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Import options for templates

Section titled “Import options for templates”

Import templates into Tallyfy from Word docs, PDFs, or other Tallyfy accounts. PowerPoint files and flowcharts go in as PDFs. Minutes, not hours.

AI document conversion

Section titled “AI document conversion”

Upload a Word doc or PDF, and Tallyfy’s AI converts it into a working template. A 50-page SOP? Ready in seconds.

  • Upload your file (Word or PDF)
  • The AI reads through the content
  • Choose your output:
    • Document: Creates a Tallyfy document with proper formatting
    • Procedure: Builds a step-by-step process template
  • Review the result and tweak as needed

Time savings: Converting a 35-slide PowerPoint takes roughly 10 seconds via AI import vs. 2+ hours of manual copy-paste. Convert the file to PDF first.

Migrating PowerPoint playbooks

Section titled “Migrating PowerPoint playbooks”

Convert PowerPoint playbooks and training materials into Tallyfy templates. Especially useful for enterprises with dozens or hundreds of PowerPoint files acting as operational playbooks.

Quick migration steps:

  1. Export your PowerPoint as PDF. Choose notes pages if you want the speaker notes. On a Mac, PowerPoint cannot add notes to a PDF export, so print to PDF with the Notes layout instead.
  2. Upload the PDF to Tallyfy’s AI import
  3. Choose “Procedure” for an interactive workflow template
  4. Review and add dynamic features like conditional logic

What gets converted:

  • Slide content becomes template steps or sections
  • Text boxes and tables keep their structure
  • Hyperlinks are preserved as references
  • Visual elements like Harvey balls2 are interpreted into text
  • Slide titles become step headings
  • Speaker notes come through only if you export notes pages. A standard PDF export leaves them out.

Post-import improvements:

  • Add conditional visibility for different scenarios
  • Convert static text to dynamic dropdown fields
  • Use snippets for reusable content blocks
  • Set up automations for task assignments
  • Add form fields to capture data that was previously written on printed slides

Enterprise migration strategy:

  1. List all operational playbooks and their variations
  2. Find sections that appear across multiple files
  3. Convert common content to snippets for consistency
  4. Import the most complete version first as a master template
  5. Add conditional logic to replace multiple files with smart branching
  6. Test with users to confirm all scenarios are covered
  7. Archive originals for reference but stop updating them

AI flowchart conversion

Section titled “AI flowchart conversion”

Got flowcharts in Visio, Lucidchart, or on a whiteboard? Save the flowchart as a PDF, and Tallyfy turns it into a live template.

  • Upload a clear PDF of your flowchart
  • The AI reads the shapes and text
  • Pick your output:
    • Document: Creates a Tallyfy document
    • Procedure: Converts each shape into a workflow step
  • Review and adjust as needed

Only have a photo or a screenshot? The upload box takes Word and PDF files, not image files. Share the picture with your AI assistant connected to Tallyfy, and it builds the template for you. The steps are in Start from a picture.

Copying templates between accounts

Section titled “Copying templates between accounts”

Copy a template from one Tallyfy account to another using two IDs.

What you need

Section titled “What you need”
  • The Organization ID and Template ID of the source template. You don’t need access to the source organization, because someone there can send you both IDs.
  • Administrator rights in the organization you’re importing into. A Standard member can import too, as long as duplication is allowed in the source template’s permissions, which it is by default.
  • Light members can’t import templates.

Step 1: Get IDs from source account

Section titled “Step 1: Get IDs from source account”

Someone in the source organization does this step and sends you the two IDs.

  1. In the source account, open the template you want to copy
  2. Click Settings > Export
  3. Copy the Organization ID and Template ID shown Export tab of a template's side panel, with Organization ID and Template ID fields and a Copy link beside each.

Step 2: Import into destination account

Section titled “Step 2: Import into destination account”
  1. Log into the destination account
  2. Go to Settings > Integrations > Import and Export
  3. Paste the Organization ID and Template ID from the source account
  4. Click Import
  5. Check the imported template against the lists in What carries over to the other organization below Integrations settings with Import and Export highlighted and an arrow pointing to the Import button on the Import Template card.

