Use snippets

Creating and using snippets

To use snippets in Tallyfy, click the Snippets icon (✂️) in any text editor and select the text block you want to insert. Snippets are reusable text blocks you create once and insert anywhere - template steps, task descriptions, comments, and more.

You can use snippets to avoid typing the same compliance disclaimer 50 times or to ensure everyone uses the correct phone number.

Who can create and manage snippets?

• Administrators create, edit, and delete snippets for the whole organization
• Everyone else can insert existing snippets wherever they’re editing text (like task descriptions or comments)

Creating snippets (Admins only)

1. Go to Settings > Organization > Snippets (Note: This path might vary slightly; look for Snippets under Organization settings).
2. Click Create Snippet.
3. Give the snippet a clear, descriptive Title so you can find it easily later.
4. Type or paste the text Content you want to reuse into the main box.
5. Use the formatting tools (bold, lists, etc.) if needed.
6. Click Save.

Managing existing snippets (Admins only)

In the Snippets settings page, you can:

• View all snippets at a glance
• Edit any snippet (changes update everywhere instantly¹)
• Delete outdated snippets
• Organize them into categories - “HR Policies”, “Legal Disclaimers”, “Contact Info”, whatever makes sense for your team

Inserting snippets into text

When editing text in Tallyfy, insert a snippet by:

1. Click where you want the snippet text to appear.
2. Click the Snippets icon (looks like scissors ✂️) in the editor toolbar.
3. Choose the snippet you want from the list that appears.
4. The snippet’s content will be inserted right where your cursor was.

Where can I use snippets?

You can use snippets anywhere you see the text editor toolbar in Tallyfy:

• Template descriptions and step descriptions
• Guidance text for form fields (perfect for those “Please enter your employee ID in format XXX-XXX” instructions)
• Launch instructions - those special notes people see before starting a process
• Task comments when you’re collaborating
• Process notes
• Document template content

Embedding templates using snippets

You can link to entire templates using the snippet tool. For example, if your workflow mentions “Follow the IT Security Checklist here,” embed a link to that template instead of copying its content. When the checklist updates, your reference stays current.

1. Click where you want the template link.
2. Click the Snippets icon (✂️).
3. Choose the Templates option.
4. Select the template you want to link to.
5. A link to that template will be inserted.

Use this for standard operating procedures, compliance checklists, or processes that connect to other processes.

Tips for using snippets effectively

Name snippets descriptively. Use “Legal disclaimer for contracts” instead of “Legal text 1” to find them easily later.

Keep snippets short. A three-paragraph warranty disclaimer works well. An entire employee handbook doesn’t.

Create single sources of truth. If a support phone number appears in 12 processes, make it a snippet. Update once when it changes.

Organize with categories. After 20+ snippets², organize them into categories like “Customer Communications”, “Legal Requirements”, or “Technical Instructions”.

Schedule reviews. Check quarterly or biannually that snippets remain current and relevant.

Related articles

Templates > Snippets

Snippets are reusable text blocks that ensure consistency and efficiency by allowing you to create content once and use it across multiple templates and processes while automatically updating everywhere when changes are made.

Features > Fill in the blanks

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.

Documenting > Templates

Templates are reusable blueprints that transform business processes into self-driving workflows by capturing every step and decision point while automatically assigning tasks sending reminders and tracking progress to eliminate process variations and reduce completion time by 40%.

Documenting > Documents

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.

Footnotes

1. Updates propagate in real-time; existing process instances retain the snippet version from launch time ↩

2. The system supports unlimited snippets, but UI performance may degrade with extremely large sets ↩