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 solve a common workflow challenge - collecting documents from people who don’t have access to your systems. Whether you’re gathering tax documents from clients, medical records from patients, or contracts from vendors, these links provide a secure upload path without compromising your document security.
The beauty lies in simplicity. Your document management system generates a unique link. Anyone with that link can upload files to a designated folder. They don’t need an account, don’t see other files, and can’t access your broader system. Meanwhile, you maintain complete control over document storage, access, and compliance.
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Generate the link in your DMS
Navigate to your document management system and create a file request for the specific folder where you want documents stored.
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Store the link in Tallyfy
Copy the generated link and paste it into a short text field in your Tallyfy template. This becomes part of your workflow data.
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Share via workflow tasks
Use variables to insert the link into task instructions. When someone reaches that task, they see the link and know exactly where to upload.
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Collect documents securely
The recipient clicks the link, uploads their documents directly to your DMS, and marks the Tallyfy task complete. Documents go straight to your secure storage.
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Access from your DMS
Your team retrieves the uploaded documents from the DMS using your existing security protocols and access controls.
A legal firm uses this approach daily. Here’s their workflow:
The firm launches a new client onboarding process in Tallyfy. During launch, they generate unique Box file request links for each document type - contracts, identification documents, financial records. These links get stored in text fields.
When the client receives their tasks, they see clear instructions: “Upload your documents here: [link]”. The client clicks, uploads directly to the firm’s Box account, and the documents land in the correct client folder. The law firm maintains attorney-client privilege while the client has a smooth experience.
To implement file request links in your Tallyfy workflows, you need three components:
Template configuration - Add short text form fields to capture the file request URLs during process launch.
Variable insertion - Use variables to dynamically insert these URLs into task descriptions or form instructions.
Clear instructions - Write task descriptions that explain what documents to upload and provide the link prominently.
File request links provide multiple layers of security:
No account required - External users upload without creating accounts or remembering passwords.
Limited access - Uploaders can’t see, edit, or download existing files in your system.
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 compliant infrastructure.
Collecting evidence, contracts, and identification documents from clients while maintaining privilege.
Gathering medical records, insurance cards, and consent forms from patients 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 maintain document separation.
Set expiration dates - Configure links to expire after a reasonable timeframe to prevent unauthorized late uploads.
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 to ensure smooth operation.
Different platforms offer varying levels of file request functionality:
Not all platforms have native file request features. Google Drive, for instance, requires third-party tools to enable anonymous uploads. Consider your platform’s capabilities when designing your workflow.
Advanced implementations can automate link generation:
- 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
This removes manual steps but requires technical setup.
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 - Ensure your DMS allows anonymous uploads and “Anyone” links are enabled.
Missing files - Confirm uploads completed successfully and check the correct folder in your DMS.
Ready to implement file request links? Start by checking if your document management system supports this feature, then follow our platform-specific guides below for detailed setup instructions.
File Request Links > SharePoint file requests
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.
File Request Links > Dropbox file requests
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.
File Request Links > Box file requests
Box File Request provides enterprise-grade security for collecting documents from anyone with advanced controls including identity verification email validation access controls and metadata collection making it ideal for regulated industries requiring Business plan or higher.
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