This glossary covers the main terms you’ll encounter while using Tallyfy. Knowing them helps you use the platform and manage workflows more effectively.
Administrator Administrators have full access to everything in the organization - creating and editing templates, managing settings, and overseeing all members.
Agentic workflow Agentic workflows use AI agents that autonomously plan, execute, and adapt action sequences to hit high-level business goals. This differs from traditional linear, predefined workflow scripts.
Analytics Tallyfy Analytics provides business intelligence tools and reports that give you insights into process performance, task completion times, and workflow efficiency.
API (Application Programming Interface) Tallyfy’s API lets external software interact programmatically with the platform through standardized endpoints.
Approve/reject task A task type where the assignee must either approve or reject a submitted item. These often act as decision gateways in a workflow.
Assignee The person responsible for completing a specific task within a process.
Automation rule An “if-this-then-that” condition that makes processes adapt automatically based on triggers, data values, or workflow events.
Auto-send email A task type that automatically sends a predefined email when the workflow reaches a specific step - no manual review needed.
Blueprint The API’s name for what the Tallyfy UI calls a “template.” You’ll see this term when working with the API or building integrations.
BPMN (Business Process Model and Notation) A standardized graphical notation for representing business processes in diagrams. BPMN diagrams can be converted into Tallyfy templates.
Board view Displays processes as visual cards in Tallyfy’s Tracker, giving you a Kanban-style view with drag-and-drop management.
Checklist field Lets you create subtasks within a parent task, with configurable completion rules and progress tracking.
Computer AI agent Software that can perceive digital environments, make autonomous decisions, and execute tasks - automating web and application interactions that previously needed a human.
Compliance Tallyfy’s compliance features help organizations meet regulatory requirements through documentation, audit trails, and standardized process controls.
Conditional logic Rules that determine which path a workflow takes based on data conditions, user responses, or system states. These “if-this-then-that” rules make workflows dynamic.
CSV export Exports process data to CSV format so you can analyze it in spreadsheets or other tools.
Custom view A saved Tracker configuration that filters and displays processes based on criteria you define.
Dashboard Your central hub showing recent processes, assigned tasks, announcements, and key metrics.
Deadline The date and time a task must be completed by. This is different from a start time, which shows when work should begin.
Document template A reusable document structure with fixed content and customizable fields for creating standardized business documents.
Email draft A task type that prepares an email for human review and approval before it’s sent.
Expiring step A time-sensitive task that auto-completes after a set period, keeping the workflow moving forward.
Field A data entry element where users input information - text, numbers, dates, file uploads, and more.
Folder A way to group templates or tasks into logical categories for easier navigation.
Form A structured set of fields designed to collect specific information from users or external collaborators.
Guest Someone outside your organization who can participate in specific processes without needing a Tallyfy license or account.
Integration A connection between Tallyfy and an external system that enables automated data exchange and action triggering across platforms.
Interactive email actions A feature that lets email recipients approve, reject, or complete tasks directly from email notifications - no Tallyfy login required.
Intelligent Process Automation (IPA) An automation approach that combines human tasks, RPA bots, and Computer AI Agents within unified workflows.
Job title assignment Assigning tasks to a role instead of a specific person, so whoever holds that role completes the task.
Kick-off form The initial form that collects information when you launch a process.
Launch Starting a new process from a template.
Light user A user role with limited capabilities - they can complete tasks but can’t create or edit templates.
Magic link A special URL that lets anyone launch a process - even people without a Tallyfy account.
Member A registered user within your Tallyfy organization with an assigned role.
Middleware A custom code layer that handles integrations between Tallyfy and other systems.
OAuth An authorization protocol that lets third-party apps access Tallyfy’s API on behalf of users without sharing passwords.
Organization The top-level account in Tallyfy containing all members, templates, and processes.
Organization ID A unique identifier for your Tallyfy account, often needed for support or integration setup.
Personal settings User-specific configurations like notification preferences and language settings.
Power tools Advanced template features that enable more sophisticated automation and functionality.
Process A running instance of a template - it tracks the execution of a specific workflow. Called a “run” in the API.
Process lifecycle The phases a process goes through: creation, launch, execution, monitoring, and completion.
Process notes Extra context you can add to a process for better communication and documentation.
Procedure template A reusable workflow definition that outlines steps, assignments, and rules for a business process.
Rich text editor The formatting tool that lets you style text, add links, embed images, and more in task descriptions and fields.
RPA (Robotic Process Automation) Software “bots” that mimic repetitive, rule-based human actions on digital systems using pre-programmed scripts.
Role Defines what a user can do in Tallyfy - Administrator, Standard, or Light.
Single Sign-On (SSO) Lets users access Tallyfy using their existing corporate credentials.
Snippet Reusable content blocks you can insert into templates. Edit the snippet once, and it updates everywhere it’s used.
Standard user A user role that can create and edit templates but can’t manage organization-wide settings.
Start time The suggested date and time when work should begin on a task. Unlike deadlines, start times provide scheduling guidance but aren’t enforced.
Step A component in a template that becomes a task when the process is launched.
Subtask A smaller action item within a task, typically created using a checklist field for granular tracking.
Table view Shows processes in a spreadsheet-like layout with rows and columns in the Tracker view.
Tags Keywords or labels added to templates and processes for categorization and filtering.
Task A single unit of work within a process, assigned to someone for completion.
Tasks view The interface showing all tasks assigned to you or others across every process.
Template A reusable blueprint that defines a standardized process or document. Called a “blueprint” or “checklist” in the API.
Template import Lets you import templates from CSV files or other sources to quickly build new templates.
Template owner The person responsible for maintaining and updating a specific template.
Trackable AI Tallyfy’s approach to AI integration - all automated actions are visible, accountable, and continuously improvable.
Tracker view A bird’s-eye view of process progress at a per-process level.
Translation Features for displaying Tallyfy’s interface and content in different languages.
Universal search Finds content across all areas of Tallyfy.
Variable A placeholder in templates that gets filled with specific information when a process runs.
Version control Tallyfy automatically tracks changes to templates, so you can view previous versions.
Webhook A way for Tallyfy to send real-time notifications to other systems when specific events occur.
Workflow A sequence of tasks that make up a business process, typically set up as a procedure template in Tallyfy.
Power Automate > Understanding Power Automate basics