF (maintains formatting and structure)
2. Upload the PDF to Tallyfy’s AI import feature
3. Choose “Procedure” to create an interactive workflow template
4. Review and enhance with dynamic features like conditional logic

What gets converted from PowerPoint:

• Slide content becomes template steps or sections
• Text boxes and tables maintain their structure
• Hyperlinks are preserved as references
• Visual elements like Harvey balls are interpreted into text
• Slide titles become step headings
• Speaker notes can be converted to step instructions

Real transformation example:

• Before: 47-slide PowerPoint for equipment insurance endorsements with 8 different versions for various scenarios
• After: One Tallyfy template that asks “Equipment or Facilities?” and shows only the relevant 15-20 steps based on the answer
• Time saved: 2 hours of manual PowerPoint editing → 10 seconds of AI import + 30 minutes of enhancement

Post-import enhancements: After importing, transform your static PowerPoint into a dynamic workflow:

• Add conditional visibility for different scenarios (e.g., agency vs. principal delivery)
• Convert static text to dynamic dropdown fields
• Apply snippets for reusable content blocks
• Set up automation rules for task assignments
• Enable filtering to show only relevant content based on user selections
• Add form fields to capture data that was previously written on printed slides

Enterprise migration strategy:

1. Inventory your PowerPoints: List all operational playbooks and their variations
2. Identify common elements: Find sections that appear across multiple files
3. Convert common content to snippets: Create reusable blocks for consistency
4. Build master templates: Import the most comprehensive version first
5. Add conditional logic: Replace multiple files with smart branching
6. Test with users: Ensure the dynamic template covers all scenarios
7. Archive PowerPoints: Keep originals for reference but stop updating them

Migration success story

A professional services firm replaced 200+ PowerPoint playbooks with 15 smart Tallyfy templates. Updates that previously required editing dozens of files now happen in one place, and new employees find the right process instantly instead of searching through folders.

AI flowchart conversion

Tallyfy AI can also convert flowchart images into Tallyfy templates, transforming visual process diagrams into executable workflows:

• Upload a clear picture of the flowchart (PNG, JPG) or a PDF
• The AI looks at the shapes and text
• Choose the output type:
  • Document: Creates a simplified Tallyfy document
  • Procedure: Turns the flowchart shapes into steps in a Tallyfy template
• Review the result and make changes as needed

Manual setup needed for rules

The AI mainly converts the shapes into steps. You’ll need to manually set up any rules (like conditional logic or automations) after importing.

Get better results

Use clear, high-resolution flowchart images. Easy-to-read text and clear shapes help the AI understand the steps correctly.

Copying templates between accounts

You can copy a template from one Tallyfy organization (account) to another for sharing or migration purposes. You’ll need the ID numbers for the original organization and the template to complete this process.

What you need for copying templates

• Access to log into both Tallyfy accounts (the source and the destination) with appropriate credentials
• Administrator permission in the account you’re importing into for security and access control

Step 1: Get IDs from source account

1. In the source account, open the template you want to copy
2. Click Settings > Export
3. Copy down the Organization ID and Template ID shown

Step 2: Import into destination account

1. Log into the destination account (where you want the copy)
2. Go to Settings > Integrations > Import and Export
3. Enter the Organization ID and Template ID you copied from the source account
4. Click Import
5. Check the imported template to make sure it looks right

Common reasons for copying templates

• Consultants moving templates to a client’s account for project delivery
• Sharing standard processes between different departments or company branches for consistency
• Copying templates between a test account and a live production account for safe deployment

API import and export

For developers or large-scale tasks, you can manage templates programmatically using code via the Tallyfy API:

• Export templates as JSON files (for backup or migration purposes)
• Import templates from JSON files for bulk operations
• Build scripts to automate template creation or management for efficiency

This programmatic approach helps with advanced template management for enterprise needs.

See our GitHub repository ↗ for code examples and technical details.

Best practices for Word and PowerPoint imports

When importing from Microsoft Word or PowerPoint, keep these considerations in mind:

• Purpose: Tallyfy templates are designed for online use, not perfect print replicas, optimizing for digital workflow execution
• Formatting: Tallyfy intentionally removes most Word/PowerPoint formatting when you import to maintain consistency - use Tallyfy’s formatting tools after importing for proper styling
• Structure: Use Tallyfy’s Headings (H1, H2, H3) to structure content and automatically create a table of contents for navigation
• Branding: Tallyfy applies your company’s branding automatically - you don’t format each document manually, ensuring consistency
• Images: Images from Office documents might need resizing in Tallyfy for optimal display
• Versions: Tallyfy maintains one master template with a history log, eliminating the version control chaos of managing 100+ similar PowerPoint files
• Dynamic content: Static PowerPoint content becomes dynamic - what required 12 different PowerPoint versions can be one smart Tallyfy template with conditional logic

These differences reflect Tallyfy’s focus on collaborative, digital workflow execution rather than static document management.

Best practice

Focus on getting the text content from Word into Tallyfy first - then use Tallyfy’s features to format and structure it.

Related articles

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