Integrations > Document management
Tallyfy can integrate with existing document management systems to handle workflow orchestration while maintaining your current security protocols and document storage solutions.
File request links
File request links let you collect documents from people who don’t have access to your systems. Your document management system (DMS) generates a unique URL. Anyone with that link can upload files to a specific folder - they don’t need an account, can’t see other files, and can’t access anything else. You keep full control over storage, access, and compliance.
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Generate the link in your DMS
Open your document management system and create a file request for the target folder.
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Store the link in Tallyfy
Paste the generated link into a short text field in your Tallyfy template.
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Share via workflow tasks
Use variables to insert the link into task instructions. When someone reaches that task, they’ll see the upload link.
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Collect documents
The recipient clicks the link, uploads files directly to your DMS, and marks the Tallyfy task complete.
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Access from your DMS
Your team retrieves uploaded documents from the DMS using your existing access controls.
A legal firm launches a client onboarding process in Tallyfy. During launch, they generate unique Box file request links for each document type - contracts, IDs, financial records - and store them in text fields.
The client receives tasks with clear instructions: “Upload your documents here: [link]”. They click, upload directly to the firm’s Box account, and documents land in the correct client folder. The firm maintains attorney-client privilege while the client gets a straightforward experience.
You’ll need three things:
Template configuration - Add short text form fields to capture file request URLs during process launch.
Variable insertion - Use variables to insert these URLs into task descriptions or form instructions.
Clear instructions - Write task descriptions that explain what documents to upload and show the link prominently.
No account required - External users upload without creating accounts or remembering passwords.
Limited access - Uploaders can’t see, edit, or download existing files.
Time limits - Most DMS platforms let you set expiration dates on upload links.
Audit trails - Your DMS tracks who uploaded what and when.
Compliance maintained - Documents stay within your existing infrastructure.
Collecting evidence, contracts, and IDs from clients while maintaining privilege.
Gathering medical records, insurance cards, and consent forms per HIPAA requirements.
Obtaining tax documents, bank statements, and investment records for account opening.
Collecting resumes, references, and onboarding paperwork from new hires.
Gathering property documents, inspection reports, and closing paperwork from buyers and sellers.
Generate unique links - Create fresh upload links for each process instance to keep documents separated.
Set expiration dates - Configure links to expire after a reasonable timeframe.
Name folders clearly - Use consistent folder naming in your DMS that matches your process structure.
Provide examples - In your task instructions, specify exactly what documents you need and acceptable formats.
Test the flow - Run through the entire process as an external user would before going live.
Not every platform handles file requests the same way:
Some platforms - like Google Drive - don’t have native file request features and need third-party tools for anonymous uploads. Check your platform’s capabilities before designing your workflow.
You can automate link generation for more advanced setups:
- Use your DMS API to create folders and generate links programmatically
- Trigger link creation through webhooks when processes launch
- Store links automatically in Tallyfy via API
- Send links directly to recipients through automated emails
Links not working - Verify the link hasn’t expired and the destination folder still exists.
Upload failures - Check file size limits and accepted formats in your DMS settings.
Access problems - Make sure your DMS allows anonymous uploads and “Anyone” links are enabled.
Missing files - Confirm uploads completed successfully and check the correct folder in your DMS.
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.
File Request Links > Box file requests
Box File Request lets you securely collect documents from anyone through configurable upload links with identity verification, email validation, virus scanning and metadata collection - ideal for regulated industries requiring Business plans or higher.
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