Integrate document management systems with Tallyfy
You can seamlessly connect your existing document management system (DMS) to Tallyfy workflows. This approach lets you maintain your current security protocols and document storage while using Tallyfy to orchestrate the workflow around those documents.
Think of it this way - Tallyfy handles the “who does what and when” while your DMS handles the “where documents live and how they’re secured.” It’s the best of both worlds.
Choosing your document strategy
When handling documents in workflows, you’ve got two paths. Each serves different needs.
Using your existing DMS
Perfect 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
Companies with existing DMS investments
Key advantages:
Documents stay in your secured, compliant environment
Maintain existing access controls and audit trails
No file size limitations from Tallyfy
Use familiar DMS features (versioning, encryption, retention policies)
Reduced storage costs in Tallyfy
Trade-offs:
Requires initial setup of file request links
Users interact with two systems
Additional step to generate unique upload links
Using Tallyfy’s built-in file management
Perfect for:
Simple document workflows without special compliance needs
Teams wanting everything in one place
Quick implementations without IT involvement
Internal processes with trusted users
Key advantages:
Single system for users to learn
Files attached directly to tasks
Simpler setup - no integration needed
Built-in commenting on files
Automatic file organization by process
Trade-offs:
250MB file size limit per upload
Less granular access controls
Storage counts toward Tallyfy limits
Limited retention policy options
The hybrid approach
Many organizations use a hybrid strategy. They handle sensitive documents through their DMS while using Tallyfy’s file uploads for routine attachments like screenshots or simple forms.
For instance, an HR team might collect employment agreements through secure DMS links but attach interview feedback directly in Tallyfy tasks.
How file request links work
File request links let external users upload documents directly to your DMS without needing accounts. Here’s the workflow:
Your DMS generates a unique upload link for a specific folder
You store this link in a Tallyfy text field
The workflow shares this link with the person who needs to upload
They click the link and upload directly to your DMS
Your team accesses the documents from the DMS
The documents never pass through Tallyfy - maintaining your security boundary.
Security considerations
Using your DMS for document collection provides several security benefits:
Data sovereignty - Documents remain in your controlled environment, important for organizations with data residency requirements.
Compliance maintenance - Your existing compliance certifications and controls stay intact.
Access control - DMS permissions determine who sees what, independent of Tallyfy access.
Audit trails - Document access logs remain in your DMS for compliance reporting.
Implementation patterns
Pattern 1: Individual file requests
Generate unique upload links for each process instance. Best for collecting sensitive documents from different clients or patients.
Pattern 2: Shared collection folders
Use the same upload link across multiple process runs. Works well for internal document submission where security is less critical.
Pattern 3: Automated link generation
Use your DMS API to automatically generate fresh upload links when launching processes. Requires technical setup but provides the smoothest experience.
Getting started
Start with our guide on file request links to understand the concept, then explore vendor-specific implementations for your DMS platform.
File request links enable secure document collection from external users by generating unique upload URLs that allow anyone to submit files directly to your document management system without requiring account access or system permissions.
Tallyfy stores files securely in Amazon S3 with plan-based storage limits and recommends using external cloud storage solutions like SharePoint or Google Drive for advanced document management while linking files within workflows to optimize storage allocation and meet organizational compliance requirements.
Dropbox file requests provide a simple way to collect documents for Tallyfy workflows by allowing anyone to upload files directly to your Dropbox folder without requiring an account while maintaining security and organization through unique unguessable URLs and customizable folder destinations.
SharePoint and OneDrive file requests enable secure document collection from external users without requiring Microsoft accounts through simple upload links that maintain compliance and security while integrating with existing Microsoft 365 environments.
