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Launch via a magic link

What you need

  • Access to Tallyfy Settings > Integrations > Magic Links (usually Admin only).
  • The ID of the template or task you want the link to affect.
  • A basic understanding of web links (URLs) and parameters.
  • Users clicking the link must already be logged into Tallyfy.

Magic links are special web links (URLs) that make Tallyfy automatically do something when a logged-in user clicks them. You can create links to:

  • Create a one-off task.
  • Launch a process from a template (and pre-fill info).
  • Complete a specific task.
  • Re-open a specific task.
  • Add a comment to a task.
  • Change a task’s deadline.
  • Update a form field value in a specific task.

They are useful for triggering Tallyfy actions from emails, websites, or other tools.

  1. Go to Settings > Integrations.
  2. Click the Magic Links section.
ActionDescription
Create One-Off TaskCreates a standalone task.
Launch ProcessStarts a new process from a template.
Complete TaskCompletes a specific task.
Re-open TaskRe-opens a completed task.
Add CommentAdds a set comment to a specific task.
Edit DeadlineUpdates the due date of a specific task.
Update Form FieldUpdates a form field value in a specific task.
  1. Go to the Magic Links section in Settings.
  2. Click Get a Magic Link.
  3. Choose Launch a Process from the dropdown.
  4. Select the Template you want the link to launch.
  5. Set options like the default Process Name (you can use variables).
  6. You can also pre-fill data in kick-off fields by adding parameters (see structure below).
  7. Copy the generated magic link URL.
  8. You might need to add more parameters manually (e.g., adding field values).
  1. Go to the Magic Links section.
  2. Click Get a Magic Link.
  3. Choose Create a One-Off Task.
  4. Set the default task details (name, assignee, deadline - some can be overridden in the URL).
  5. Copy the generated URL.

A link to launch a process and fill in data might look like:

https://go.tallyfy.com/[YourOrgID]/process/[TemplateID]/create?default_run_name=Your+Process+Name&ko_fields=[{"fieldName1":"Value1"},{"fieldName2":"Value2"}]&launchprocess=true
  • Replace [YourOrgID] and [TemplateID] with your actual IDs.
  • default_run_name sets the process name.
  • ko_fields contains the kick-off field names and values to pre-fill.
  • Important: Values must be URL encoded ↗ (e.g., spaces become + or %20).
  • Important: The ko_fields value needs JSON formatting [{"field-name":"field-value"}], which must also be URL-encoded.

Using “auto” naming

If your template uses kick-off fields for auto-naming, you can use auto instead of the Template ID:

https://go.tallyfy.com/[YourOrgID]/process/auto?ko_fields=[{"fieldName1":"Value1"}]&launchprocess=true

Field value syntax (for ko_fields parameter)

When defining values for the ko_fields parameter, use this format (before you URL-encode it):

Field TypeExample JSON Value String
Short/Long Text"Your Text Value"
Dropdown{"id":ID,"text":"Selected Label","value":null,"required":true} (Get ID/Label from template editor)
Checkbox[{"id":ID,"text":"Checked Label","value":null,"required":false,"selected":true}] (List of checked labels/IDs)
Radio Button"Selected Radio Value"
Date/Time"YYYY-MM-DDTHH:MM:SS.mmmZ" (UTC format)

(Replace placeholders like [YourOrgID], [TaskID], values, etc.)

  • Create Task: ...?action=createOotTask&default_task_name=Review+Doc
  • Complete Task: ...?action=completeTask&task_id=[TaskID]
  • Re-open Task: ...?action=reOpenTask&task_id=[TaskID]
  • Add Comment: ...?action=writeAComment&task_id=[TaskID]&comment=Please+review
  • Edit Deadline: ...?action=editDeadline&task_id=[TaskID]&deadline=2024-12-31+17:00:00
  • Update Form Field: ...?action=updateFormFieldValue&task_id=[TaskID]&form_fields={"fieldId123":"New+Value"}
  • Buttons or links in emails (e.g., “Click here to approve task”).
  • Links on your company intranet.
  • Buttons or links generated by other tools (like your CRM).
  • QR codes.

Launching > Triggers

Tallyfy offers multiple process launch methods including manual buttons API integration email triggers magic links schedules task completion triggers and kick-off forms with options to automatically populate data during launch.

Launching > Launch a process from a web form

External web forms can automatically initiate Tallyfy processes by redirecting submissions to a special URL that populates template fields with form data using matching field names.

Triggers > Launch via a kick-off form

Kick-off forms in Tallyfy enable data collection at the start of workflows and can be used internally or shared publicly to initiate processes automatically while tracking progress throughout the workflow lifecycle.
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