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.
Launch via inbound email
- Permission to edit Tallyfy® templates for configuration access.
- The template you want to launch via email should have no required kick-off form fields. Optional fields are fine.
- The email address you send from must belong to an active member in your Tallyfy® organization for security.
These requirements ensure proper setup and secure operation of email-based workflow triggers.
Tallyfy® lets you start a specific process by sending an email to a special address. This is useful for starting workflows without logging into Tallyfy®, especially for users on the go or when working from external systems.
Email triggers provide a convenient, accessible method for workflow initiation that works from any email client.
Cannot use with required kick-off fields
This email trigger method doesn’t work if the template has any kick-off form fields marked as Required. You’ll get an email saying the launch failed. Only use templates with optional (or no) kick-off fields if you want to launch them via email.
Each template gets its own unique email address for launching, ensuring targeted workflow initiation.
- Go to the Templates library.
- Open the template you want to enable email launch for (in Edit mode).
- Click Triggers in the left sidebar.
- Choose Other options.
- Find the Via inbound email option.
- Tallyfy shows the special email address created just for launching this template. Copy this address.
- Share this address with team members who need to launch this process via email.
When someone sends an email to that special address, the following automated sequence occurs:
- Tallyfy checks if the sender’s email belongs to an active member in your organization for security verification.
- If yes, Tallyfy starts a new process from the template linked to that address.
- The email’s Subject becomes the Name of the new process instance for easy identification.
- If you added special kick-off fields (see below), the email content copies into them automatically.
- Assignees for the first task(s) are notified to begin work.
This automated workflow ensures seamless process initiation while maintaining security and proper organization.
You can have Tallyfy automatically save the email body and attachments into kick-off form fields for comprehensive data capture. To do this, add kick-off fields to your template with these specific internal names:
| Field Name | What it Captures | Recommended Field Type |
|---|---|---|
email_body | The full text of the email body | Long Text Area |
email_attachments | Any files attached to the email | File Upload |
If you don’t have these fields, Tallyfy might show a link to create them when you enable the email trigger.
The trigger email address follows this standardized format:
bot+[TemplateID]-launch@tallyfy.com(Where [TemplateID] is the unique ID of your template)
This format ensures proper routing and template identification for automated process launching.
- Field Updates: Technicians email status updates after site visits (Subject: Site Visit - Client X; Body: Details; Attachments: Photos) for immediate workflow initiation.
- Forwarding Requests: Support forwards an email to the trigger address to start a complaint process for streamlined issue management.
These examples demonstrate how email triggers can bridge external communications with internal workflow automation.
- The sender must be an active Tallyfy member in your organization for access control.
- Use clear email subjects (they become the process name) for proper identification.
- Each template has a unique trigger email for targeted workflow initiation.
- Remember: Cannot launch templates with required kick-off fields via email due to technical limitations.
These security measures ensure only authorized users can initiate workflows while maintaining proper process identification.
Separately, you can also add comments to existing tasks by simply replying to the Tallyfy task notification email for streamlined communication.
- Get a task notification email from Tallyfy.
- Reply to that email.
- Your reply becomes a comment on the task.
- Files attached to the reply are added to the comment.
(The reply-to address for comments looks like bot+[TaskID]-comment-task@tallyfy.com)
- Keep a list of trigger emails for your team to ensure proper access and usage.
- Suggest standard subject formats for easier tracking and process identification.
- Remind users to put details in the body if you’re capturing it for comprehensive data collection.
- Test the trigger from different email clients your team uses to ensure compatibility.
These practices maximize the effectiveness of email-triggered workflows while maintaining consistency and reliability.
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.
Power Automate > Working with email automation in Power Automate
Power Automate enables email automation by monitoring shared mailboxes and triggering Tallyfy actions based on incoming emails while handling attachments and sending automated notifications for streamlined workflow management.
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.
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