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Glossary

Tallyfy terminology

This glossary provides definitions for key terms used throughout Tallyfy. Understanding these terms will help you navigate the platform more effectively.

A

Administrator
A user role with full access to create and edit templates, manage settings, and administer the organization.

Agentic Workflow
A workflow where AI agents can autonomously plan, execute, and adapt a series of actions to achieve a high-level goal, contrasting with linear, predefined scripts.

Analytics
Tools and reports that provide insights into process performance, completion times, and other metrics.

API (Application Programming Interface)
Allows external systems to interact with Tallyfy programmatically.

Approve/Reject Task
A specific task type that requires the assignee to either approve or reject an item, often used for decision points in a workflow.

Assignee
The person responsible for completing a specific task.

Automation Rule
A logical condition (“if-this-then-that”) that enables a process to adapt automatically based on specific triggers or conditions.

Auto-Send Email
A task type that automatically sends a predefined email when reached in a process, without requiring manual review.

B

Blueprint
The term used in Tallyfy’s API for templates.

BPMN (Business Process Model and Notation)
A standardized graphical notation for representing business processes in workflow diagrams that can be converted into Tallyfy templates.

Board View
A visual display format in the Tracker view that organizes processes as cards, allowing for an intuitive, Kanban-style workflow visualization.

C

Checklist Field
A form field type that allows for the creation of subtasks within a task, with configurable completion rules.

Computer AI Agent
Sophisticated software that can perceive digital environments, make decisions, and execute tasks on a computer much like a human would, automating complex web and application interactions.

Compliance
Features that help organizations meet regulatory requirements through documentation, audit trails, and standardized processes.

Conditional Logic
Rules that determine what happens next in a process based on specific conditions (also called “if-this-then-that” rules).

CSV Export
A feature that allows exporting process data to a comma-separated values file format for analysis in spreadsheet applications.

Custom View
A personalized configuration of the Tracker view that filters and displays processes according to specific criteria set by the user.

D

Dashboard
The main screen showing key information like recent processes, assigned tasks, and announcements.

Deadline
The date and time by which a task must be completed.

Document Template
A reusable form with fixed content and customizable fields for creating standardized documents.

E

Email Draft
A task type that prepares an email message for review before sending.

Expiring Step
A task that automatically completes after a specified time period.

F

Field
A data entry element in forms where users can input information (also called form field).

Folder
A way to organize templates or tasks into logical groupings for easier navigation and management.

Form
A collection of fields used to gather information.

G

Guest
An external collaborator (outside your organization) who can participate in specific processes without requiring a paid license.

I

Integration
A connection between Tallyfy and other software systems to exchange data or trigger actions.

Interactive Email Actions
A feature that allows recipients to directly approve, reject, or take other actions on tasks directly from email notifications without logging in.

Intelligent Process Automation (IPA)
A comprehensive approach to automation that combines human tasks, RPA bots, and Computer AI Agents within a single, cohesive process.

J

Job Title Assignment
Assigning tasks to a role instead of a specific person, allowing flexibility in who completes the task.

K

Kick-off Form
The initial form that collects information when launching a process.

L

Launch
The action of starting a new process instance from a template.

Light User
A user role with limited capabilities at a lower cost, who can complete tasks but cannot create or edit templates.

M

Magic Link
A special URL that allows processes to be launched by anyone (even without a Tallyfy account) who has access to the link.

Member
A registered user within your Tallyfy organization with a specific role.

Middleware
A custom code layer that can handle complex integrations between Tallyfy and other systems.

O

OAuth
An authorization protocol that allows third-party applications to access Tallyfy’s API on behalf of users without sharing password credentials.

Organization
The top-level account in Tallyfy that contains all members, templates, and processes.

Organization ID
A unique identifier for your Tallyfy account, often needed for support or integration purposes.

P

Personal Settings
User-specific configurations like notification preferences and language settings.

Power Tools
Advanced template features that enable more sophisticated automation and enhanced functionality in Tallyfy.

Process
A running instance of a template that tracks the execution of a specific workflow.

Process Lifecycle
The complete sequence of phases a process goes through, from creation and launch to execution, monitoring, and completion.

Process Notes
Additional contextual information that can be added to a process for improved communication and documentation.

Procedure Template
A reusable definition of a workflow that outlines the steps, assignments, and rules for a business process.

R

Rich Text Editor
The text formatting tool in Tallyfy that allows for styling text, adding links, embedding images, and more in task descriptions and fields.

RPA (Robotic Process Automation)
Technology that uses software “bots” to mimic repetitive, rule-based human actions on digital systems, following pre-programmed scripts.

Role
Defines what actions a user can perform in Tallyfy (Administrator, Standard, or Light).

S

Single Sign-On (SSO)
Authentication method allowing users to access Tallyfy using existing corporate credentials.

Snippet
Reusable blocks of content that can be inserted into templates.

Standard User
A user role that can create and edit templates but cannot manage organization-wide settings.

Step
A component in a template that becomes a task when a process is launched.

Subtask
A smaller action item within a task, typically created using a checklist field, allowing for granular tracking of task components.

T

Table View
A display format in the Tracker view that shows processes in a spreadsheet-like layout with rows and columns.

Tags
Keywords or labels that can be added to templates and processes for categorization and filtering.

Task
A single unit of work within a process that is assigned to someone for completion.

Tasks View
The interface showing all tasks assigned to you or others across all processes.

Template
A reusable blueprint that defines a standardized process or document.

Template Import
A feature that allows users to import templates from CSV files or other sources to quickly create new templates.

Template Owner
The person responsible for maintaining and updating a specific template.

Trackable AI
Tallyfy’s approach to AI integration that ensures all automated actions are visible, accountable, and continuously improvable.

Tracker View
The interface showing 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.

U

Universal Search
The search function that finds content across all areas of Tallyfy.

V

Variable
A placeholder that can be used in templates and automatically filled with specific information during process execution.

Version Control
The system automatically tracks changes made to templates, allowing you to view previous versions.

W

Webhook
A method for Tallyfy to send real-time notifications to other systems when specific events occur.

Workflow
A sequence of tasks that represent a business process, typically implemented as a procedure template in Tallyfy.

How To > Automatically track and run complex approval workflows

Tallyfy transforms complex approval workflows into trackable processes with clear visibility and accountability through automated kick-off forms conditional step logic dynamic assignments real-time tracking automated reminders contextual communication and organized archival systems.

Introduction

Tallyfy is a workflow platform that helps non-technical users document track and improve business processes through a three-stage approach of storing instructions following progress and continuously optimizing workflows using AI automation to eliminate manual tasks and ensure consistent standardized work execution.

Templates > Automations

Tallyfy process automations are smart IF-THEN rules that automatically perform actions like task assignments deadline changes and step visibility based on defined conditions to reduce manual work and ensure consistent process execution.
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