Email triggers
- Permission to edit templates.
- No required kick-off form fields in the template (optional fields are fine).
- Email must be sent from an active member’s address.
Send an email to a template’s unique address to start a process without logging into Tallyfy. Useful for mobile users or when working from external systems.
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 Tallyfy 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 automatically.
- Assignees for the first task(s) are notified to begin work.
This diagram shows the complete email trigger flow, including all validation checks and possible outcomes.
What to notice:
- The sender must be an active member in your organization - emails from external addresses or inactive members are automatically rejected
- Templates with required kick-off fields cannot be launched via email - you’ll receive a failure notification if you try
- Email content and attachments are only captured if you’ve specifically added
email_body
oremail_attachments
fields to your template’s kick-off form
You can have Tallyfy automatically save the email body and attachments into kick-off form fields. 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 format:
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.
- Cannot launch templates with required kick-off fields via email.
You can also add comments to existing tasks by 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.
Triggers > Launch via a kick-off form
Launching > Launch from a form
Triggers > Launch via a magic link
- 2025 Tallyfy, Inc.
- Privacy Policy
- Terms of Use
- Report Issue
- Trademarks