Print or export templates

How to output templates from Tallyfy

Want to get your templates out of Tallyfy? You’ve got three solid options: print them on paper, save them as PDFs, or export the raw data through our API¹.

Here’s the thing - each method works great for specific situations. Need a handout for tomorrow’s training session? Print it. Sharing with the board? PDF’s your friend. Building an integration or creating automated backups? That’s where API export shines.

What you need for outputting templates

• Permission to view the template you want to output
• A printer (if printing physical copies)
• A PDF viewer (if saving as PDFs)
• Technical knowledge or developer help (if using API export)

Pretty straightforward requirements. Nothing fancy.

Accessing templates for output

To print or download a template, you need to switch to “read mode” first - the print option won’t show up if you’re still editing. This catches a lot of people off guard (we’ve all been there).

1. Go to the Templates section in the library
2. Find the template you need
3. Click the View icon for that template
4. Important: Make sure you’re in viewing mode (not editing mode) by checking the toggle switch at the top. If you’re in edit mode, toggle the switch to “View” or “Read” mode
5. The print option will now be available in the More menu

Note: Can’t see the print option? You’re probably still in edit mode. Just flip that toggle to read/view mode and it’ll appear. Happens to everyone.

Printing physical copies

Sometimes you just need paper. Maybe you’re running a workshop with no WiFi, or your team prefers marking up physical copies. Here’s how to print your templates:

1. While viewing the template, click More in the top toolbar
2. Choose Print from the menu
3. Your browser’s print window will open
   • Make sure your printer is selected under Destination
   • Adjust settings like paper size or margins if needed
4. Click Print

Saving as PDF documents

PDFs are perfect when you need to email templates to stakeholders or keep a digital backup. The process is almost identical to printing - you just change one setting.

1. While viewing the template, click More > Print in the top toolbar
2. Your browser’s print window will open
3. Change the Destination to Save as PDF (or similar option like “Microsoft Print to PDF”)
4. Adjust paper size or margins if needed
5. Click Save
6. Choose where to save the PDF file on your computer
7. Give the file a name
8. Click Save again

API export for technical users

Got a developer on your team? Or maybe you’re technically savvy yourself? The API export option lets you pull template data programmatically - incredibly useful for backups or when you’re moving dozens of templates at once.

Template sharing between organizations

Direct template sharing between different Tallyfy organizations isn’t currently available. If you need to share templates with other organizations or consultants, you’ll need to export your template via API and have them recreate it manually. This feature is on the roadmap for future development.

What API export does

• Exports everything about your template as JSON data² (think of it as the raw blueprint)
• Creates rock-solid backups you can restore from
• Lets you automate bulk operations - imagine backing up 200 templates every night automatically

Perfect for enterprise teams who need serious template management capabilities.

Implementing API export

1. Go to our API Support GitHub repository ↗
2. Download the Python script provided for exporting templates (“blueprints”)
3. Set up the script with your Tallyfy API key and secret
4. Run the script (requires Python installed on your computer)
5. The script will download your template data as JSON files (usually takes under 30 seconds) - keep these files somewhere safe

Choosing the right output method

Not sure which option to pick? This table breaks it down:

Method	Best Use	Format	Prerequisites	Time Required
Print	Paper copy for meetings, offline use	Paper	Printer access	2-3 minutes
Save as PDF	Sharing digital copy, documentation	PDF file	PDF viewer	1-2 minutes
API Export	Backups, moving templates, automation	JSON file	Coding skills	5-10 minutes

Quick rule of thumb: if you’re sharing with non-technical folks, go PDF. If you’re doing anything programmatic, use the API.

Troubleshooting: Can’t find the print option?

Still can’t find that print button? Don’t worry - this trips up almost everyone at first.

1. Check your mode: You’re probably in edit mode. Look for the toggle switch at the top
2. Switch modes: Flip it to “View” or “Read” mode
3. Refresh if needed: The Print option should now appear in the More menu

Why does Tallyfy hide the print option in edit mode? Simple - it prevents you from accidentally printing half-finished templates. Once you know this quirk, you’ll never get stuck again.

Related articles

Code Samples > Managing templates (blueprints)

API endpoints enable managing process templates through actions like creating retrieving updating publishing exporting and deleting template definitions in an organization.

Templates > Publish a template

Tallyfy enables administrators and standard members to publish templates publicly on the internet allowing external stakeholders to view process structures without login credentials while maintaining security by keeping operational data and form responses private.

Templates > Import a template

Tallyfy provides multiple template import methods including AI-powered document and flowchart conversion template copying between accounts API integration and Word document import capabilities to help organizations migrate existing processes into standardized digital workflows.

Templates > Configure your template

Template settings in Tallyfy allow Members with Administrator role or Standard members with specific permissions to customize template functionality organization access rules and permissions through options for duplicating archiving printing organizing into folders adding descriptions and videos setting launch requirements and controlling who can edit view or start processes from the template.

Footnotes

1. API term ‘blueprints’ refers to templates in JSON format with all configuration data preserved ↩

2. JavaScript Object Notation - a structured text format that preserves all template relationships and settings ↩