In the new client

Section titled “In the new client”

The new client isn’t generally available yet. To get the IDs, open the template in the editor, click More actions (three dots), then Export. The Export dialog shows both IDs under Share template with other organizations. To import, go to Settings > Integrations, which opens the page titled API keys and webhooks. Click Import on the Import Template card under Import and Export.

What carries over to the other organization

Section titled “What carries over to the other organization”

The import copies the template’s steps, fields and rules. It doesn’t copy step assignees from the source organization, so you’ll assign the steps again.

Copied:

  • Steps in the same order, with their settings: step types (including approval, email and expiring steps), start dates and AI settings.
  • Deadlines.
  • Kick-off form fields and step form fields, with their options and default values.
  • Automation rules, including their conditions and show or hide actions. Deadline actions are pointed at the new steps.
  • Milestones, the summary, guidance, the icon, the video and the kick-off title.
  • {{variables}} inside step descriptions.
  • Template tags, which are recreated by name in the new organization.

Copied, but check them:

  • Webhooks: the template’s webhook (the web address Tallyfy sends process data to), any step webhooks and any webhook automation actions are copied, and they keep sending to the same addresses. Unless you change them, the new organization’s data goes to the original URLs.
  • Images: images embedded in the template stay linked to the source organization’s files.
  • Snippets: public snippets are copied. Private snippets still point at the source organization.

Not copied:

  • Step assignees, whether members, groups or guests.
  • Job title assignees.
  • The folder the template sits in.
  • Settings that launch another template.
  • Custom field values on the template.
  • Step tags.
  • Attached files.
  • Per-person and per-group template permissions, and default watchers. If the source template was restricted, the person who imported it gets access to the copy. Set the permissions again for everyone else.

Fix these after importing:

  • Automation actions that assign or escalate to a person still name people in the source organization. Change them to people in your organization.
  • {{variables}} in step titles, the template summary, the kick-off description, guidance, the process naming format and field guidance can break, because every form field gets a new internal name (its alias). Insert those variables again.

Common reasons for copying templates

Section titled “Common reasons for copying templates”
  • Consultants moving templates to a client’s account
  • Sharing standard processes between departments or branches
  • Copying templates between a test account and production

API import and export

Section titled “API import and export”

The Tallyfy API lets you manage templates programmatically. It’s useful for bulk operations or custom integrations.

  • Export templates as JSON (good for backups)
  • Import templates from JSON for bulk operations
  • Script template creation and management

See the GitHub repository ↗ for code examples and details.

Best practices for Word and PowerPoint imports

Section titled “Best practices for Word and PowerPoint imports”
  • Purpose: Tallyfy creates online workflows, not print-ready documents. It’s built for doing, not filing.
  • Formatting: Fancy Word formatting gets stripped on purpose. You’ll reformat using Tallyfy’s tools. It’s better this way.
  • Structure: Use headings (H1, H2, H3) to organize content. Tallyfy builds a clickable table of contents from them automatically.
  • Branding: Your company branding gets applied automatically across all templates.
  • Images: Pictures don’t carry over into the template. Add the images you need to its steps after import. From a Word file the AI reads only the text, so a flowchart pasted in as a picture is lost. Save that file as a PDF and upload the PDF instead.
  • Versions: Tallyfy keeps one master template with a full history log. No more “v2_final_FINAL” file names.
  • Dynamic content: Multiple PowerPoint versions become one template with smart branching via conditional logic.
Section titled “Related articles”

How To > Merge templates

Merge two Tallyfy procedure templates by exporting both as documents and using an AI tool to…

Footnotes

Section titled “Footnotes”

  1. Automations that show or hide template sections based on user input, replacing multiple static documents ↩

  2. Circular icons showing completion percentage, commonly used in PowerPoint for project status ↩

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