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Tallyfy

Document management

Connect your document management system to Tallyfy

You can connect your existing document management system (DMS) to Tallyfy workflows. Keep your current security protocols and document storage in place - Tallyfy orchestrates the workflow around those documents.

Tallyfy handles the “who does what and when” while your DMS handles “where documents live and how they’re secured.”

Choose your document strategy

You’ve got two paths when handling documents in workflows.

Use your existing DMS

Good for:

  • Organizations with strict compliance requirements (HIPAA, SOC 2, GDPR)
  • Legal firms handling privileged documents
  • Healthcare providers managing patient records
  • Financial institutions with regulatory constraints

Advantages:

  • Documents stay in your secured, compliant environment
  • Existing access controls and audit trails remain intact
  • No file size limits from Tallyfy
  • Keep using DMS features like versioning, encryption, and retention policies

Trade-offs:

  • Requires initial setup of file request links
  • Users interact with two systems

Use Tallyfy’s built-in file management

Good for:

  • Simple document workflows without special compliance needs
  • Teams wanting everything in one place
  • Quick implementations without IT involvement

Advantages:

  • Single system for users to learn
  • Files attach directly to tasks
  • No integration needed
  • Built-in commenting on files

Trade-offs:

  • 100MB file size limit per upload
  • Less granular access controls
  • Storage counts toward your Tallyfy plan limits

The hybrid approach

Many organizations handle sensitive documents through their DMS while using Tallyfy’s file uploads for routine attachments like screenshots or simple forms. For example, an HR team might collect employment agreements through secure DMS links but attach interview feedback directly in Tallyfy tasks.

File request links let external users upload documents directly to your DMS without needing accounts. Here’s how it works:

  1. Your DMS generates a unique upload link for a specific folder
  2. You store this link in a Tallyfy text field
  3. The workflow shares the link with the person who needs to upload
  4. They click it and upload directly to your DMS
  5. Your team accesses documents from the DMS

Documents never pass through Tallyfy - your security boundary stays intact.

Security considerations

Data sovereignty - Documents remain in your controlled environment, which matters for data residency requirements.

Compliance - Your existing certifications and controls stay intact.

Access control - DMS permissions determine who sees what, independent of Tallyfy access.

Audit trails - Document access logs stay in your DMS for compliance reporting.

Implementation patterns

Individual file requests

Generate unique upload links for each process instance. Best for collecting sensitive documents from different clients or patients.

Shared collection folders

Use the same upload link across multiple process runs. Works well for internal document submission where security is less critical.

Use your DMS API to automatically generate fresh upload links when launching processes. This requires technical setup but gives the smoothest experience.

Getting started

Start with the guide on file request links, then explore vendor-specific implementations for your DMS platform.

Miscellaneous > File storage and security

Tallyfy stores uploaded files securely in Amazon S3 with plan-based storage limits ranging from 5GB to 25GB per member and also lets you link to files in external cloud storage services like Dropbox or SharePoint without consuming your quota so most organizations use a hybrid approach where workflow-critical documents live in Tallyfy while collaborative drafts and sensitive files stay in dedicated document management systems.

File Request Links > Dropbox file requests

Dropbox file requests let anyone upload files directly to your Dropbox folder without needing an account - making them a practical way to collect documents within Tallyfy workflows through unique, unguessable URLs.

File Request Links > SharePoint file requests

SharePoint and OneDrive file requests let you collect documents from anyone without requiring Microsoft accounts - generating unique upload links to specified folders with upload-only access, malware scanning, and audit logging.
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