Power Automate > Working with email automation in Power Automate
Creating your first flow in Power Automate
You can connect Power Automate to Tallyfy in about 10 minutes - and this guide shows you exactly how. We’ll build a real flow that automatically creates Tallyfy tasks whenever you receive specific emails.
Why start with email-to-task automation? It’s practical, you’ll use it immediately, and it teaches the fundamentals you need for more complex integrations.
Before you start, ensure you have:
- Microsoft Power Automate access: You need a license that lets you create flows. Most Microsoft 365 subscriptions include this.
- A Tallyfy Pro account: You’ll use this with the Tallyfy connector to work with processes and procedure templates.
- A clear goal for Tallyfy integration: Know what you’re trying to automate - it makes setup much easier.
Here’s what we’re building: a flow that watches your Outlook inbox for emails with “New Sales Lead Received” in the subject line. When one arrives, it instantly creates a task in your Tallyfy “Lead Follow-Up” template.
No more copying and pasting from emails. No forgotten leads. The flow catches every qualified email and turns it into an actionable task in your procedure template - complete with the email subject and body content. It just works.
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Navigate to Power Automate and start a new flow. Go to flow.microsoft.com ↗. Sign in. From the left menu, select + Create > Automated cloud flow (see understanding Power Automate basics for flow types).
-
Name your flow and choose a trigger. In the “Build an automated cloud flow” dialog:
- Flow name:
New Sales Lead Email to Tallyfy Task
. - Search trigger:
When a new email arrives
. - Select When a new email arrives (V3) (Outlook 365). Click Create.
- Flow name:
-
Configure the email trigger. The flow designer opens with the email trigger. Click the trigger step to expand it:
- Folder: Pick the folder to monitor (usually
Inbox
). - Click Show advanced options.
- Subject Filter: Type exactly what the subject line should contain - for example,
New Sales Lead Received
. This stops the flow from running on every single email (trust me, you don’t want that). - You can filter by sender or importance too if needed.
- Folder: Pick the folder to monitor (usually
-
Add the Tallyfy action: Create a task. Click + New step. Search
Tallyfy
and select the Tallyfy connector. Choose Create a task. -
Configure the Tallyfy “Create a task” action. Once connected, configure the Tallyfy action fields:
- Blueprint ID: Select the Tallyfy procedure template for the new task (e.g., “Lead Follow-Up Process”).
- Run ID (Optional): If adding to an existing, active Tallyfy process, provide its Run ID. For a new process instance, leave blank if the task is initial or you intend to launch a new process run containing this task.
- Tallyfy Tip: For a brand new lead from an email, you’d typically use the “Launch process” action instead - it starts a fresh instance of your “Lead Follow-Up Process” procedure template and maps email details to launch form fields. We’re keeping it simple here by adding to an existing process.
- Step Position (Optional): If adding to an existing Tallyfy process with a Run ID, specify step position.
- Task Name: Use dynamic content. Select Subject from the email trigger. Prepend text if desired, e.g.,
New Lead: [Subject]
. - Task Description: Select Body from email trigger dynamic content to populate the Tallyfy task description.
- Assigned To Email (Optional): Hardcode an email or use dynamic content.
- Deadline (Optional): Set a deadline. For one day from now, use an expression:
addDays(utcNow(), 1)
.
-
Save your flow. Refer to managing and monitoring flows for saving and testing tips.
The Power Automate flow designer is where you’ll spend most of your time. Here’s what matters:
- Triggers and Actions: These are your building blocks - triggers start the flow, actions do the work.
- Dynamic Content Pane: This shows data from previous steps (like the email subject) that you can drop into Tallyfy fields.
- Expression Editor: For date calculations and text manipulation. (See advanced conditions and expressions).
- Save, Test, Flow Checker: Your control panel - save often, test everything.
Let’s make sure everything works before you rely on it.
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Open the Test pane. With your flow saved, click Test.
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Perform a manual test. Select Manually, then Test. Power Automate waits for you to trigger the flow (send an email).
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Trigger the flow. Send an email to the monitored inbox with the specified subject (e.g., “New Sales Lead Received”).
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Check the flow run history. Power Automate shows you the results. Green checkmark? Success! Red exclamation? Something went wrong - click the failed step to see what happened. (More details in managing and monitoring flows).
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Verify in Tallyfy. Log into Tallyfy. Check the specified procedure template or process to confirm the new task was created with email details.
- This email-to-task pattern captures every important request in your Tallyfy processes - nothing falls through the cracks.
- The Tallyfy connector has other actions too: Launch process (better for starting fresh processes), Update task, and Get task details.
- Think about other emails that trigger work in your organization. Support tickets? Purchase orders? They can all flow into Tallyfy automatically.
- Need something the connector doesn’t do? Tallyfy’s Open API handles the advanced stuff.
Power Automate > Understanding Power Automate basics
Power Automate > Triggering flows manually (button flows)
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