Variables

What are variables?

Variables in Tallyfy are placeholders that grab information from one step in your process and show it wherever else you need it. No more copy-pasting data between steps.

Variables = Mail Carriers

Someone types a Customer Name at the start of a process. A variable picks up that name and delivers it to every step that needs it - task titles, descriptions, emails. The name just appears. This cuts out copy-paste errors and saves real time.

Why use variables?

• Pass data - information entered in step 1 automatically appears in steps 5, 8, and 12
• Live updates - text updates instantly based on what people type in
• Personalize - your task instructions show the actual client’s name, not just “the client”
• Trigger automation - set up automation rules that react to variable values (if Customer Type = “VIP”, route to senior staff)
• Stay consistent - that order number stays identical everywhere it appears

How variables work

1. Source: Variables pull data from form fields on your template steps or kick-off form.
2. Insert: In the template editor, click the insert variable dropdown in the step description toolbar to pick a field. Tallyfy inserts a {{alias}}¹ placeholder.
3. Collect: Someone fills in the form field during a running process.
4. Display: When the process reaches the later step, Tallyfy swaps the placeholder with the actual value entered.

Variable sources

Any form field you add to template steps or the kick-off form becomes a variable source:

• Text and textarea fields
• Date fields
• Dropdown menus, radio buttons, or multi-select checklists
• Email fields
• File upload fields
• Table fields
• Assignee picker fields

Tallyfy also provides built-in system variables like the current task ID and process ID.

Common uses

• Client name appears in every relevant task title automatically
• A due date from step 2 shows up in steps 10, 15, and 20
• Approval tasks reference exact answers from earlier steps
• Document templates fill themselves with process-specific details
• Dropdown selections trigger different workflow paths (pick “Rush Order” and Tallyfy routes it accordingly)

• Insert variables

Related articles

Variables > Insert variables

Click the [ ] button in any step title or description to insert variables from earlier form fields - creating personalized workflows that update instantly when source data changes.

Features > Fill in the blanks

Tallyfy enables users to create smart document templates with fixed standard text and customizable blank fields that automatically populate with previously collected data through variables and reusable snippets instead of manually copying and editing old documents.

Tasks > Set default content for form fields

Default content in Tallyfy form fields pre-fills values automatically when tasks or kick-off forms open using static text dynamic variables or system-generated values like dates to reduce data entry and maintain consistency while still allowing users to modify pre-filled values as needed across text fields selection fields and date fields.

Edit Processes > Auto-name a process

Auto-naming in Tallyfy automatically generates consistent process names using data from kick-off form fields to eliminate manual naming chaos and create organized searchable workflows.

Footnotes

1. Mustache syntax - double curly braces wrap the form field’s auto-generated alias (e.g. {{text-a1b2}}) which is a unique identifier for each field ↩

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