Organizing templates

Why template organization matters

Good organization in Tallyfy means your team finds the right template in seconds - not minutes. People forget most of what they learn within a week, so a well-organized template library becomes their go-to reference.

Folder structures

Tallyfy supports folders with sub-folders (via parent folders). Pick the strategy that fits your business:

• By department - HR, Finance, Operations
• By process type - Approvals, Onboarding, Reviews
• By frequency - Daily, Weekly, Monthly
• By client - For service businesses, organize by client or client type
• Hybrid - Combine methods with sub-folders (e.g., Department > Process Type)

Naming conventions

Keep template names short, clear, and searchable:

• Use specific names under 60 characters
• Add department prefixes (HR-, FIN-, OPS-) for quick scanning
• Append version numbers when needed (v2.1)
• Stick to letters, numbers, and hyphens
• Include keywords people actually search for

Example pattern: [Department]-[Process Name]-[Version]

Tags

Tags give you a second axis of organization beyond folders. You can search, filter, and sort by tags in Tallyfy.

• Keep tags consistent across all templates
• Tag attributes that don’t fit into folders - like complexity, priority, or approval type
• Useful tag categories: Priority (High/Medium/Low), Complexity (Simple/Moderate/Complex), Process Stage (Planning/Execution/Closing)

Step granularity for complex processes

When you’re migrating a detailed checklist with 50-100+ steps, don’t create a step for every line item. Group them.

Group steps when:

• The same person does multiple actions in sequence
• Actions happen in one sitting with a shared deadline
• Steps are quick checkboxes - use a checklist field¹ instead

Keep steps separate when:

• Different people handle each step
• Steps happen at different times
• You need separate deadlines or approvals between steps

Example - Blog post creation (75 original steps collapsed to 12):

1. Research topic (checklist: 8 items)
2. Create outline (checklist: 5 items)
3. Write first draft (checklist: 10 items)
4. Internal review
5. Revisions (checklist: 6 items)
6. Final editing
7. Create graphics
8. SEO setup (checklist: 7 items)
9. Publishing setup
10. Social media prep
11. Schedule publication
12. Post-publish checks (checklist: 5 items)

Permissions and access control

Tallyfy has five template-level permissions: Read, Edit, Launch, Duplicate, and Process Read. Admin users always see all templates.

Complete template hiding

To completely hide a template from Standard and Light users² in the Templates section, restrict ALL THREE permissions (EDIT, READ, and LAUNCH) for those users. If any single permission remains, the template still appears in their Templates view.

Change management

When modifying a template that’s already in use:

1. Request - Document what you want to change and why
2. Impact check - Will this affect running processes?
3. Approval - Get sign-off from the template owner
4. Update - Make the changes
5. Notify - Tell affected team members
6. Version - Track the change history

Maintenance and audits

Review templates quarterly. Check for:

• Usage - Which templates get used? Archive the ones nobody touches
• Accuracy - Do steps still match how work actually gets done?
• Duplicates - Merge templates that do the same thing
• Orphans - Reassign or archive templates with no owner

Archive old templates instead of deleting them. Keep a note on why each was archived and when to re-check.

Folder structure examples

Small business:

├── Core Operations
│   ├── Client Onboarding
│   ├── Project Management
│   └── Invoicing
├── Internal Processes
│   ├── HR
│   └── Administration
└── Archived Templates

Medium business:

├── Sales & Marketing
│   ├── Lead Management
│   ├── Proposal Creation
│   └── Client Onboarding
├── Operations
│   ├── Project Execution
│   ├── Quality Assurance
│   └── Client Communications
├── Finance
│   ├── Invoicing
│   ├── Expense Processing
│   └── Reporting
├── Human Resources
│   ├── Recruitment
│   ├── Employee Onboarding
│   └── Performance Reviews
└── Archived Templates

Enterprise:

├── Department 1
│   ├── Process Category A
│   │   ├── Active Templates
│   │   └── Under Development
│   ├── Process Category B
│   │   ├── Active Templates
│   │   └── Under Development
│   └── Department Archives
├── Cross-Departmental
│   ├── Approvals
│   ├── Reviews
│   └── Reporting
└── Global Archives

Review schedule

Template type	Review frequency
Critical / high-use	Quarterly
Standard	Every 6 months
Low-use	Annually

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Footnotes

1. A step field type in Tallyfy that contains multiple checkbox items within a single step ↩

2. View-only users who can’t complete tasks but can see process progress ↩

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