Action to 'Launch Process'

How to customize your Zap for launching Tallyfy processes

This guide shows you how to customize your Zap to launch a process in Tallyfy.

Common CRM automation examples

Automate client onboarding from your CRM:

1. Trigger: New contact marked “Onboard as client” in CRM (Salesforce, HubSpot, etc.)
2. Action: Launch Tallyfy onboarding process with client data pre-filled
3. Result: Automatic task assignments, welcome emails, and setup workflows

Sales-to-delivery handoff:

1. Trigger: Deal marked “Closed Won” in CRM
2. Action: Launch implementation process in Tallyfy
3. Data passed: Client details, project scope, delivery timeline
4. Result: Seamless transition from sales to delivery team

Support ticket escalation:

1. Trigger: High-priority ticket created in help desk
2. Action: Launch incident response process
3. Auto-assignments: Based on ticket type and severity
4. Result: Immediate response workflow with proper stakeholders

Considering Integration Alternatives

While Zapier can be useful for simple connections, we generally recommend more capable and cost-effective middleware solutions like n8n, Make, or Microsoft Power Automate for serious integrations.

For maximum control and flexibility, especially if you have development resources, consider using Tallyfy’s Open API to build custom integrations, potentially using AI to generate code for serverless functions.

1. To begin, create a new Zap and select ‘Google Forms’ as the app for Step 1.

2. Use ‘New or Updated Response in Spreadsheet’ as the trigger.

   

3. Connect your Google Account and select the spreadsheet and worksheet for the form data.

   

4. Select the worksheet within the spreadsheet for target data

   

5. Pick a sample response. (This step assists in automatic form filling in the next step of the process)

   

6. Now set up the action steps (Tallyfy Launch Process) for the trigger encountered (every time someone fills in the leave request form). Choose Tallyfy as the action app

7. Select ‘Launch Process’ as the action event

   

8. Choose a Tallyfy account that hosts the required template.

   • Select the template from the options available
   • At this point, you can customize the process name. This name will be assigned to the process when the zap is triggered. In our example, we have used the employee’s name from the Google form and the timestamp the request was submitted to create a dynamic process name

9. You can also customize any process notes to be entered

   

10. You can customize and fill in data into the Tallyfy process using data from the Google form

    

11. You can also customize step assignees. Step assignees can be members of your Tallyfy org or guests (external users). In our example, we have used the contact email address of the employee from the Google form to assign additional tasks

12. If there was a date field in the Google form that would have corresponded to a suggestive deadline, we can customize deadlines in this zap too.

    

Note on zapier dates

Please note that Zapier does not support natural language dates like 2 days, 2d or 5 weeks. That means, a deadline modifier like -2d appended to a date will throw an error.

Please note

Custom entries assigned in the Zap will override template level attributes such as assignees, deadlines, form values etc.

Critical assignment behavior difference

Assignees and deadlines behave differently when left blank:

• Deadlines: When left blank, inherit from template configuration ✅
• Assignees: When left blank, ALL tasks are assigned to the Zapier account owner, NOT the template assignees ❌

This means if you don’t explicitly set assignees in your Zap configuration, every task will be assigned to whoever owns the Zapier connection, regardless of your template settings.

Solutions:

1. Explicitly set assignees in your Zap configuration for each step
2. Use automation rules as a workaround - create a template automation that triggers on kick-off form completion to reassign tasks to the correct people/groups
3. Search for groups - You can search for and assign groups directly in Zapier

Best practice: Always configure assignees explicitly in your Zap to ensure tasks go to the right people.

A note on passing checklist items through to the zap

When you need to fill out a checklist when launching a process via your Zap - ensure you use a comma-separated set of values from the original source, and then pass that straight through to the checklist. The result will be intuitive - the items you passed in will be the values which are “checked” in your checklist form field.

Related articles

Launching > Launch from a form

External web forms can automatically trigger Tallyfy processes by redirecting users to special launch URLs with form data appended as query parameters that match the internal field names in your Tallyfy kick-off form template.

Workato > Launch Tallyfy processes from Workato

This guide explains how to connect Workato to Tallyfy’s API using the HTTP connector to automatically launch workflow processes based on events from external systems like Salesforce or Zendesk by configuring authentication headers and mapping trigger data to kick-off form fields through the prerun object.

Launching > Launch manually

Manual process launching in Tallyfy transforms reusable templates into active workflow instances by clicking Launch Process on template cards and providing unique names to ensure complete step tracking and customization control throughout workflow execution.

Pro > Launching

Tallyfy’s process launching feature transforms reusable workflow templates into active trackable instances with specific assignments and deadlines that operate independently through multiple launch methods including manual API webhooks forms email triggers and magic links while allowing customization during launch and protecting running processes from template changes.

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