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Launch via a magic link

  • 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.

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.

  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 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

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. 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”) 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.

Launching > Triggers

Tallyfy process launch triggers offer multiple methods including manual buttons API calls email addresses magic links scheduled automation task completion events and kick-off forms to initiate workflows automatically or manually while enabling data pre-population and integration with external systems.

Launching > Launch a process from a web form

External web forms can be configured to automatically start Tallyfy processes upon submission by redirecting users to a special launch URL with form data appended as query parameters that match the exact field names in the Tallyfy template’s kick-off form.

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

Process launching in Tallyfy transforms static workflow templates into active trackable processes with specific assignments and deadlines that operate independently with their own timeline participants and progress tracking.
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