Launch via a kick-off form

Requirements

Before setting up kick-off forms, ensure you have:

• A Tallyfy account with template editing permissions
• A process template where you want to add a kick-off form
• Clear understanding of what data you need to collect at process initiation

Understanding kick-off forms

Kick-off forms collect essential information required to initiate a process. They ensure all necessary data is gathered before workflow execution begins, providing critical context for subsequent tasks. These forms can be used internally by team members or made public for external submissions.

Tallyfy integrates form submission directly with process execution, enabling full visibility into post-submission activities and status tracking throughout the workflow. Our form intake software ↗ transforms traditional data collection into the first step of a structured, trackable process.

Creating kick-off forms

To set up a kick-off form:

1. Navigate to the Templates section
2. Select and edit the desired template
3. Locate the Triggers section in the left sidebar
4. Select Kick-off Form
5. Click + Add Field to add form fields
6. Configure each field with appropriate settings
7. Save your changes

Available field types and usage

Kick-off forms support multiple field types to capture different types of information:

Field Type	Best Used For	Example
Short Text Field	Names, IDs, simple answers	Customer name, Order number
Long Text Area	Descriptions, notes, detailed information	Project description, Special instructions
Dropdown List	Selection from predefined options	Department, Product category
Checklist	Multiple selectable options	Services requested, Features needed
Radio Buttons	Mutually exclusive options	Priority level, Approval status
Date	Time-specific information	Start date, Deadline
File Upload	Documents, images, attachments	Contract, Identity proof

Fields can be marked as Required or optional. When marked required, users must complete these fields before the process can be launched.

Required field implications

When a field is marked Required, it limits automation options. Processes with required fields cannot be launched via certain triggers (like email) without providing values for those fields.

Form field configuration options

When adding fields to your kick-off form, you can configure several properties:

1. Field name - Clear, descriptive name (e.g., “Customer Email”)
2. Field type - Select from available field types
3. Required - Toggle whether the field must be completed
4. Default value - Preset value to appear in the field
5. Help text - Additional instructions visible to users
6. Options - For dropdowns, checklists, and radio buttons

Launching with kick-off forms

When launching a process with a kick-off form:

1. Click Launch Process on the template
2. The form appears immediately after initiating the launch
3. Complete all required fields (marked with *)
4. Optional fields can be left blank if not needed
5. Click Submit to begin the process

Accessing kick-off data in tasks

Kick-off form data is accessible throughout the process lifecycle:

1. Open any task in the process
2. Click the Info tab
3. Access the Kick-off Fields drawer to view submitted information
4. All form data remains available to all process participants

This provides valuable context for task execution at each step.

Automatic form population

Kick-off forms can be automatically populated from external systems, web forms, and CRMs. See Web Form Integration for implementation details.

Public kick-off forms

Tallyfy’s public kick-off forms provide advantages over standalone form solutions:

Key benefits

• Integrated workflow initiation - Forms launch processes immediately upon submission
• Persistent access - Submitters receive a permanent “link for life” for tracking
• Email verification - Validates submitter identity to ensure authentic submissions
• Easy return capability - Allows partial completion and later return
• No middleware requirements - Direct process integration without additional tools

Email verification advantages

• Eliminates fake submissions by requiring email confirmation
• Ensures submitters can receive notifications about process progress
• Enables reliable communication throughout the process lifecycle
• Prevents form abandonment through follow-up capabilities

Member deactivation and public forms

When a member associated with a public kick-off form is deactivated or disabled, the following occurs:

• If the selected inviter is not the template creator and they get disabled, Tallyfy will automatically update it with the template creator name and keeps the public sharing ON
• If the selected inviter is the template creator and their account gets disabled, Tallyfy turns OFF the public sharing and makes the copied URL invalid until public sharing is turned ON again with a newly selected member

To prevent disruption to your public forms when deactivating members:

1. Before deactivating a member, check if they are associated with any public kick-off forms
2. If so, reassign the form to another active member by editing the template settings
3. This ensures continuous availability of your public forms

Making a form public

To enable public access to a kick-off form:

1. In the template editor, navigate to Triggers
2. Locate the Public Sharing option in the right panel
3. Toggle it to ON
4. Click Get Public Link next to the kick-off form

5. The system displays a modal with the shareable link
6. Copy this link to share with external users

Public form submission flow

When external users access the public link:

1. They enter their email address for verification
2. They receive an access link via email
3. The link directs them to a guest page for form completion
4. The same link provides ongoing access to form progress
5. Users can complete forms in multiple sessions if needed
6. Upon submission, they can track subsequent process steps

This approach is particularly valuable for complex forms requiring information gathering over time.

Best practices for kick-off forms

• Keep forms as concise as possible while collecting essential information
• Use clear, descriptive field labels that clearly indicate exactly what information is needed
• Organize fields in a logical sequence following a natural information flow
• Make only truly essential fields required to minimize barriers to completion
• Include help text for fields that might need additional explanation
• Test your form with actual users before making it publicly available

Related articles

How To > Build effective forms

Tallyfy’s form-building approach integrates data collection with process execution by enabling trackable workflows email verification field customization progressive steps conditional branching validation features communication tools and automated document generation.

Edit Templates > Edit steps

The process of modifying templates involves adding new steps naming them editing descriptions assigning members setting deadlines adjusting step types and configuring advanced settings through the template edit interface.

Tasks > Types of form fields

Tallyfy offers diverse form field types including short text long text dropdown lists checklists radio buttons date selectors file uploads tables and assignee pickers each designed with specific settings validation options and best practices for effective data collection in business processes.

Triggers > Launch via a magic link

Magic links in Tallyfy are specialized URLs that automate workflow actions by enabling task creation process launches task completion and data updates through simple HTTP requests without manual intervention.