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Launch via a magic link

Prerequisites

  • 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 perform actions 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’re useful for triggering Tallyfy actions from emails, websites, or other tools.

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

Available actions

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.

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).

Create 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.

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.

Automatic naming

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

Field value syntax

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)

Examples of other 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"}
  • 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 for mobile-friendly workflow initiation

Launching > Triggers

Tallyfy offers seven flexible process launch triggers including manual buttons API calls email triggers magic links scheduled automation task completion chains and kick-off forms to accommodate different organizational needs and technical capabilities while enabling automatic data pre-population for seamless workflow initiation.

Launching > Launch from a form

External web forms can automatically trigger Tallyfy processes by redirecting users to special launch URLs with form data appended as query parameters that match the internal field names in your Tallyfy kick-off form template.

Triggers > Launch via a kick-off form

Kick-off forms in Tallyfy attach to process templates to collect essential information before workflow execution begins enabling both internal teams and external stakeholders to initiate processes while providing comprehensive data collection through various field types and seamless integration with subsequent workflow steps.

Pro > Launching

Tallyfy’s process launching feature transforms reusable workflow templates into active trackable instances with specific assignments and deadlines that operate independently through multiple launch methods including manual API webhooks forms email triggers and magic links while allowing customization during launch and protecting running processes from template changes.