Details about webhooks

Webhook Configuration Guide

Webhooks are automated messages sent from Tallyfy to external systems when specific events occur. They transmit JSON data packets to predefined URLs, enabling real-time integration with other applications without manual intervention. This guide explains how to configure and implement webhooks in Tallyfy.

Understanding webhook types

Tallyfy offers two webhook configuration levels:

Template-level webhooks

Template-level webhooks trigger when any step within a process is completed. They also trigger when a process is initially launched, before any tasks are even completed. They transmit the complete process data, including all form fields and step statuses.

Use cases:

• Track overall process progress in external systems
• Update dashboards when any step changes
• Trigger comprehensive data exports
• Capture new process launches in external systems

Step-level webhooks

Step-level webhooks trigger when a specific step is completed. They provide targeted integration for individual tasks within a process.

Use cases:

• Send notifications at critical process milestones
• Trigger follow-up actions in other systems
• Export specific form field data collected at a particular step

Configuring template-level webhooks

1. Navigate to the template you want to configure
2. Click Edit to enter template editing mode
3. Open the Advanced Settings drawer
4. Locate the Webhooks section
5. Toggle webhook functionality on
6. Enter the destination URL in the Template webhook URL field
7. Note the Template alias for reference in your integration

Configuring step-level webhooks

1. Navigate to the template containing your target step
2. Click Edit to enter template editing mode
3. Select the specific step that should trigger the webhook
4. Open the Advanced tab
5. Toggle webhook functionality on
6. Enter the destination URL in the webhook URL field
7. Save your changes

Implementation example: Slack notifications

This example demonstrates how to send automated notifications to a Slack channel when an employee completes an onboarding process in Tallyfy.

Requirements

• Tallyfy account with Professional or Enterprise plan
• Zapier account (or alternative middleware like Make.com or Power Automate)
• Slack workspace with administrative access

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 leveraging AI to generate code for serverless functions.

Step 1: Configure Zapier webhook receiver

1. Sign in to your Zapier account

2. Create a new Zap

3. Select Webhooks by Zapier as the trigger app

4. Choose Catch Hook as the trigger event

   

5. Copy the custom webhook URL provided by Zapier (you’ll need this for Tallyfy)

   

Step 2: Configure Slack message action

1. Add an action step to your Zap.

2. Select Slack as the action app.

3. Choose Send Channel Message as the action event.

   

4. Connect your Slack account if not already connected.

5. Select the destination channel (e.g., #general).

6. Create a message template using webhook data.

   

7. Include relevant details like process name, step name, and assignee in the template.

Step 3: Configure Tallyfy webhook

1. Navigate to your onboarding template in Tallyfy.
2. Enter Edit mode.
3. For template-level notifications, open the Advanced Settings drawer.
4. Toggle webhooks on within the Advanced Settings.
5. Paste the Zapier webhook URL into the Template webhook URL field.
6. For step-specific notifications, select the final onboarding step.
7. Open the Advanced tab for that step.
8. Toggle webhooks on within the step’s Advanced tab.
9. Paste the Zapier webhook URL into the step’s webhook field.
10. Save your changes.

Step 4: Test the integration

1. Run your onboarding process

2. Complete the relevant step

3. Verify that the notification appears in your Slack channel

   

Security considerations

For webhook security, Tallyfy includes the X-Tallyfy-OrgID header in all webhook requests. You can use this header to verify that incoming webhooks are legitimate by checking against your organization’s ID.

Important: Handle duplicate webhook events

Webhooks can fire multiple times for the same event. For example, when a task is completed and then reopened and completed again, you’ll receive multiple webhook notifications. Always implement idempotency handling to prevent duplicate actions in your integrated systems.

Best practices

• Use HTTPS URLs for webhook destinations
• Implement webhook authentication in your receiving system
• Test webhooks thoroughly before relying on them in production
• Monitor webhook delivery using your middleware platform’s logging tools
• Consider implementing retry logic for failed webhook deliveries

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