Understanding and creating magic links
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.
Finding the magic link generator
Go to Settings > Integrations .
Click the Magic Links section.
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.
Example: Link to launch a process
Go to the Magic Links section in Settings.
Click Get a Magic Link .
Choose Launch a Process from the dropdown.
Select the Template you want the link to launch.
Set options like the default Process Name (you can use variables).
You can also pre-fill data in kick-off fields by adding parameters (see structure below).
Copy the generated magic link URL.
You might need to add more parameters manually (e.g., adding field values).
Example: Link to create a one-off task
Go to the Magic Links section.
Click Get a Magic Link .
Choose Create a One-Off Task .
Set the default task details (name, assignee, deadline - some can be overridden in the URL).
Copy the generated URL.
Magic link structure (example for launching)
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.
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
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.
Field value syntax (for ko_fields parameter)
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)
Other magic link action examples
(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.
Triggers > Launch via a kick-off form
Kick-off forms in Tallyfy enable data collection at the start of workflow processes through customizable fields that can be shared internally or publicly while allowing tracking of progress throughout the process execution.
Launching > Launch a process from a web form
External web forms can be configured to automatically trigger Tallyfy processes by redirecting form submissions to a template-specific URL that contains mapped field data as query parameters.
Launching > Triggers
Tallyfy offers multiple process launch methods including manual buttons API integration email triggers magic links scheduled launches task completion triggers and kick-off forms with options to automatically populate data during initiation.
Triggers > Launch via inbound email
Tallyfy enables process initiation through email by providing unique addresses for templates allowing users to start workflows remotely while capturing email content and attachments into designated form fields.