Triggers > Launch via a kick-off form
Launch via inbound email
- Permission to edit Tallyfy templates.
- 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.
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.
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.
- 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:
- Tallyfy checks if the sender’s email belongs to an active member in your organization.
- 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.
- If you added special kick-off fields (see below), the email content copies into them.
- Assignees for the first task(s) are notified.
You can have Tallyfy automatically save the email body and attachments into kick-off form fields. 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 format is:
bot+[TemplateID]-launch@tallyfy.com
(Where [TemplateID]
is the unique ID of your template).
- Field Updates: Technicians email status updates after site visits (Subject: Site Visit - Client X; Body: Details; Attachments: Photos).
- Forwarding Requests: Support forwards an email to the trigger address to start a complaint process.
- The sender must be an active Tallyfy member in your organization.
- Use clear email subjects (they become the process name).
- Each template has a unique trigger email.
- Remember: Cannot launch templates with required kick-off fields via email.
Separately, you can also add comments to existing tasks by simply replying to the Tallyfy task notification email.
- 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.
- Suggest standard subject formats for easier tracking.
- Remind users to put details in the body if you’re capturing it.
- Test the trigger from different email clients your team uses.
Launching > Launch a process from a web form
Triggers > Launch via a magic link
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