Launch via a magic link

How can I understand and create Tallyfy magic links for workflow automation?

What prerequisites are needed for magic link creation?

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

These requirements ensure proper setup and secure operation of magic links within your organization.

What are Tallyfy magic links and how do they enhance workflow automation?

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

• Create a one-off task for immediate work items.
• Launch a process from a template (and pre-fill info) for streamlined initiation.
• Complete a specific task for quick workflow progression.
• Re-open a specific task when work needs continuation.
• Add a comment to a task for rapid communication.
• Change a task’s deadline for timeline adjustments.
• Update a form field value in a specific task for data corrections.

They are useful for triggering Tallyfy® actions from emails, websites, or other tools, enabling seamless integration across your technology stack.

For internal users only

Magic links only work for users logged in to your Tallyfy^® organization. They don’t work for external guests. To let external users start processes, use public kick-off forms.

Magic Links and required kick-off fields

Magic links cannot bypass required kick-off form fields. If your template has a kick-off form with required fields, the magic link will fail to launch the process because it attempts to start the process directly without displaying the form interface. For processes with required kick-off fields, consider:

• Making kick-off fields optional if appropriate
• Using API calls that can provide all required field data
• Using public kick-off forms for manual data entry
• Using middleware platforms that can programmatically supply required values

How can I access the magic link generator?

1. Go to Settings > Integrations.
2. Click the Magic Links section.

What actions can magic links perform automatically?

Action	Description
Create One-Off Task	Creates a standalone task.
Launch Process	Starts a new process from a template.
Complete Task	Completes a specific task.
Re-open Task	Re-opens a completed task.
Add Comment	Adds a set comment to a specific task.
Edit Deadline	Updates the due date of a specific task.
Update Form Field	Updates a form field value in a specific task.

How can I create effective magic links?

Example: How to create a link to launch a process

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).

Example: How to create a link for one-off tasks

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.

What is the structure of magic links for process launching?

A link to launch a process and fill in data follows this structure:

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.

How can I use automatic naming for processes?

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

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

Auto-naming rules

• Only works if fields used for auto-naming are required kick-off fields.
• The auto-generated name must be 550 characters or less.
• When using magic links with auto-naming, all required fields must be provided in the ko_fields parameter, otherwise the process launch will fail.

What syntax should I use for field values in magic links?

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

Field Type	Example 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)

What are examples of other magic link actions?

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

• 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"}

Where can I effectively use magic links for workflow automation?

• Buttons or links in emails (e.g., “Click here to approve task”) for direct action from communications.
• Links on your company intranet for easy access to common workflows.
• Buttons or links generated by other tools (like your CRM) for seamless integration.
• QR codes for mobile-friendly workflow initiation and quick access.

These placement options enable workflow automation across diverse touchpoints and user interfaces.

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