Launching

Process launching in Tallyfy

Launching turns a template into a live, trackable process with assignments and deadlines. Each launched process runs independently - its own timeline, participants, and progress.

Templates are reusable blueprints. Processes are specific instances of those blueprints. Think of it like printing a document - the file stays the same, but each printout lives on its own.

Templates vs. processes

• Templates - Reusable workflow designs with standardized steps (e.g., “Client Onboarding” template)
• Processes - Running instances for specific cases (e.g., “Coca-Cola Client Onboarding” launched today)

Give each process a descriptive name so you can track multiple running instances at a glance.

Template vs. blueprint

In the Tallyfy app, we use the term Template. In the API, the same concept is called a Blueprint (internally checklist).

Key concepts

Process independence from template changes

Template edits only affect future launches. Running processes keep their original instructions - they won’t change mid-flight. This protects active work while letting you improve templates continuously.

Adding tasks to running processes

You can add extra one-off tasks to a process after it’s launched. You aren’t limited to the steps in the original template.

Launch methods

• Manual launching - From the Templates interface
• Automatic triggers - API calls, webhooks, or scheduled automation
• Cascade launching - When tasks in other processes complete (via automated actions)
• Web form integration - Through kick-off form submissions
• Email triggers - Send messages to designated addresses
• Magic links - External people can start processes without logging in

How launch methods work together

All six methods converge to create an active process from a template.

Diagram description: Six launch methods all create the same result - an independently running process with its own timeline and assignments.

What to notice:

• All six methods produce the same outcome - an active process instance
• You can customize settings before each launch regardless of the method
• The template stays unchanged while each process runs on its own

Customization during launch

When launching, you can:

• Set a process name (up to 550 characters)
• Change task assignments (members, groups, or guests)
• Adjust deadlines per task
• Pre-fill kick-off form fields with relevant data
• Assign the process to folders and add tags

You can also set up auto-naming to generate process names from kick-off form field values automatically.

• Edit before launch
• Launch another process when a task completes
• Launch from a form
• Launch manually
• Launch on a schedule
• Triggers
• Troubleshooting permissions

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