Tallyfy uses email in several ways to help you communicate and manage your workflows.
Using your own email server with custom SMTP
You can set up Tallyfy to send emails (like task notifications) using your company’s own email servers instead of Tallyfy’s default.
Why do this?
Branding: Emails look like they come directly from your company.
Deliverability: Uses your company’s existing email reputation.
Compliance: Keeps email communication within your company’s systems.
Filtering: Apply your company’s email rules and filters.
(Setting up Custom SMTP requires technical details from your IT team. See the Custom SMTP Setup Guide - Note: This guide is technical).
Gmail Add-on
The Tallyfy Gmail add-on lets you work with Tallyfy directly inside your Gmail inbox.
Start Tallyfy processes from emails.
Turn emails into Tallyfy tasks.
Check your task list without leaving Gmail.
Managing Email Notifications
Tallyfy sends email notifications for various events (like task assignments or comments). Each user can control how many emails they receive by adjusting their personal notification settings. See Manage Email Notifications.
Future: Interactive Email Actions
Looking ahead, Tallyfy is exploring ways to make email notifications even more powerful through interactive email actions. This technology, supported by platforms like Microsoft Outlook (Actionable Messages) and Gmail (Gmail Markup Actions), could allow you to perform simple Tallyfy actions—such as approving a task or adding a quick comment—directly from within the email message itself, without needing to navigate to the Tallyfy app. This is part of our ongoing effort to streamline your workflows and reduce context switching. This functionality is under consideration for future development.
A comprehensive guide on configuring a custom SMTP server in Tallyfy to handle outbound email communications with detailed setup instructions testing procedures and troubleshooting tips for successful implementation.
Interactive email features enable users to complete Tallyfy tasks directly from their inbox through Microsoft Actionable Messages and Gmail Markup Actions without switching to external applications.
The Tallyfy Gmail Add-on enables users to manage tasks and processes directly from Gmail by creating tasks launching workflows and tracking status without switching between applications.
The system enables automatic custom email notifications through webhooks by connecting Tallyfy with middleware tools to trigger emails based on specific task completions or events within processes.
