Automate tasks using Zapier

Automate task completion with Zaps

Zapier can automatically complete tasks in Tallyfy when something happens in another app. This same approach works with other middleware platforms like Power Automate.

How the flow works

Two things to note:

• If you don’t already have the task ID, you’ll need to find it first using a template ID plus either the process name or a kick-off field value
• Both paths end at the same “Complete Task” action that marks the task done through Tallyfy’s API

Considering integration alternatives

Zapier works for simple connections, but we’d generally recommend middleware platforms like n8n, Make, or Microsoft Power Automate for more serious integrations - they’re more capable and cost-effective.

For full control, consider Tallyfy’s Open API to build custom integrations directly.

Start by picking a trigger that can send custom data like a process name. If you already have the task ID, skip ahead to completing the task. Otherwise, find it first:

1. Create an action step, choose Tallyfy, and select “Find Process Task.”

   

2. Pick the template you want to search within. Your trigger can also pass the Template ID dynamically.

3. In “Search By,” choose whether to search by process name or KO Field (kick-off field).

4. Enter the search value. For process name searches, this must be the exact, full process name. For kick-off field searches, use the “Filter Value” field instead and pick the specific KO field from “Selected KO Field.”

5. Choose which task to target in the “Selected step” field. This value is the task alias - your trigger can supply it dynamically.

   

Once you’ve found the process, here’s how to complete the task:

1. Add a new Tallyfy action step and select “Complete Task.”
2. For both Process ID and Task ID, select “Use a Custom Value,” then pick the “Find Process Task” action and choose the matching ID field.

Here’s a video walkthrough showing the full setup:

Keep in mind - if you test a zap that completes a task, you’ll need to manually re-open that task in Tallyfy before you can test again.

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